Open Repository

1.	What is Open Repository?	[Top]
	Open Repository is an institutional repository hosting service provided by BioMed Central. We will build and host your institutional repository for you allowing you to get on with the important business of filling and running it.

2.	If my institute signs up for Open Repository how will the site be branded?	[Top]
	The Open Repository service allows you to customise the web front end (or user interface) with your institute's colours, images and logos, introductory text and to create a unique name if you so wish. Community and collection home pages can also be customised with their own logos and text.

3.	What will the URL be?	[Top]
	The Open Repository service uses a default URL of http://yourname.openrepository.com/. However, if you wish to register your own unique URL then we will be happy to use that for you.

4.	If we use the service does it have to be called Open Repository?	[Top]
	No. Open Repository is the service name, not your repository name. You are encouraged to create a unique identity for it and we will ensure that as much of the site as possible is customised accordingly.

5.	What will we get when we sign up to Open Repository?	[Top]
	Within 3 months of signing the contract we will provide you with a fully functioning repository, customised to your requirements as discussed above with it's own unique URL. During the commissioning process we will contact you to provide all the information we need to do this (images, colour references etc.) For Gold and Silver customers we can set up an initial few communities and collections for you and can arrange to pre-populate the repository with any data you might already have stored if required. We will provide training materials for you, including web-based training for Gold and Silver customers.

6.	Will I ever get any service updates?	[Top]
	Yes. We will ensure that all Open Repository services are updated with the latest features as we release them. We will inform you of all updates before they go live and provide relevant updated training material.

7.	How is Open Repository structured?	[Top]
	Open Repository uses a hierarchical structure that is intended to mirror the set up of your institution. Communities represent the top level of your organisation such as a school or department. Sub communities (optional) represent an intermediary layer where you can define the hierarchy more explicitly such as a sub department or discipline. For example if your top level community was History then a sub community could be Ancient History. Finally you have collections of related documents (or items). Collections can correspond to the works of individuals, groups or more specific subjects. To continue our analogy the collections within Ancient History could be Greece, Persia, The Roman Empire or the works of A.N Author, a scholar of Egyptology.

8.	Is there any kind of limit to the number of communities, sub communities or collections I can have?	[Top]
	No. You can have as many as you require to administer your repository successfully. A community can have as many sub communities or collections as necessary.

9.	What kind of documents can be stored in Open Repository?	[Top]
	There is no limit to the type of articles you can store in your Open Repository service. However, you may decide that it is best to create specific policies for what types of documents you do want to have. Pre and post print journal articles; datasets; conference proceedings; music, image and video files; theses; book chapters, entire journals and even web sites can be archived.

10.	What kind of file types can be stored in Open Repository?	[Top]
	There is no limit to the file types you can store in your Open Repository service (e.g. PDFs, Word documents, Excel Spreadsheets, HTML, XML, multimedia files such as MP3, WAV or GIF and JPEGs, right down to proprietary file structures). It is even possible to store complete web pages and sites! However, you may decide that it is best to create specific policies for what types of files you do want to have.

11.	Is Open Repository built on DSpace software?	[Top]
	Yes. We are using a customised version of the open source DSpace software developed by MIT and Hewlett Packard Labs.

12.	Why shouldn't I just set up my own repository using Open Source software?	[Top]
	Open Repository is an institutional repository service. We will set up, maintain, and support your repository for you. We ensure that all your data is secure and backed up nightly. We will seamlessly update the repository software for you when new features are available either from work done within the DSpace community or by our own development team. We will assist you with training for administrators and users, and provide ongoing technical and customer support. All you need to do is to look after the administration of the repository but we will even be able to support you with that. If you set up your own repository you will need to implement, run and support it - including providing the requisite hardware (servers, storage space etc) necessary. Open Repository also offers a number of features unique to this service including a pre-fill submission system and automated population of the repository from open access publishers such as BioMed Central or The Public Library Of Science.

13.	Is Open Repository the same as DSpace?	[Top]
	No. Although Open Repository will always use the most up to date version of Dspace at it's core we will also be providing many unique features of our own. Additionally we will be playing a key role within the DSpace Federation, advising on Federation policy and working on code development with the DSpace code committers.

14.	Is Open Repository like Digital Commons?	[Top]
	In that it's a service rather than software, yes.

15.	What does Open Repository do that Digital Commons [and others] don't do?	[Top]
	Whilst EPrints and Digital Commons concentrate mainly on pre and post print articles and theses, Open Repository inherently allows for many different file types and formats. It is also more specifically concerned with concepts of digital preservation by allowing repository administrators to choose a support level for each file type stored within the archive. The support level refers to the institute's ability to ensure that that file type will be able to be opened over time. Whilst the file type will remain consistent (you will always be able to open the file type as long as you have the appropriate software) Open Repository also allows for these files to be preserved after their format has become redundant by allowing viewer programmes to be 'emulated' or migrating them into other data file types. We also provide a high degree of look and feel customization for each service to enable your repository to match your institutional site as closely as possible. We are also creating a number of tools that are unique to our service such as a quick submission process and automatic deposition into the archive of articles published by Open Access publishers.

16.	Can Open Repository deal with TeX (LaTeX; AmSTeX, etc)?	[Top]
	It can deal with any file type. It's up to the individual viewer to ensure they have the correct software to view the file though. We will be working on implementing viewers for the most common non-standard formats.

17.	We like the idea of digital preservation, is there anything else Open Repository does to ensure ongoing preservation?	[Top]
	Yes. Every item in the repository is assigned it's own permanent unique identifier. There are a number of different UID formats such as DOIs but we use CNRI's Handle system. A unique identifier will not change over time, or simply cease to exist as a URL can do, so you retain a permanent link to the item. Even if you decided to take on the running of the repository yourself or wanted to migrate to your own repository then the Handles can easily be migrated and will still work.

18.	How do I find articles within an Open Repository installation?	[Top]
	You can either run a search (which includes full text searching of RTF, PDF and Word documents or you can use one of the browse options (Title, Author, Date, Communities and Collections). Each community and collection home page has it's own internal search and browse options. There is also an advanced search option that allows you to refine your search using specific indices (title, author, date etc) and Boolean operators (and, or, not).

19.	Can I search on document type?	[Top]
	Yes, that's one of the additions we have made to the service.

20.	Can I find items in my Open Repository service using external search engines?	[Top]
	Absolutely. Open Repository is Open Access Initiative Protocol for Metadata Harvesting (OAI-PMH) compliant. The OAI-PMH makes the metadata for each item available to external harvesters. That means that once an item is submitted into the repository it will be made available to search engines such as Google, Yahoo or Open Access search engines such as OAIster. We will work to ensure that as much as possible is done to enable the successful harvesting of all Open Repository service metadata.

21.	What kind of metadata does Open Repository use?	[Top]
	Open Repository uses qualified Dublin Core metadata. However we envisage that it will soon be possible to use other metadata formats. We'll update these pages and our customers when that's the case. It is however possible to export metadata from the repository in a basic METS format.

22.	Can I change an item's metadata?	[Top]
	Additional Dublin Core qualifications can be added using the Open Repository Dublin Core Registry, accessible to administrators. However in order to make changes available on the live site you'll need to liaise with the BioMed Central Open Repository team to ensure that the changes are valid and updated by our developers.

23.	What exactly is the metadata used for?	[Top]
	Principally for providing information about each item that can then be made available for searching, external harvesting and also providing information about that item and its associated files (bitstreams). The descriptive metadata is entered during the submission process and although there is only one mandatory field (Item Title) the more information you fill in, the easier it will be for others to find your work.

24.	Who can submit items to the repository and how?	[Top]
	Submission policies are decided by the institution and implemented by the administrators. You can only submit to collections to which you have been granted explicit permission (NOTE: you cannot submit directly to communities or sub communities). The submission process is simple and involves filling out the metadata fields, uploading the file(s) and agreeing to a non exclusive distribution licence. The submission can be paused, edited or cancelled at any time.

25.	How do I submit an item?	[Top]
	There is a simple-to-navigate five-step submission process that can be accessed either from a link on the top navigation bar or from the collection homepage.

26.	On the first submission page (after selecting a collection) there are two textboxes labelled PubMed ID and DOI, what do these do, and are they mandatory fields?	[Top]
	Neither field is mandatory. Entering a PubMed ID or DOI speeds up the submission process by pre-filling the submission form with all available metadata.

27.	Can the DOI and PubMed boxes be removed from the submission process?	[Top]
	No, however you can move directly on to the next page.

28.	When using the pre-fill via the DOI or by entering the PubMed ID, do all the submission fields automatically pre-fill?	[Top]
	No, and you will occasionally see significant differences between some items that have been submitted. The amount of metadata available is dependent on the metadata that has been submitted to PubMed / Cross Ref by the original publisher.

29.	What is the Non Exclusive Distribution Licence?	[Top]
	The licence is an agreement to say that you have all the necessary permissions to self archive your work and to make it available as Open Access through the repository. A default licence is included, however, licences can be customised per collection (for example if you wanted a licence for a collection that has restricted access).

30.	What if I have a submission that contains a number of files all of different formats?	[Top]
	You can submit as many files in as many different formats as you want as part of a single item.

31.	Does it take long to submit an item?	[Top]
	No. Once you're familiar with the submission process it should only take you a couple of worthwhile minutes. We also have a new feature that will save you even more time. If you have a PubMed ID for your item you can enter that in the first stage of the submission process and the available metadata will be used to prefill as much of the form as possible. This feature will soon be extended to be able to use publisher DOIs.

32.	Why should I submit my research to an institutional repository?	[Top]
	To archive, preserve and increase the exposure of your work, both on a personal and institutional level. Research has shown that Open Access articles can increase the number of citations to your work by between 50 to 300% http://opcit.eprints.org/oacitation-biblio.html. More citations means more exposure means more citations which can ultimately assist with funding proposals as well as increasing the amount of available knowledge and research information to those who do not have access to high priced subscription based journals.

33.	If my article's publishers hold the copyright how do I find out if I can submit my article?	[Top]
	Over 90% of publishers now allow for self-archiving, at least of your pre-print, in an institutional repository. We have provided links to the Romeo database of publisher's self-archiving policies so you can decide whether you can self-archive your work.

34.	Will I retain copyright to the items I submit to Open Repository?	[Top]
	That depends on whether your work has previously been published. If your work has not been published before then yes, you retain your copyright. You will still need to agree to a non-exclusive distribution licence before submitting your work to the repository (although you retain overall copyright if you have it). If your work is published by an Open Access publisher (such as BioMed Central) then you will also retain your copyright. However, if you have been published in a traditional journal then most likely you will not retain copyright but most traditional publishers now allow you to self-archive in your institutional repository. If not you will always retain copyright to any work prior to submission to the publisher.

35.	What happens if I don't want my article to be Open Access?	[Top]
	You need to talk to your administrator who can do this for you. You’ll need to know exactly whom you want to give access to though. Open Repository operates a default policy of all items within the repository being Open Access. However some articles may be sensitive in nature and access be restricted to a specific group. It is the task of the repository administrators to decide on and implement these policies.

36.	How customisable is the Open Repository submission form?	[Top]
	The submission form will be customisable in a future release of Open Repository. More information will be available here closer to the time.

37.	For a multi-author document, with authors from different institutes with different repositories, how does Open Repository ensure consistency in terms of locating the item? Or does a search across repositories just bring up multiple links to the same item?	[Top]
	Each repository is essentially a showcase for its institution. Therefore if an item has multiple authors from different institutions then it should be deposited in each institution's repository if they have one. For the time being, search engines will therefore show multiple links from multiple sources.

38.	What happens if I need to remove or change an article I've submitted?	[Top]
	You'll need to contact your local administrator who can do this for you. Your institution should provide the appropriate contact details and there is also a feedback form on the site.

39.	Are all items submitted into the repository accessible to the public for browsing?	[Top]
	All items can be browsed, but some may be access restricted, either for both file and metadata or just the file.

40.	Can Open Repository deal with scripts other than Roman (e.g. Greek, Cyrillic, Kanji, Arabic, Sanskrit, etc)?	[Top]
	Yes it can. It can handle submissions in foreign languages and scripts and also provide full text searching for them (within PDF, Word and RTF documents)

41.	Do I have to go through the submission process every time I want to add an item?	[Top]
	Not necessarily. Some institutions might decide to use a mediated submission service where institutional staff are tasked with submitting items on behalf of researchers. It's also possible to batch upload large groups of items. The institutional administrators will need to decide on the criteria for this and BioMed Central will initially carry out the work (we are developing an interface to allow you to do this directly). We will also be able to enter items from Open Access publishers such as BioMed Central directly into your repository upon their publication.

42.	Can you link internally to other items within the repository?	[Top]
	Currently items cannot be directly linked to other items within the repository. However, links between items can be forged: either by mapping items across collections, or by linking them within a researcher page.

43.	Can we get statistics on the usage of our repository?	[Top]
	Yes. Administrators can view and access your repository's usage statistics. To view the usage statistics login and click the Statistics link on the admin menu.

44.	Can everyone using the repository see the statistics?	[Top]
	Currently only administrators are able to access the statistics reports page, however item strengths for each collection are available for all to see on the Browse Communities and Collections page.

45.	Can we get regular email alerts with the repository's usage statistics?	[Top]
	No, this is currently not available.

46.	Can we produce reports from the repository's usage statistics?	[Top]
	No, this is currently not possible.

47.	Can I see usage statistics for my article?	[Top]
	Yes. All articles will have download statistics displayed in the item view. You'll also be able to see combined downloads for individual collections, communities and the entire repository. The administrators will have access to more detailed web usage statistics.

48.	Is there a reason why I won't be able to view a particular article?	[Top]
	Because it has been made restricted access. If you have access rights you will be able to view the article after having logged on. If not, you will be told that you do not have permissions to view the item. If you feel you should be able to view the article then contact your local administrator. It's possible that the item may have been withdrawn from the repository but again a message will be displayed informing you if this is the case.

49.	Why might I need to login to Open Repository?	[Top]
	To view restricted access items or submit items. In addition user authentication is required for a number of personalised services available through Open Repository. You can use the personalised area of the site to check your email alerts, status of your submissions and view all the items you have submitted.

50.	What email alerts are available and how do I sign up for them?	[Top]
	You can sign up to alerts for new collection submissions. To do this simply log on to the site and click on the 'Add Email Alert' button on the top right hand side of the collection home page. We'll be adding additional alert services later this year, specifically: new author alerts and saved search alerts.

51.	Do I need to register / login to use the repository?	[Top]
	No. You only need to register / login if you want to be able to submit to an authorised collection or register for alert updates.

52.	Is there any kind of review process for submissions to the repository?	[Top]
	Yes. A workflow can be set up on a collection-by-collection basis where assigned reviewers are given the ability to edit an item's metadata and accept or reject an item for submission into the repository. There are three possible stages to the workflow and it is possible to use any of the three stages you wish. You don't have to use them all.

53.	Who decides how the Open Repository is run?	[Top]
	Your institution does. It will need to decide on policies for submission, access and even whether there should be restrictions on certain types of file types or formats. Control of the repository always remains within the hands of the institution. You will need a number of administrators who can implement these policies at a site level.

54.	What is an administrator?	[Top]
	An administrator is someone designated with implementing your repository policies. They have access to the Open Repository admin tool and will work either independently or at the request of an overall repository management team.

55.	How many administrators does Open Repository need?	[Top]
	There's no firm rule but we would suggest at least one administrator per community. Because of the hierarchical structure of Open Repository you can create policies at any level of the hierarchy and all independent of each other if so desired. It therefore makes sense to have an agreed overall repository policy that everyone will follow and then to allow each community to implement their own specific policies if necessary. Administrators tend to be department heads or some similar role with overall policy decided upon by a designated group of senior faculty.

56.	Once I have been set up as an administrator, do I still have to register?	[Top]
	If you have not registered previously then yes, you need to register to get your password.

57.	Who sets up the initial administrator?	[Top]
	Open Repository staff set up the initial administrator during the set-up stage of your repository.

58.	Once I have been set up as an administrator, can I further add additional administrators?	[Top]
	Yes, any administrator can create further administrators.

59.	What tools do administrators have access to?	[Top]
	All administration functions can be accessed through a web interface. Administrators logged on to Open Repository will also be able to see 'quick access' buttons at relevant points throughout the site. For example on a community home page you will be able to see a 'Create Collection' button. Administrators are able to create, edit and delete communities and collections; edit and delete items including their metadata; add recognised users (or E-people as they are occasionally referred to); add new users; create, edit or delete groups, edit the home page news and administer workflows.

60.	Please explain 'policies' further.	[Top]
	Policies are the decisions you make as to how the repository runs. They can be summed up very simply: a group of recognised users is given permission to perform a certain action or set of actions at a specific level of the hierarchy. For example you can create a group of users (lets say, all the members of the senior faculty – who just happen to be keen archaeologists) and give them permission to submit to and edit the metadata of items in the collection of Greek Antiquities within the sub community Ancient History (which itself lies within the community History).

61.	How easy is it to set up communities and collections?	[Top]
	Very. There's a simple template to follow, just add the required information and logo if desired. It is best to know exactly what your policies for each community and collection are going to be before you set them up as each set up wizard will ask you for them. For example – who will be able to submit to a collection; if you want to restrict access to the contents then who are you going to restrict the access to? You won't have to worry if you don't have all the names you need at the time – they can always be added later. You can always add or change policies at a later date.

62.	How finely can I restrict access?	[Top]
	You can restrict access at any level from the top-level communities right down to the individual files themselves. Access restrictions most commonly are applied at the file level. In other words general users can read the item page (abstract) but are not permitted to view the file (full text).

63.	Once we have set up a hierarchy, can sub communities/collections be moved around within the hierarchy/repository? Is this something that the admin person can do?	[Top]
	No, it is not currently possible to move sub-communities or collections around, although this may eventually become possible. This is why we recommend you spend a time testing your repository hierarchy before you start adding content.

64.	What are Open Repository's weaknesses, if any?	[Top]
	In some ways its greatest strength is its weakness, which is that it is designed to cover a broad range of disciplines, document types and file formats so the metadata and submission formats may not be explicit enough for some. That said we, and the rest of the DSpace community, are working to ensure that these more specific requirements can soon be met.

65.	Can we transfer items into Open Repository from another database or repository?	[Top]
	Yes, there's a simple upload tool that allows items to be batched together and uploaded a collection at a time. All you need to do is ensure that the items are batched correctly, and that the metadata is in Dublin Core format.

66.	Can we transfer items out of Open Repository into another database or repository?	[Top]
	Yes, there's a simple export tool that allows items to be batched together and exported. Items can be exported in Dublin Core or METS. Handles can be exported with the items.

67.	Can we add external links to the repository?	[Top]
	It is possible to add further links and pages to your repository, however this is additional work and we will need to agree to the work and then schedule it in. There may also be an additional cost for this work. Please contact your Open Repository sales representative for further details.

68.	How often are we available to update the look of the repository?	[Top]
	Within reason you can update the look of your repository as often as you need, as long as it fits within the standard template. You will need to send us new colours or images where appropriate as you did during the set-up process. We will need at least three weeks warning to enable us to schedule the changes in time.

69.	What is a researcher page?	[Top]
	A researcher page is a unique web page, accessible from within the repository that allows a researcher to list more detailed information about themselves. Researcher pages can display links to personal websites, teaching or research information, additional personal details, a picture and links to research work both within and external to the repository.

70.	Can anyone have a researcher page?	[Top]
	In principle any registered user can have a researcher page. However, researcher pages need to be set-up and authorised by an administrator.

71.	How is a Researcher Page accessed?	[Top]
	Researcher pages are linked to from the browse author list. A link to the page appears beside the author name.

72.	What files can be converted to PDF?	[Top]
	Currently only word and text files can be converted to PDF.

73.	Can I convert to any other file format other than PDF?	[Top]
	Not at present.

74.	How do you convert a word file into a PDF?	[Top]
	After you have uploaded your file, if it is one of the formats we can convert to PDF, you will be offered the option to create a PDF. It is a one click process.

75.	Once a file has been converted to a PDF, is the original bitstream removed from the repository?	[Top]
	No, both bitstreams are archived together.

76.	Once a file has been converted to a PDF, is the original word file still searchable within the repository?	[Top]
	Yes, word, text and PDF files are all indexed for full-text searching.

77.	Is PDF conversion available in both bronze and silver editions?	[Top]
	No. PDF conversion is only available in the silver edition.

78.	Can anyone use the PDF conversion feature? Or do you need access rights?	[Top]
	PDF conversion is only available during the submission process so you will need submission rights previously granted.

79.	How long does it take to set up pilot repository?	[Top]
	A pilot repository usually takes a week to two weeks to set up from the time we receive the necessary details from you.

80.	What is required by the client to set up a pilot repository?	[Top]
	On requesting your pilot repository you will be sent a short form in which to enter the few details we need to set the repository up. These include your repository name, some administrator contact details and the colour scheme for your repository. We ask you to send us the completed form along with a logo and homepage image.

81.	What edition is available for a pilot repository?	[Top]
	All pilot repositories are silver edition.

82.	Can I extend my pilot trial?	[Top]
	Yes, however you will need to discuss this with your Open Repository sales representative at the time.

83.	If I have a pilot repository and then decide to purchase a full repository can my data be transferred over? Will I loose any data?	[Top]
	No. Your repository hierarchy, policies and content will remain unchanged. We will add a handle to your repository to create the unique identifiers for each item and amend your URL to indicate it is no longer in the demo.openrepository.com domain.

84.	Will I be able to keep the existing structure/hierarchy I have created if I go from a pilot repository to a full repository?	[Top]
	Yes, your repository hierarchy, policies and content will remain unchanged.

85.	On purchasing a full repository, can I keep my pilot repository open until my full repository is built?	[Top]
	We do not build a new repository. Your pilot will be upgraded so there will be no loss of service.

86.	Is it possible to upgrade to a higher edition at anytime during an existing contract? E.g. bronze to silver?	[Top]
	Yes, please contact to your Open Repository sales representative who will help you with this request.

87.	What are the additional costs involved with upgrading to a higher edition?	[Top]
	You will pay the difference between the yearly maintenance fee for the two editions, plus the difference between the set-up fee for the two editions. Please contact your Open Repository sales representative for further information.

88.	When do you start the initial set up of the repository once verbally agreed?	[Top]
	Pilot repositories will be set up as soon as the required information is received. Live repositories will be set up within three months of the contract being signed.

89.	What processes are involved once a sale is agreed?	[Top]
	As with pilot repositories there are a number of administrative details we require from you. There will also be a few additional choices to make such as SFX support or Creative Commons licences that will need to be decided upon. Once all the details have been received we will create a couple of mock-ups of the web design for you to sign off, then we will start building the live site for you.

90.	Do you offer any training material?	[Top]
	Yes, we do. We will send administrators both administrator and user manuals, and our support team is on hand to assist with further advice. It is also possible to arrange for further training over the phone.

91.	Once a full repository has been purchase what support do you offer?	[Top]
	You can contact our Customer Service team support@openrepository.com who will answer you query within 24 UK working hours or alternatively contact your Open Repository sales representative or the Open Repository project manager if your query is an urgent one.

92.	Are contact details available for users visiting the repository?	[Top]
	The contact details displayed on your repository will be internal contacts based at your institution. Contact details for Open Repository support will be made available to the senior administrator who can then pass on any queries as they see fit.

93.	In case of a problem whom do we contact?	[Top]
	You can contact our Customer Service team support@openrepository.com who will answer you query within 24 UK working hours or alternatively contact your Open Repository sales representative or the Open Repository project manager if your query is an urgent one.

94.	Is your customer support 24/7?	[Top]
	No, it only covers normal UK working hours.

95.	Upgrades and Site Maintenance. How much advance notice is given before an upgrade or site maintenance?	[Top]
	We will always give you as much notice as possible, especially when upgrades are being added. However some maintenance is essential at very short notice and we may not be able to let you know ahead of time. We will however still let you know that the work is being carried out.