[EP-tech] Re: Use of e-print request button

Timothy Miles-Board tmb at ecs.soton.ac.uk
Fri Jun 28 11:51:53 BST 2013


The Request-a-copy feature has been built the release version of EPrints 
since V3.0 (2007).

Tim

On 27/06/13 14:05, Stevan Harnad wrote:
> Dear Michael,
>
> Thanks ever so much for this very useful information on implemementing
> the e-prints Button <http://eprints.soton.ac.uk/268511/> for DSpace
> <https://wiki.duraspace.org/display/DSPACE/RequestCopy>.
>
> Could others please also send the corresponding information for
> implementing it for EPrints <http://wiki.eprints.org/w/RequestEprint>,
> where it originated?
>
> That will cover most of IR space worldwide, and other softwares will be
> inspired to implement it too.
>
> Many thanks,
>
> Stevan Harnad
>
> On Thu, Jun 27, 2013 at 5:25 AM, Michael White <michael.white at stir.ac.uk
> <mailto:michael.white at stir.ac.uk>> wrote:
>
>     Hi Joseph,____
>
>     __ __
>
>     Apologies for the delay replying – but I’m not sure if you got any
>     other replies, so thought I’d chip in with my experiences of using
>     “Request a copy” with DSpace (it looks like you are using DSpace,
>     although we are still using the JSPUI not the XMLUI).____
>
>     __ __
>
>     We implemented the DSpace “Embargo” and “Request a copy” add-ons
>     back in their earliest days (around 2007) when we introduced our
>     Institutional Policy that required immediate deposit of full text of
>     Journal Articles to the repository on acceptance – obviously, due to
>     Publisher embargoes, it isn’t really possible for a policy like that
>     to be successful without a method to handle embargoes/copy requests
>     . . .____
>
>     __ __
>
>     As we have upgraded through the versions of DSpace, I have simply
>     tweaked our existing implementation of the Request a copy add-on to
>     make it work in the latest version (a process I have just completed
>     for v3.1 this week!) – i.e. we are still running our own, locally
>     customised version of the original version of the “Request a copy”
>     add-on, so I can’t comment on the later releases of this add-on. I
>     do know though, from a discussion just this week on the DSpace Tech
>     email list, that colleagues at a Spanish institution are just
>     putting the finishing touches to a release of the latest version of
>     this add-on for the XMLUI interface . . . .____
>
>     __ __
>
>     Of course, DSpace handles “Embargoes” out of the box now (in a
>     different way to the original add-on we installed), so I’ve had to
>     extend the Request a copy add-on to be able to deal with Embargoes
>     implemented using the 2 different methods. Personally I believe that
>     “Request a copy” is the other side of the Embargo coin, so I for one
>     would really love to see the “Request a copy” functionality become
>     part of the DSpace core at some point in the (not too distant!)
>     future J____
>
>     __ __
>
>     Another issue that we had to address pretty quickly with the DSpace
>     add-on is that, by default, it sends the email request to the
>     original submitter of the item – even since our earliest days, in
>     many cases, articles were deposited by departmental admins or other
>     delegated “proxy-depositors” on behalf of academics, which meant the
>     eprint requests were going to the “wrong” person – the email does
>     include a note to say that only an author of the original article
>     can respond to the request so the request should be forwarded on but
>     this was far from ideal. So I added a new metadata field to hold a
>     “Contact Email Address” on a Publication record and extended the
>     add-on to use this address if the Publication record had one, or use
>     the submitter’s email if not – this has the added benefit that, if a
>     member of staff leaves, we can simply update the “Contact Email
>     Address” on their Publication records, and they will continue to get
>     eprint requests – this is also very useful for embargoed PhDs (we
>     have an eTheses mandate too), as Research Students have to submit
>     using their University login (we have authentication linked to
>     Active Directory which picks up their University email address), but
>     Research Students usually leave just after submission, so it is
>     great to be able to add an external email address in the “Contact
>     email” filed so that they can receive requests after they have left.____
>
>     __ __
>
>     Also, I removed the facility for the “request responder” to submit a
>     request to have the item’s embargo removed, as embargo removal is
>     handled automatically by the system.____
>
>     __ __
>
>     Finally, we have recently integrated our Repository with our
>     Research Management System, so submission of all Publication data
>     (including “Contact Email”) is now via the RMS, and, when full text
>     is attached, this is automatically pushed across to the Repository
>     (subject to Workflow, policy checking, embargo setting, etc all
>     carried out in RMS) – this means that all publications in our
>     repository are now submitted by our RMS – therefore, without the
>     ability to send eprint requests to the Contact Email in the
>     metadata, all the eprint requests would be directed to the RMS’s
>     DSpace account!____
>
>     __ __
>
>     This RMS integration has caused one issue – updates to records in
>     RMS automatically update the corresponding record in DSpace.
>     Unfortunately the RMS updates by removing the original record and
>     adding a new record with the same handle – for normal end users,
>     they don’t see a difference, but the removal and addition results in
>     the associated full text getting a new bitstream ID in the system.
>     However the Request a copy feature uses the bitstream ID to note
>     what has been requested and what should be sent if the request is
>     responded to – so if an item is updated between being requested and
>     that request being responded to, the bitstream ID of the associated
>     full text has changed, and the attempt to respond to the request
>     fails – this generates an Internal Server Error, and I get an email,
>     so I know that it has happened, and, from the token in the request
>     email, I can reverse engineer what was requested and “fix it”, but
>     it is a bit of a nuisance – fortunately it doesn’t happen very often
>     now that things are settling down in our RMS.____
>
>     __ __
>
>     I can’t really comment on time savings for academics, but I know our
>     academics are very happy with the service and it provides an easy
>     mechanism for them to respond to eprint requests (and I’m assuming
>     it involves less clicking and hunting around than responding to
>     “traditional” reprint requests) . . .____
>
>     __ __
>
>     Bottom line, I heartily recommend this add-on and believe we could
>     not run our repository without the functionality it provides! J____
>
>     __ __
>
>     I hope that is helpful and of interest.____
>
>     __ __
>
>     Regards,____
>
>     __ __
>
>     Mike____
>
>     Joint STORRE Manager____
>
>     http://storre.stir.ac.uk/____
>
>     Michael White
>     eLearning Liaison and Development (eLD)
>     Information Services
>     S8, Library
>     University of Stirling
>     Stirling SCOTLAND
>     FK9 4LA ____
>
>     Email: michael.white at stir.ac.uk <mailto:michael.white at stir.ac.uk>
>     Tel: +44 (0) 1786 466877
>     Fax: +44 (0) 1786 466880____
>
>     http://www.stir.ac.uk/is/staff/about/teams/aldt/#eld____
>
>     __ __
>
>     *From:*Repositories discussion list
>     [mailto:JISC-REPOSITORIES at JISCMAIL.AC.UK
>     <mailto:JISC-REPOSITORIES at JISCMAIL.AC.UK>] *On Behalf Of *Joseph Greene
>     *Sent:* 20 June 2013 10:28
>     *To:* JISC-REPOSITORIES at JISCMAIL.AC.UK
>     <mailto:JISC-REPOSITORIES at JISCMAIL.AC.UK>
>     *Subject:* Use of e-print request button____
>
>     __ __
>
>     Hello,____
>
>     __ __
>
>     We are considering implementing an e-print request button to
>     increase access, but also in the hope that we can save some time in
>     certain areas researching publishers’ policies.____
>
>     __ __
>
>     I wonder if anyone who has implemented the e-print request button in
>     the last few years would comment on your decision to implement it,
>     and if you have seen any time savings as a result?____
>
>     __ __
>
>     Many thanks in advance,____
>
>     __ __
>
>     Joseph Greene____
>
>     Research Repository and Systems Librarian____
>
>     James Joyce Library____
>
>     University College Dublin____
>
>     (353 0)1 716 7398____
>
>     (353 0)1 716 7686____
>
>     joseph.greene at ucd.ie <mailto:joseph.greene at ucd.ie>____
>
>     __ __
>
>     http://www.ucd.ie/library____
>
>     http://researchrepository.ucd.ie <http://researchrepository.ucd.ie/>____
>
>     __ __
>
>     __ __
>
>     __ __
>
>     ------------------------------------------------------------------------
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>     world's best 100 universities under 50 years old.
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>     number SC 011159.
>
>
>
>
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>

-- 
Timothy Miles-Board
EPrints Services
School of Electronics and Computer Science
University of Southampton, UK
+44 (0)23 8059 3980     tmb at ecs.soton.ac.uk
http://www.eprints.org/services/
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