3 ways – the creation of an institutional repository

The beginning

From the perspective of someone still in the early stages of setting up an institutional repository (IR) at Frimley Health NHS Foundation Trust, I would recommend checking out the IR toolkit on the KfH website, which contains loads of hints, tips and case studies, and I also picked up some great ideas from the #ukmedlibs chat on IRs on 16th January (transcription available here). To try and establish the scope of the IR, I’ve been having ongoing conversations with colleagues in R&D, Practice Development, and Clinical Education regarding requirements and content, and there are a range of potential platforms to consider, limited at this stage to existing systems in the trust (e.g. SharePoint) and free software such as Zotero. Andrew Brown

The middle

Oxford Health Foundation Trust Libraries (OHFT)have just signed an agreement with KnowledgeArc to host a repository to launch soon. The 2017 Sally Hernando awards highlighted this company as providers of the ‘ORDA’ repository shared by 5 Derbyshire Trusts. We found their model most suitable for us; affordable but offering the full functionality of DSpace, open source repository software.

We met with staff from key departments in our Trust; R&D, Comms, Clinical Audit, Learning & Development, and IT.  All were supportive; recognising the benefits of providing access to Trust authored publications as well as sharing knowledge about OHFT initiatives. The Trust web developer played a key role in our group, providing technical advice and assessment of the various options considered.

RDE and Derbyshire Hospitals were very helpful in sharing their valuable experience and knowledge with us.

Getting to this point took rather a long time. Next steps are to decide on a suitable name (!) and set up our communities/collections. Sarah Maddock

 

The end

Avon and Wiltshire Mental Health Partnership NHS Trust (AWP) has set up a digital repository using SharePoint.

Why SharePoint?

  • Facilitates collaborative working
  • Simulates database functions “Lists”
  • Offers flexibility and can present information in different ways for different user requirements “Views”

Lists

  • SharePoint is organised within lists and these function in a similar way to spreadsheets.
  • Lists are a very effective way to manage, store and manipulate information. Details of staff research and publications are held in a spreadsheet imported into a list.

Views

  • The repository has several views that present different aspects of the data relating to the publications; ‘All Research’, ‘AWP Sponsored Research’ and ‘Systematic Reviews’ to a name a few.
  • The data that is presented within these ‘Views’ is filtered according to keywords in the columns within the ‘List’.

In the longer term, once the data has been cleansed, organised, and managed within SharePoint, it should be possible to present it for inclusion in a wider repository solution across the NHS Library, Knowledge, and Information community subject to the requirements of stakeholders here at AWP. Steven Walker

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