Theses and Dissertations Live: Oregon State University Libraries' ETD Workflow
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In July 2005, the Oregon State University Libraries (OSUL) began accepting electronic versions of student theses and dissertations via ScholarsArchive@OSU, the library's institutional repository (IR). By January 2007, all OSU graduate students were required to deposit their final research to the Electronic Theses and Dissertations (ETD) Collection in ScholarsArchive@OSU. OSU is one of sixteen members of the Networked Digital Library of Theses and Dissertations association to require deposit of all ETDs. Using the DSpace digital repository platform, the Oregon State University Graduate School and library staff coordinated efforts to provide a seamless submission process as well as a self-explanatory template for resource description. Students create and attach basic descriptive metadata for their research; the Graduate School validates the thesis or dissertation; library staff reviews the student-submitted metadata, ensures that name headings are authorized, and adds Library of Congress Subject Headings (LCSH). Although the Graduate School and Library promote Open Access for T/Ds, the DSpace administration interface is used to restrict access to the OSU campus for a few T/Ds each year. A tickler is created - using the ILS - which reminds staff to enable access to individual T/Ds as the restriction period expires. DSpace automatically generates structural and administrative metadata. The library uses a modified version of MarcEdit, a homegrown cataloging utility, to map the DSpace Dublin Core metadata to MARC. During this process, the utility imports the metadata from the IR into the library online catalog and WorldCat. In 2008 OSUL began digitizing pre-2007 T/Ds as they are requested through ILL and other consortia lending agreements. This workflow is currently in flux as we grapple with policies and systems wedded to traditional standards. This presentation will: 1. Compare past processes and workflows for print T/Ds with the present workflow for ETDs; 2. Provide the rationale for changes; 3. Review the cost- and time-savings produced by the revised workflow; 4. Describe the metadata mapping utility that generates MARC records in the local online catalog and WorldCat from Dublin Core repository records; 5. Describe the pros and cons of using DSpace for ETDs; 6. Discuss the current and future workflows for adding pre-2007 T/Ds to ScholarsArchive@OSU.