Table of contents
1. About the Oxford Digital Repositories Steering Group
The Oxford Digital Repositories Steering Group was established in April 2007 to provide a coordinating role for the development of digital repository services within Oxford. The Steering Group was closed in 2009. The Group comprised key stakeholders from across the University, representing teaching and research domains, existing activities, and other sources of expertise. The Group had responsibility for ensuring:
Links to documents, including agenda and minutes, are provided on the left hand side.
2. ODRSG Terms of Reference
The Oxford Digital Repositories Steering Group provided a coordinating role for the development of digital repository services within Oxford. The Group comprised key stakeholders from across the University, representing existing activities, and sources of expertise as well as the teaching and research domains. The Group had responsibility for ensuring communication across repository activities in the University; stakeholder and user input to the requirements gathering and analysis; overseeing the definition of services; and for developing and communicating standards to ensure interoperability between services.
The Oxford Digital Repositories Steering Group had particular responsibility for:
The membership of the Steering Group was as follows:
The Steering Group met once per term.
Agenda and papers were circulated electronically to all members at least five working days prior to the date of the meeting; and unreserved agenda and minutes were made available on the dedicated website.
The committee were able to resolve any issues within its remit which arose between meetings either facilitated through an email list or by delegation of authority to the Chair.
3. Digital Repositories Standards Working Group Terms of Reference
The Standards Working Group brought together experts from the range of digital repository activities within Oxford. The primary purpose of the group was to develop an interoperable services framework for a federated institutional repository. The Group defined the discrete repository services required to support research, education and administration; and maintained a registry of standards for interoperability. The group was also intended as a forum for sharing information and expertise between the different activities. The group reported to the Digital Repositories Steering Group and was chaired by a member of the Steering Group.
The remit of the Standards Working Group was to:
It was proposed that the group meets six times per academic year and makes use of an email list and dedicated website at other times.
4. Agenda and Minutes
The ODRSG met once a term. Unreserved agenda and the minutes for meetings are available below as PDF files. Access is only available within the .ox.ac.uk domain (including access via VPN).
5. Short Introduction to Oxford Digital Repositories
Oxford University creates and modify many hundreds of digital objects every day through its education, research and administration activities. The variety of materials in digital form is very broad, ranging from email messages, office documents, reading lists, journal articles, images, web pages, through to huge and complex datasets. Most of these digital objects reside on the hard disks of personal computers, networked filestores or buried within software systems. There is, however, an increasing need to ensure digital assets for which the University is (or should be) responsible are properly stored, curated, disseminated and preserved. The role of digital repositories is to provide a set of services which address these requirements.
5.2. Federated Institutional Repositiory
The development of digital repository services in Oxford is not confined to any one part of the University. Whilst the Library Services is a primary provider of digital repository infrastructure (and the Oxford Research Archive, in particular), other relevant activities are located within academic divisions, research groups, and other academic services.
Many universities are developing centralised institutional repositories. For the most part these focus on providing a digital repository of research outputs (e.g. pre-prints, peer-reviewed articles, monographs, theses) and are centralised within the institution to the extent that a single unit (often the library) provides both the technical infrastructure and the data curation services. Increasingly, however, the institutional repository is expected to support several purposes (e.g. a preservation archive of digital records, Open Access scholarly publication, store of learning materials accessible from within the VLE).
Oxford has a similarly broad view of the institutional repository. However, like other universities with a devolved ICT structure, Oxford supports a number of digital repository activities rather than one centralised service. Therefore, it is more appropriate to speak of a federated institutional repository, the services and data of which might be both organisationally and technically distributed within the institution. Any given repository 'service' combines technical infrastructure and domain expertise, either or both of which might be located within, for example, research groups or other divisional units. Many of the existing repository-related activities have operated from the ground-up and, without a more coherent and co-ordinated approach, there is the risk that some existing activities will become unsustainable silos.
In 2004/2005 Oxford established a Digital Archiving Group (DAG) to explore the broader issues of relating to institutional archiving policies and practice. A stakeholder workshop was held under the aegis of this group in June 2005, an outcome from which was the report, “Towards a Research Repository for Oxford University” (2005). It is clear that a digital repository, driven by the research needs of the University, has to interoperate with data creation, analysis and dissemination workflows at the point at which the research occurs as well as the outputs of scholarly publication. For research, many of these issues are being addressed by the Oxford Research Archive and its management structure (the Steering Group for which includes the heads of the divisions). This principle, that repository services should be embedded within the working practices of the domains they are intended to serve, applies equally to repository services for other areas of the University's working life (e.g. educational, library or administration).
In addition, there may be clear relationships between different types of digital object within different domains (e.g. within the knowledge lifecycle including resource discovery, data analysis, scholarly communication, teaching and learning, administrative reporting, preservation and access). It is also increasingly recognised that it is desirable and possible to define common services required by repositories in different domains. Examples include: access management, file storage systems, ingest or deposit, cataloguing or metadata standards, identity and version control, IPR and preservation policies.
The Oxford Digital Repositories Steering Group has been established to both coordinate digital repository activities across domains and to help ensure that stakeholder requirements and priorities are represented.
The development of a federated set of repository services provides the potential to:
It is anticipated that the technical infrastructure for the federated digital repository will be largely built on the Fedora repository architecture, managed by OULS and underpinning the Oxford Research Archive (ORA). The ORA will form a key component within the federated repository, and there will be many more locations where digital output will be stored. In many cases digital output will be curated and managed locally by academics.
The following are a sample of scenarios which might be realised through the federated institutional repository:
6. Digital Repository Activities in Oxford
The following are examples of digital repository activities underway at Oxford.