Repositories: A Management Framework
This section of the infoKit covers a range of topics to guide a repository manager through the initial planning process for establishing an institutional repository. These include the planning approach, making a business case, identifying key stakeholders, the costs and benefits of a repository, risk management, strategic planning and a selection of practical planning tools covering repository staffing and training.
Scope
To ensure consistency it is important to clearly define the content and scope of a repository.
- Is the repository going to have a disciplinary or institutional focus?
- Is the repository going to hold research outputs, data and/or learning resources, or a combination of content types?
- Will both published and unpublished items be collected?
- Will the repository need multiple levels of access - open, authenticated or both?
- Will it only hold actual content (such as full-text items, learning objects, individual learning assets) or will metadata-only records also be held?
When defining the content and scope of a repository the current needs of the institution and its researchers, teachers, learners, the resources available to the repository, as well as future plans for the repository's development should all be taken into account. Existing institutional strategies and policy will also shape the scope of the repository. It is also important to remember that the level of work required to develop and maintain a repository will depend on the scope and extent of the repository.
Strategic Plan
Related Resources
Once your scope has been defined and funding has been agreed to establish a repository you need to devise a strategic plan as to how the repository will be implemented. Within the strategic plan you need to identify the vision for the repository; the mission of the repository; the goals and objectives to be achieved by the repository; and an action plan of how those goals and objectives will be met. The mission statement should identify the scope and purpose of the repository and what it is hoping to achieve; a summary of the goals and objectives may be useful here. The goals should be statements of what the repository is looking to achieve, i.e. "the repository will enhance the visibility of the institution by showcasing its research outputs (or learning materials) to the widest possible audience; facilitating both its discovery and delivery." The objectives should be SMART: specific, measurable, assignable, realistic and time-related- allowing for their subsequent evaluation; and should relate to the goals set, i.e. "10 new deposits will be made to the repository every month." It is also important to detail how the achievement of the objectives will be evaluated, which critical success factors will be used and what measurements will be taken.
A useful tool to help identify and develop the goals, objectives and performance targets for a repository over the course of its lifetime is PLATTER- Planning Tool for Trusted Electronic Repositories, devised by Digital Preservation Europe (DPE). The focus of the tool is on the process by which the repository organization sets and manages its objectives and is designed to complement existing audit and certification tools.
In terms of the PRINCE2 Project Management method, the process of strategic planning begins with the creation of a Project Initiation Document. This document should relate to the Business Case, and builds upon the analysis of any risks conducted for the purposes of this document. It is emphasised that thorough analysis of the resources available, any constraints in place and any associated risks will help inform a sound project plan, with a realistic timeframe and room for contingency planning.
