UBC Library and Archives

Thesis submission and archiving : the Dark Ages Read, Max Oct 21, 2009

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Thes is S ubmis s ion and Archiving : The Dark Ag es • S ubmitted on paper  no colour permitted • S hipped twice yearly for microfiching / microfilming  M aster’s theses: • M icrofiched locally • Two microfiche copies in UB C Library  available 4 – 5 months after shipping  up to 11 months after submission • P aper copies kept by Library for backup  D octoral dissertations: • S hipped to P roQ uest D issertations and Theses • O ne fiche copy in UB C Library, P D F through P roQ uest  available 9 – 12 months after shipping  in Library up to 18 months after submission •  Advantag es of ETDs • Q uickly accessible to researchers and potential employers • P rovide greater exposure for graduate research • Accessible from anywhere, anytime, by multiple users  Additional advantag es • C an be submitted from anywhere • G ive students experience with electronic document preparation and digital libraries • S ave money, paper, and printing costs • D on’t take up physical storage space  The Pilot Project P urpose: • To develop and test procedures for electronic submission of theses • To enable immediate availability in UB C Library’s new information repository, cIR cle  Planning and preparation • • • •  R esearched other universities C ustomized D S pace D eveloped a revised UB C Thesis Licence O btained approval from both FoG S and UB C Library  C oncluding the pilot project • No decision made on archiving E TD s  E TD s were printed at FoG S and handled as paper • S tudent feedback was positive  liked clear instructions on web site  no major difficulties encountered  Pos t-pilot developments • R eceived approval to offer E TD submission as an ongoing option • D eveloped proposal for electronic archiving of all theses and dissertations  S ubmitting ETDs S tudents follow this process: • S tudent sends approval forms to G rad S tudies • S tudent converts E TD to a single P D F file • S tudent signs up online for a cIR cle account • S tudent enters metadata and submits P D F to cIR cle  • G rad S tudies reviews E TD on cIR cle • G rad S tudies sends e-mail notification of acceptance or needed changes • S tudent re-submits P D F to cIR cle once changes have been made  Availability of ETDs • E TD s are available online through:  UB C library (in a few days)  Library and Archives C anada (harvested monthly)  ND LTD online database (abstract search)  E lectronic Archiving • P ractical considerations:  lack of space for paper backup copies  cost of microfilm backup • P hilosophical considerations:  time to move into the 21 st century!  Archiving options 1. All-electronic archiving  two different servers  copy at Library and Archives C anada  low cost after initial setup of electronic repository  convert paper theses to E TD s  2. C onvert E TD s to microfilm backup  no local service available  no budget for all theses to go to P roQ uest 3. S tatus quo  doctoral to P roQ uest for microfilming  master’s microfiched locally  master’s backup on microfiche only – not satisfactory backup material  • All-electronic archiving was adopted  copies in UB C Library repository (cIR cle) and at FoG S  copy at Library and Archives C anada, Theses C anada P ortal  UB C Library is participating in LO C KS S initiative (Lots O f C opies Keep S tuff S afe)  • P aper theses are scanned to P D F and O C R d by the UB C Library • S ubmitted to cIR cle repository by FoG S • All UB C theses now available online shortly after submission  R es ults and R eactions • • • •  Hoped for 30 – 40% E TD submission Immediately 50% submitted electronically Now 70% submitted electronically No major promotion of E TD s yet – entirely voluntary submission  R eques ts for online thes es • S tudents from “the dark ages” have asked to have their theses included in cIR cle • M any students comment on the convenience of being able to share their work immediately  Withholding E TDs from publication • R equests for theses to be withheld increased • Acceptable reasons:  time needed for patent applications  commercial funding agreement  need testing time before public release  Multimedia • Theses cannot contain multimedia – Library and Archives C anada (LAC ) harvesting limitation • S tudent submits two P D Fs, one with multimedia, one with links to external source of multimedia • LAC is working to enable harvesting of multimedia theses  Technical as s is tance for s tudents • The C hapman Learning C ommons will assist students with:  creating a P D F  submitting the thesis to cIR cle • G raduate S tudies will be proposing that electronic submission become mandatory  R etroactive dig itization of thes es • UB C Library is digitizing all previous theses in-house  there have been 33,500 UB C theses since the 1920s • R ecent and historical research at UB C will become easily accessible  Thes is S ubmis s ion and Archiving : The Ag e of Lig ht • • • •  G reatly improved access to UB C theses P romotes research, eases collaboration S aves paper, money, time, space S ignificant savings over handling paper theses • Increased collaboration and understanding between FoG S and UB C Library  S ucces s es • many former students have asked for their theses to be added to cIR cle • students direct non-university employers and colleagues to their theses • some instances of online theses leading to full-scale book publication  M ax R ead Thesis and C ommunications C oordinator The Faculty of Graduate S tudies  max.read@ ubc.ca 604-822-0283  


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