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GNU EPrints 2 Overview

GNU EPrints 2 is an adaptable free software that creates online archives specifically targeting scholarly materials. It is OAI compliant and supports user-friendly workflows for metadata management and document submission. Users can register, submit their work, and manage accounts easily. A comprehensive long-term plan is essential for preservation, and EPrints allows for the integration of multilingual metadata. This overview covers system components, workflows, costs, technology, and essential design philosophies, making it an invaluable resource for institutions considering digital archiving solutions.

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GNU EPrints 2 Overview

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  1. GNU EPrints 2Overview Christopher Gutteridge 19th October 2002 CERN. Geneva, Switzerland.

  2. Christopher Gutteridge • Systems, Support and Research • Department of Electronics and Computer Science, University of Southampton • Inherited EPrints Version One • support@eprints.org

  3. What is GNU EPrints 2? • Creates Online Archive • Free Software • OAI Compliant • Targeted at Scholarly Material • Adaptable

  4. What is an EPrint? • System Metadata • Eprint ID Number • Deposit date • Archive Metadata • Title • Year • Authors • Zero or more Documents

  5. What is a Document? • System Metadata • Document ID • Format • One or more files (in the filesystem)

  6. Workflow 1 • New user registers via web • User is emailed a confirmation URL • User visits URL to activate account An alternative is to auto-create user accounts from your own institution database.

  7. Workflow 2 • User configures personal metadata • Name • Address • Research interests The Administrator may add remove and modify user-fields.

  8. Workflow 3 • User creates a new EPrint • Enters metadata • Uploads documents • Views preview • User “deposits” EPrint EPrint is now in “submission buffer”

  9. Workflow 4 • Editor views deposited EPrints • Editor may: • Approve EPrint into main archive • Edit EPrint • Return EPrint to user with email explaining problem • Delete EPrint

  10. Workflow 5 • EPrint is now “Live” • EPrint appears in searches • EPrint appears in “views” • EPrint has “abstract” page with metadata summary & links to documents • Abstract page has static URL • EPrint appears in OAI

  11. How much will it cost? • Free? • Still need hardware & staff • Not just $0.00 • Not free as in “lunch”, but free as in “Willy”

  12. Hardware • Machine running UNIX (eg. Linux) • 512M+ RAM • 20Gb+ of disk space • Remember to budget for backups! A demo version could run on a much smaller machine than this.

  13. Staff Costs • 2 or 3 days of UNIX admin? • A few hours of UNIX admin each configuration change • Months to be ready, need the admin on-and-off • Data Entry can be expensive and error-prone • Low long-term costs are much lower • Support to teach staff to enter their own records • 2 – 3 minutes to approve/reject each record

  14. Design Philosophy • It’s never going to be perfect! • Default is a good starting point • Will need some changes • EPrints is configurable rather than “perfect” out of the box • Possible to build new tools & views

  15. Technology • Any UNIX-like OS • Developed under RedHat’s GNU/Linux distro. • Written in PERL • Not very efficient in terms of RAM • Allows rapid development and modification • XML for import, export and parts of the configuration • Apache and mod_perl • MySQL database

  16. Internationalisation • Core Design Issue • XML Phrase File for easy translation • Multilanguage support • Uses UTF-8 encoding throughout (Unicode) • Option of Multilingual Metadata

  17. Other Features • OAI 1.1 and 2.0 support • Metadata search • Subscriptions • Export metadata as XML

  18. Setting up an EPrints Archive Some general advice, not limited to the GNU EPrints software

  19. Decide what it’s for • Don’t just assume that everyone assumes the same assumptions as you

  20. Applications & Implications • Long-term Preservation • Online presence to make the documents available to people now • OAI • Metadata applications • CV Generation • Reports • Statistics • Research applications

  21. Long-Term Archiving • Future-Proof document format • Backups are essential • Most projects only have 1-5 years of funding • Need a long-term plan

  22. Making it available Online • Activate the OAI interface • Easy to view format: • Plain Text • HTML • PostScript • PDF • Visible to Search Engines

  23. Metadata Applications • CV Generation • Page with all an authors papers listed • Good “carrot” • Extra records required (beyond the scope of your archive?) • Data must be accurate and complete • More accurate = more staff costs • Requires all records, even if no full text

  24. Interactions between Goals • More staff time required to enter and check records • More complex metadata • May require multiple formats for each document (screen format and archive format)

  25. More Information • GNU EPrints Website • http://software.eprints.org/ • EPrints Project Website • http://eprints.org/

  26. Further Reading • GNU EPrints 2 Overview • http://eprints.ecs.soton.ac.uk/archive/00006840/ • Applications, Potential Problems and a Suggested Policy for Institutional E-Print Archives • http://eprints.ecs.soton.ac.uk/archive/00006768/

  27. Thank-you. Christopher Gutteridge 19th October 2002 CERN. Geneva, Switzerland.

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