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Title	Thesis submission and archiving : the Dark Ages
Creator	Read, Max
Date Issued	2009-10-21
Description	Surfacing UBC Scholarship: Panel Presentation and Discussion – This panel presentation provides an overview of the development of Electronic Theses and Dissertations (ETDs) at UBC; plans for the future; general information about the advantages of ETDs; and, some examples of ETD successes. This session took place on October 21, 2009 in the Dodson Room of the Irving K. Barber Learning Centre at the University of British Columbia.
Subject	Electronic archiving Doctoral dissertations Advantages Submission process Master’s theses Faculty of Graduate Studies
Genre	Presentation
Type	Text
Language	eng
Series	Open Access Week
Date Available	2010-07-13
Provider	Vancouver : University of British Columbia Library
Rights	Attribution-NonCommercial-NoDerivatives 4.0 International
DOI	10.14288/1.0077827
URI	http://hdl.handle.net/2429/26400
Affiliation	Graduate and Postdoctoral Studies
Peer Review Status	Unreviewed
Scholarly Level	Other
Rights URI	http://creativecommons.org/licenses/by-nc-nd/4.0/
AggregatedSourceRepository	DSpace

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Thes is  S ubmiss ion and Archiving: The Dark Ages • S ubmitted on paper  no colour permitted • S hipped twice yearly for microfiching / microfilming Master’s theses: • Microfiched locally • Two microfiche copies in UBC Library  available 4 –  5 months after shipping  up to 11 months after submission • Paper copies kept by Library for backup Doctoral dissertations: • S hipped to ProQuest Dissertations and Theses • One fiche copy in UBC Library, PDF through ProQuest  available 9 –  12 months after shipping  in Library up to 18 months after submission • Paper copies kept by Library for backup Advantages  of ETDs • Quickly accessible to researchers and potential employers • Provide greater exposure for graduate research • Accessible from anywhere, anytime, by multiple users Additional advantages • Can be submitted from anywhere • Give students experience with electronic document preparation and digital libraries • S ave money, paper, and printing costs • Don’t take up physical storage space The Pilot Project Purpose: • To develop and test procedures for electronic submission of theses • To enable immediate availability in UBC Library’s new information repository, cIRcle Planning and preparation • Researched other universities • Customized DS pace • Developed a revised UBC Thesis Licence • Obtained approval from both FoGS  and UBC Library Concluding the pilot project • No decision made on archiving ETDs  ETDs were printed at FoGS  and handled as paper • S tudent feedback was positive  liked clear instructions on web site  no major difficulties encountered Post-pilot developments • Received approval to offer ETD submission as an ongoing option • Developed proposal for electronic archiving of all theses and dissertations S ubmitting ETDs S tudents follow this process:  • S tudent sends approval forms to Grad S tudies • S tudent converts ETD to a single PDF file • S tudent signs up online for a cIRcle account • S tudent enters metadata and submits PDF to cIRcle • Grad S tudies reviews ETD on cIRcle • Grad S tudies sends e-mail notification of acceptance or needed changes • S tudent re-submits PDF to cIRcle once changes have been made Availability of ETDs • ETDs are available online through:  UBC library (in a few days)  Library and Archives Canada (harvested monthly)  NDLTD online database (abstract search) Electronic Archiving • Practical considerations:  lack of space for paper backup copies  cost of microfilm backup • Philosophical considerations:  time to move into the 21st century! Archiving options 1.  All-electronic archiving  two different servers  copy at Library and Archives Canada  low cost after initial setup of electronic repository  convert paper theses to ETDs 2.  Convert ETDs to microfilm backup  no local service available  no budget for all theses to go to ProQuest 3.  S tatus quo  doctoral to ProQuest for microfilming  master’s microfiched locally  master’s backup on microfiche only – not satisfactory backup material • All-electronic archiving was adopted  copies in UBC Library repository (cIRcle) and at FoGS  copy at Library and Archives Canada, Theses Canada Portal  UBC Library is participating in LOCKS S initiative (Lots Of Copies Keep S tuff S afe) • Paper theses are scanned to PDF and OCRd by the UBC Library • S ubmitted to cIRcle repository by FoGS • All UBC theses now available online shortly after submission Results  and Reactions • Hoped for 30 –  40%  ETD submission • Immediately 50%  submitted electronically • Now 70%  submitted electronically • No major promotion of ETDs yet –  entirely voluntary submission Requests  for online theses • S tudents from “the dark ages” have asked to have their theses included in cIRcle • Many students comment on the convenience of being able to share their work immediately Withholding ETDs  from publication • Requests 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 Canada (LAC) harvesting limitation • S tudent submits two PDFs, one with multimedia, one with links to external source of multimedia • LAC is working to enable harvesting of multimedia theses Technical ass is tance for s tudents • The Chapman Learning Commons will assist students with:  creating a PDF  submitting the thesis to cIRcle • Graduate S tudies will be proposing that electronic submission become mandatory Retroactive dig itization of theses • UBC Library is digitizing all previous theses in-house   there have been 33,500 UBC theses since the 1920s • Recent and historical research at UBC will become easily accessible Thes is  S ubmiss ion and Archiving: The Age of Light • Greatly improved access to UBC theses • Promotes research, eases collaboration • S aves paper, money, time, space • S ignificant savings over handling paper theses • Increased collaboration and understanding between FoGS  and UBC Library S uccesses • many former students have asked for their theses to be added to cIRcle • students direct non-university employers and colleagues to their theses • some instances of online theses leading to full-scale book publication Max Read Thesis and Communications Coordinator The Faculty of Graduate S tudies max.read@ ubc.ca 604-822-0283

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