1. Advocacy

This section focuses on how to develop the message on open access publication to various stakeholders within your academic community. Buy-in has to start within your organization before you can get the message out and promote open access publication both in publishing/research as well as in instruction to students and in order to achieve the content capture of your community. The message needs to be consistent to your constituents in all areas on campus and mandates may or may not be the way to gain the greatest buy-in from your community. The promotion and value of the repository follows the initial advocacy for publication and use of open access materials. To show the dedication and seriousness within your library setting, establishing funding streams to promote both the publication and use of open access materials is essential. Repositioning of staff, also shows the overall commitment from your organization to the process of making open access content a priority on your campus.

The authors would like to thank Hilton Gibson and colleagues at Stellenbosch University for sharing their practical guidelines for starting and auditing an institutional repository, which are targeted at academic institutions in developing countries worldwide.

Step-by-step recommendations for starting an institutional repository are:

Step 1 – Open Access Policy and Repository Preservation Plan
Step 2 – Marketing Friendly Persistent URL and Preservable Digital Objects
Step 3 – Employ Repository Management Personnel
Step 4 – Build Repository IT Infrastructure
Step 5 – Install DSpace Repository Software
Step 6 – Repository System Backup & Monitoring
Step 7 – Repository Launch and Registration with Harvesters
Step 8 – Capture Research Records and Submit Research Items
Step 9 – Repository Self-Help and News
Step 10 – Engage Research Partners
Step 11 – Continuous System Improvement and Maintenance
Step 12 – Repository Research, Support and Management Help

Information on sections that could form part of an auditing process for an institutional repository includes:

Section 1: Policy
Section 2: Preservation
Section 3: Sustainability
Section 4: Visibility
Section 5: Security
Section 6: Ingest
Section 7: Customisation
Section 8: Digitisation
Section 9: Promotion
Section 10: Legal
Section 11: Community

1.1 Internal Library Message on Open Access
1.2 Communication of OA Opportunities to Your Academic Community
1.3 Mandates/Policies
1.4 Promotion of Your Repository
1.5 Budgeting for Open Access Publication
1.6 Integration of Open Access Process Management