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Library Faculty Meeting Agenda Committee

Update on IDEALS Initiative

Library Faculty Meeting - Sept 21 2005

Sarah Shreeves


I wanted to give a brief update on the IDEALS initiative.
1) Staffing


I am the coordinator for the IDEALS Initiative and am based in the Main Library and in Grainger. I can be reached at or 244-3877 (Library) or 244-7809 (Grainger).

As many of you know, we hired Tim Donohue in June as our full time research programmer for the IDEALS initiative. Tim is responsible for the installation, customization, and implementation of the DSpace software and associated technology needs. We're very pleased to have Tim on board. He has already become an active participant in the DSpace development community; some of his code will be incorporated into the 1.4 release of DSpace. Tim is housed in Grainger in the Digital Library Research Laboratory (Room 52) and can be reached at or 244-7809.


Cindy Ingold will be the faculty liaison for the IDEALS Initiative and will be working with me on early adopter coordination efforts. Cindy can be reached at or 333-7998.


2) Project Charter

I've spent a fair amount of time this summer hammering out the project charter. This is essentially a road map for the lifetime of the project and covers the:


Partly to inform the development of the charter the IDEALS Working Group went through some exercises this summer which allowed us to articulate what IDEALS has the potential to be different stakeholders - and which highlighted the variety of roles IDEALS could play in the day-to-day life of the institution.


The project charter along with a rough timeline with milestones will be going forward to the Steering Committee for discussion and approval later this fall.


3) DSpace installation and customization


We have been working this summer to install a development and production version of DSpace.


You can take a look at the development version of DSpace at The IR Working Group and members of the functional teams are adding a variety of 'test' documents and 'communities' to DSpace so that we can better understand the ins and outs of depositing, workflow, and structure of DSpace.


The production version is available at though it is currently empty. The production version of DSpace is hosted on the SAN at Grainger which is also being used for the NDIIPP project and other Grainger resources. We've just completed the integration of Bluestem with DSpace, so that log-ins to DSpace will be with your NetID and password. We're working on some further customizations on the software itself.


4) Functional Teams and Organization of Initiative


While the IDEALS Working Group oversees and provides guidance for the general implementation of the IDEALS initiative, several small functional teams will make decisions and complete specific tasks in several areas related to the institutional repository: Preservation, Metadata, End User and Depositor Services, Early Adopter Coordination, and DSpace Administration and Management. The IDEALS Working Group will serve as the coordinating body for these teams. All of these teams are now in place and three are actively meeting. I've included below a very brief outline of the charges for each team and the membership.


DSpace Administration Team



Responsible for determining the administrative policies and default workflows, access rights, and privileges for all levels of DSpace including community / collection creation, ingest of material, and authentication for both depositors and end users.



Tim Donohue (lead)

Mike Grady (CITES)

Karen Schmidt

Sarah Shreeves

Peggy Steele


Metadata Team



Responsible for determining the appropriate level(s) of description for materials ingested into the IDEALS repository, including the minimum level of description, and use of standards such as controlled vocabularies. Responsible for determining the appropriate metadata workflow during the ingest process. Provides appropriate mappings for metadata exposed by the OAI data provider and potential federated search products. Also, makes recommendations about internal resources that might be utilized to create, edit, or approve metadata.



Sarah Shreeves (lead)

Nuala Koetter

Chew Chiat Naun

Tim Donohue

K.C. Elhard

Chris Prom


Preservation Team



Responsible for developing a preservation policy and plan for the IDEALS initiative. Makes recommendations on the preservation strategies as well as the organizational and technical resources and infrastructure needed to meet the stated policy.



Tom Teper (lead)

Tim Donohue

Joanne Kaczmarek

Sue Lewis (CITES)

Sarah Shreeves


Early Adopter Coordination Team



Responsible for identifying, contacting, and working with early adopter communities to use the IDEALS repository. Gathers feedback about workflow issues and needed customizations and services to the DSpace software and service.



Cindy Ingold (lead)

Tim Donohue

Bruce Rosenstock (LAS)

Lynne Rudasill

Beth Sandore

Sarah Shreeves


End User and Depositor Services Team



Responsible for identifying needed services for both depositors and for end users. Services are defined in a broad sense to include: customizations to the DSpace software that facilitate use of the software for depositors and end users; other technical solutions to enhance and ease use of the DSpace software; and non-technical services related to the use of the institutional repository. Provides guidance on interface design and functionality for end users including accessibility issues. Works closely with the IDEALS programmer to determine feasibility of potential services.



Sarah Shreeves (lead)

Lanny Arvan (CITES)

Tim Donohue

Cindy Ingold

Chris Hamb

JoAnn Jacoby

Bill Mischo
5) Populating IDEALS and Timeline

We're currently looking at two approaches for the initial population of the registry which can be run concurrently.


We're working very hard to get all of our policies and workflows in place so that we can begin working with a small group of early adopters to try these out and adjust them as necessary. In the spring we'll be inviting a much larger group to begin depositing. We're planning a large scale roll out and publicity push for fall 2006. The timeframe is extended for two reasons:  


Cindy Ingold and I are also planning a 'road show' for divisional meetings so that we can come and talk to you directly about what you and your faculty might need from IDEALS and to share more information about IDEALS. Cindy and I are very interested in hearing from you if you have faculty or staff that you are in contact with who might be good early adopters.