Frequently Asked Questions
- What is The Knowledge Bank?
- What is an institutional repository?
- What might be found in an institutional repository?
- How is the repository organized?
- What platform does the digital repository utilize?
- What benefits do I realize by placing content I have created in the Knowledge Bank?
- How do I start to use the Knowledge Bank?
- Who can contribute their work in the Knowledge Bank?
- What are some of the benefits to my research?
- Why is OSU interested in a digital repository?
- Are there other such repositories?
- What about copyright and intellectual property issues?
- Can I restrict access to my work?
- How should a work be cited?
- What are the benefits for the “user”?
- What is a Knowledge Bank community?
- Can I withdraw material I submitted?
- How private is Knowledge Bank user information?
- Can I make changes to material I have put in the Knowledge Bank?
- Can I submit my research to the Knowledge Bank and a publisher?
- What is metadata?
The Ohio State University Knowledge Bank proposes to create a knowledge management system for the university that will encourage and support the creation, organization, storage, dissemination and preservation of the institution’s digital information assets. It is intended to be both a “repository” that captures the intellectual output of the university produced in a digital format, as well as a “referatory” providing links to digital objects. top
Although institutional repositories are still evolving and taking on differing manifestations in specific institutions, they can be defined in general as systems and services models designed to collect, organize, store, share, and preserve an institution’s digital information or knowledge assets worthy of such investment. Clifford Lynch, Executive Director, Coalition for Networked Information (CNI) describes digital repositories as….” a set of services that a university offers to the members of its community for the management & dissemination of digital materials created by the institution and its community members.” He goes on to say that a repository is “essentially an organizational commitment to the stewardship of these digital materials, including long-term preservation where appropriate, as well as organization and access or distribution.” top
In an institutional repository like the Knowledge Bank you might find: Articles, e-prints, preprints, datasets both statistical and geospatial, technical reports, images both visual and scientific, working papers, teaching materials such as lecture notes or simulations, conference papers, audio/video files and electronic-publications. top
The Knowledge Bank is organized by communities. A community may be a group or an individual with an agreed upon focus, such as a college, an administrative unit, an individual department, a research grant team, or an interdisciplinary research center. There are only two common elements in Knowledge Bank communities. The first is that communities produce knowledge in a digital format that they wish to store, preserve and distribute. The second is that communities have an affiliation with OSU. Within communities are “collections” which contain “items”. top
The bank utilizes “DSpace,” a groundbreaking digital library system developed by MIT Libraries and Hewlett-Packard. DSpace is a software platform designed to manage a wide variety of digital content. It captures, stores, indexes and preserves the intellectual output of the university’s research, making it available for others to access. top
An important advantage to submitting material to the Knowledge Bank is immediate distribution of the research to a worldwide audience. You can even do a “Google” search. In addition, each item in the digital repository is assigned a “persistent identifier” which is a permanent, stable, URL that can be used in a citation. It provides a web presence for your work and makes a commitment to preserve the work, migrating it to another platform if and when it is needed. top
Once you have identified a community, contact the Knowledge Bank by either sending an e-mail to email@example.com or calling 614-292-6151 and asking for “Knowledge Bank Support”. A member of the Knowledge Bank support team will assist you in setting-up a community web page and adding collection pages. The support team will also assist in identifying a workflow process, helping you understand metadata issues, and complete the initial authorization to submit material. top
Each community identifies who in the community is authorized to contribute material to the Knowledge Bank. The community also works with the Knowledge Bank in determining up to three workflow stops in the submission process. These workflow stops allows the community to accept or reject a submission, to edit the metadata, and to archive the submission. top
The Knowledge Bank solves a problem faculty have struggled with for the past decade: how best to manage their growing collection of digital material. The Knowledge Bank builds on new standards for storing and preserving digital assets and on new discover tools for controlling and sharing these assets. Benefits of contributing content include: long-term preservation, a worldwide or controlled audience — searched by Google — with immediate distribution of research, organized access to a body of research, a long-term stable URL that can be used in citation, as well as providing you a web presence. top
The Knowledge Bank offers an opportunity to store, share and preserve important digital content in a professionally managed repository that represents OSU’s scholarship and showcases the international prominence of the faculty, both individually and collectively. top
Yes, there are many institutions that have established digital repositories for the same reason we have. Several university libraries that were part of the initial Dspace Federation with the Ohio State University Libraries were, Cambridge University, Columbia University, University of Calgary, Cornell, MIT, University of Oregon, University of Toronto, University of Rochester , University of Washington, University of Edinburgh and many more. You can also see that digital repositories are a global initiative. top
The Knowledge Bank assumes that a contributor is the copyright holder. The Knowledge Bank support team, however, understands and appreciates concerns about copyright and intellectual property and will assist communities and/or contributors with individual needs. top
While the Knowledge Bank encourages and promotes open access, there are circumstances when it may be necessary to restrict access to an item in a community’s collection. The Knowledge Bank can limit or completely block access. top
A survey of style guides available in various academic and professional fields would find a wide range of practices for citing electronic sources. The MLA Handbook for Writers of Research Papers(2003) by Joseph Gibaldi is widely used by writers in literature, language studies, and other fields in the humanities. The Publication Manual of the American Psychological Association (2001) provides documentation advice for writers in the social sciences. The Scientific Style and Format: The CBE Manual for Authors, Editors, and Publishers, published by the Council of Biology Editors (now the Council of Science Editors) is often used by authors in the natural sciences. There is also the Chicago Manual of Style. There appears to be general agreement that to document a file available for viewing and downloading via the World Wide Web, you should provide the following information: Author's name, title of document in quotation marks, title of complete work (if relevant) in italics or underlined, date of publication or last revision, URL in <angle brackets> and date of access, in (parentheses).
Rogers, Sally A. “Developing an Institutional Knowledge Bank at Ohio State University: From Concept to Action Plan.” Portal: Libraries and the Academy I January 2003; vol.3,no.1, pp. 125-136. http://hdl.handle.net/1811/188 (6 June 2005).
The repository enables easy, quick, and reliable remote access to the university’s research and scholarly materials from one location: the World Wide Web, which fosters and encourages collaboration with colleagues, faculty and fellow students. top
A community may be a group or an individual with an agreed upon focus, such as a college, an administrative unit, an individual department, a research grant team, or an interdisciplinary research center. There are only two common elements in Knowledge Bank communities. The first is that communities produce knowledge in a digital format that they wish to store, preserve and distribute. The second is that communities have an affiliation with OSU. Each community should be able to assign a coordinator who can work with library staff. Groups wishing to establish a Knowledge Bank community that do not fall into this definition will be considered on a case-by-case basis. A Knowledge Bank community/individual agrees to arrange for submission and description of content, make decisions about community and collection definitions, notify the Library of organizational changes affecting submissions, obtain copyright permission for items submitted, and decide upon a submission workflow for each collection. top
The Knowledge Bank foresees times when it may be necessary to remove items from the repository. Items are not actually removed, but are removed from view, preventing the loss of the historical record. All such transactions are traced in the form of a note in the <Description.provenance> field of the Dublin Core record. The content of the note is one of the following: "removed from view at request of the author", "removed from view at OSU's discretion", "removed from view at OSU Libraries' discretion" or "removed from view by legal order"
Since Knowledge Bank items requested to be removed may have been cited, a "tombstone" is supplied when it is requested, which will include the original metadata (for verification) plus one of the above withdrawal statements in place of the link to the object. The metadata will be visible, but not searchable. These items will also be made unavailable for metadata harvesting. top
The Knowledge Bank is committed to preserving the privacy of those submitting material in to the repository. The personal information received is used solely for purposes of the functioning of the system from “users” involved in the submission of content and metadata and “users” who subscribe to the “alerting” service. Information about individual visits to the repository, or personal information that a community submitter provides, such as name, address, email address, telephone number, etc. is not disclosed to any outside parties except when required by law. Any demonstrations, presentations, or research papers, done on the Knowledge Bank will be scrubbed of specific references to real people and personal information. top
The repository is an archive for finished works. You are not able to edit material once it has been submitted to the archive. Just as in printed material with different editions, you can submit an updated version. top
The Knowledge Bank assumes that you are the copyright holder for your research. If you submit research to a publisher, it is important that you understand what your rights are and the rights of the publisher. Some journal publishers, for example, allow you to post a pre-print or a post-print to an institutional repository, others may not. You should understand to the policies of the press or publisher and pay attention to the forms you are asked to sign. You may want to modify a contract to ensure your right to use your work as you see fit, including posting it to an institutional repository like the Knowledge Bank. top
Metadata means data about data. While this definition is commonly offered, it is also commonly not helpful. An example is a catalog card, which contains data about the nature and location of a book: It is data about the data in the book referred to by the card. Metadata has become important on the World Wide Web because of the need to find useful information from the mass of information available. Manually-created metadata adds value because it ensures consistency. If one webpage about a topic contains a word or phrase, then all webpages about that topic should contain that same word. It also ensures variety, so that if one topic has two names, each of these names will be used. For example, an article about sports utility vehicles would also be given the metadata keywords ‘4 wheel drives’, ‘4WDs’ and ‘four wheel drives’, as this is what they are known as in Australia, South Africa, and Namibia. top