Open Collections

UBC Library and Archives

From Paper to Pixels: Challenges and Solutions on the Way to ETDs Sprout, Bronwen; Read, Max May 31, 2010

Your browser doesn't seem to have a PDF viewer, please download the PDF to view this item.

Item Metadata


494-ETD Poster 2010_WITH_LOGO_15.pdf [ 460.78kB ]
JSON: 494-1.0077912.json
JSON-LD: 494-1.0077912-ld.json
RDF/XML (Pretty): 494-1.0077912-rdf.xml
RDF/JSON: 494-1.0077912-rdf.json
Turtle: 494-1.0077912-turtle.txt
N-Triples: 494-1.0077912-rdf-ntriples.txt
Original Record: 494-1.0077912-source.json
Full Text

Full Text

FROM PAPER TO PIXELS: CHALLENGES AND SOLUTIONS ON THE WAY TO ETDS Bronwen Sprout, Digital Initiatives Librarian, UBC Library Max Read, Communications and Thesis Coordinator, UBC Faculty of Graduate Studies Project Aims  Workflow  Issues Arising  Archiving  • to develop an online system for submission of the final versions of UBC theses and dissertations • to create an online repository so theses can be immediately available electronically  The University of British Columbia has campuses in Vancouver (UBCV) and in the Okanagan (UBCO). ETDs from both campuses are included in cIRcle. However, they go through a separate workflow: through the College of Graduate Studies at UBCO and through the Faculty of Graduate Studies at UBCV. Once they have been accepted by their respective thesis section, their metadata is edited by the same team of cataloguers.  Creative Arts:  The ETD program, with UBC theses stored in the repositories of UBC and Library and Archives Canada, meant that the advantage of putting theses in the ProQuest database was reduced.  Once in cIRcle, UBCO ETDs are pulled into a separate collection (Okanagan Campus) as well as added to the main ETD collection. Campus information is noted in the metadata.  From the pilot project in DSpace…  The chart below shows the steps from submission of an ETD to end of Library processing.  •  number of requests for embargos increased; some students and faculty assumed that journals would not publish material that was already online needed to develop a method of embargoing ETDs  Technical Support: •  no central location where students could receive technical support for PDF creation and ETD submission  Thesis section requests changes; student makes changes  •  •  Student enters metadata and uploads thesis to cIRcle  developed a Thesis Licence form specifically for Creative Arts; student agreed to have metadata in cIRcle, but the “creative work” itself would be available only on CD-ROM at the UBC library however, cIRcle is a repository, not a catalogue, so Creative Arts theses are in limbo pending review of UBC policy re. publication responsibility, and of what constitutes a thesis  Embargos: • • •  Thesis needs revision  in theory, multimedia (supporting) files could be embedded in the PDF; however, at present Library and Archives Canada can only harvest ETDs as single file PDFs with no multimedia components  Creative Arts:  Student is given access to DSpace and logs in  …and more exposure for our graduate research!  contacted journal publishers on behalf of students and confirmed their policies re. publication based on online theses; most publishers had no concerns initially developed a workaround to hold embargoed theses in a thesis reviewer’s personal DSpace task space have now upgraded to DSpace 1.5 which has embargo capacity  Thesis is acceptable  Technical Support: •  2006: Started development of institutional repository (cIRcle) in the Library, using DSpace software cIRcle sends autoemail notification to student that thesis has been accepted  2008: Electronic submission of theses was made an option for all students; immediately about 50% of theses were submitted electronically  2010: Now working towards mandatory ETD submission; so far this year, 96% of theses have been submitted electronically.  •  Solutions  Student converts thesis to PDF  2009: Upgraded DSpace; added embargo capability. 65% of theses were submitted electronically  Embargos:  •  Student completes thesis, committee is satisfied  2007: Ran a pilot project of 32 ETD submissions to test the DSpace system  students and faculty were concerned that online publication would negate the possibility of commercial publication or distribution  The UBC Library is participating in a LOCKSS (Lots Of Copies Keep Stuff Safe) initiative (the COPPUL Private LOCKSS Network) and we expect our ETD collection to be archived by the Network. Once adopted, UBC’s ETDs will be stored on many servers across Canada. Because electronic submission is not yet mandatory, a few theses are still submitted on paper. These are scanned, an OCRd PDF file is created, and the files are submitted to cIRcle by Faculty of Graduate Studies staff. Thus all UBC theses are available online shortly after submission, whether submitted as ETDs or on paper.  Multimedia:  …to cIRcle…  Project Timeline  •  Student graduates  Thesis section submits thesis to Library collection site  Metadata is reviewed by Library cataloguing staff and ETD is released to cIRcle  Thesis is harvested by Library and Archives Canada,, and NDLTD  partnered with the existing Chapman Learning Commons, which now provides technical help with PDF creation and ETD submission  Multimedia: • •  for a thesis which contained multimedia, a text ETD was submitted to cIRcle until after the Library and Archives Canada harvest, and then the multimedia ETD was uploaded to cIRcle plan to develop a system for connecting accompanying materials to an ETD  Retrospective Digitization The UBC Library is digitizing its entire collection of theses in-house. • The Library has approx. 33,500 graduate theses (almost 5 million pages), dating back to the 1920s • 1,000 theses from 1993 were digitized in a 2008 pilot project We are now digitizing all theses of which there are two copies; one is unbound and scanned on a sheet-fed scanner. • Theses from 1992 – 2007 have been completed; currently digitizing theses from 1974 to 1991. • Now have more than 18,000 retrospective titles in cIRcle • PDF copies are secured so that text and images may not be cut and pasted into new electronic documents. • If authors contact us with concerns about their thesis being digitized and included in cIRcle, the thesis is immediately removed.  Future Developments Items on our “to do” list include: • streamline the processes of collecting committee approvals of theses, and distributing receipts once a thesis has been accepted • formalize and expand on our preservation plan • develop system for connecting accompanying materials to an ETD  Acknowledgements Our thanks to: • Chris Hives, University Archivist, UBC Library • Joerg Messer, Programmer, Library Information Systems and Tech., UBC Library • Tessa Matsuzaki, Senior Graphic Designer, Faculty of Graduate Studies  


Citation Scheme:


Citations by CSL (citeproc-js)

Usage Statistics



Customize your widget with the following options, then copy and paste the code below into the HTML of your page to embed this item in your website.
                            <div id="ubcOpenCollectionsWidgetDisplay">
                            <script id="ubcOpenCollectionsWidget"
                            async >
IIIF logo Our image viewer uses the IIIF 2.0 standard. To load this item in other compatible viewers, use this url:


Related Items