Cooperation
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How to collaborate
In the scope of building a NRGL partner network, the National Technical Library in Prague (NTK) is offering collaboration to the institutions from the field of science, research, education, culture and commercial sector, where the document types of specialized grey literature originate.
Starting collaboration
• the institutional representative may be addressed by means of an official letter by the NTK Director that contains a proposal for collaboration with the NRGL project. The respective institution then obtains information on the NRGL project on the NRGL project, license conditions and forms of collaboration.
• the potential partner (institution of private subject) may contact the members of the NRGL project using the given contact address (see Contact). He/ she may specify the preferred form of collaboration and will obtain detailed information on the NRGL project by e-mail.
In order to specify the conditions of collaboration, a personal meeting is arranged, which may take place in the new NTK building (usually accompanied with an excursion in the building) or in the partner institution. During the personal meeting, the possibilities and forms of collaboration will be presented and further steps will be set. Further actions relate to the selected form of collaboration.
Ways and forms of collaboration
The bodies interested in collaboration and integration into the NRGL partner network may choose from several forms of collaboration. At this stage, it is a decisive factor if the institution manages its own repository and where the original documents are stored. In case a local repository exists, collaboration forms 1 and 2 come into question. If not, there are forms 3 and 4 on choice.
Forms of collaboration with the NRGL
1. If the institution already manages its own repository (e. g., in Digitool, DSpace, Fedora or other systems), where grey literature documents are stored in the long term, this repository may be connected to the NRGL central search interface as a data source. The data will then be imported from the local repository directly into the NRGL repository using the OAI-PMH protocol. This form of collaboration enables access to documents or metadata without the need of long-term archiving in the NRGL Digital Repository in the NTK. Records from the NRGL Central Search Interface refer directly to the repository of the very institution, which manages long-term access to the digital documents. The Agreement on metadata transfer is signed with the partner institution.
2. If the institution has its own repository and, at the same time, it is interested in long-term archiving in the NRGL digital repository in the NTK, it can choose the following option. The said institution is supposed to transfer its metadata and digital documents using the OAI-PMH protocol into the NRGL digital repository where these data will be accumulated and archived in the long term. The data will then be published in the NRGL central search interface and they will be linked to the digital documents in the NRGL digital repository. The Agreement on the conditions of using author´s work will be signed with the partner institution.
3. In case the institution does not have its own repository, we offer the possibility of using CDS Invenio software for local repositories, which may be installed on the hardware of the partner institution and further modified as needed. The installation may be tested free of charge. For this form of collaboration, the institution needs one IT employee who should install and further manage this repository. Partners may use the Instructions for local installation of CDS Invenio system and help for creation of new collections and templates. The grey metadata and digital documents will then be transferred using the OAI-PMH protocol into the NRGL digital repository and will be published in the NRGL central search interface. The institutional employee should obtain training in managing the CDS Invenio system in view of data introduction and editing. The Agreement on the conditions of using author´s work will then be signed with the partner institution.
4. If the institution does not have its own repository and has no possibility to install and manage its own repository in the CDS Invenio system (see option 3), be it for financial, personal or technical reasons, it may make use of the NRGL digital repository in the NTK. The institution may then enter the metadata and digital documents directly into the NRGL digital repository. There, the institution will have its own collection accessible from the main page of the NRGL digital repository. The organization will obtain corresponding administrator rights for managing its collection and the Instructions for entering and editing data in CDS Invenio system with reference to the full documentation by CERN. Digital documents of grey literature will be archived in the NRGL digital repository in the long term and published in the NRGL central search interface. The Agreement on the conditions of using author´s work will be signed with the partner institution and the institutional representative will be trained in using the CDS Invenio system.
All forms of collaboration are offered free of charge and the publication and central access to the data in the unified NRGL central search interface for all interested parties is enabled on the basis of approved and contracted conditions.
Why to collaborate
There are various reasons for why institutions, schools, offices, companies and individual specialists collaborate with the NRGL partner network. Each body has its specific expert, scientific or entrepreneurial skills and NRGL outputs in the form of the NRGL digital repository, local installation of personalized digital repositories and the NRGL central search interface enable each individual to choose a tailored option.
The NRGL project provides a digital repository of grey literature in the CDS Invenio system to each partner institution, which ensures a long-term storage of digital documents and publication of documents in a unified user interface using the NRGL central search interface. Thus, potential partners may test the installation of their own digital repository in the CDS Invenio system. The NRGL digital repository is accessible at any time and from anywhere using http://invenio.ntkcz.cz/. Everything is provided free of charge.
To the NRGL partner institutions, offices and companies, the participation in the NRGL project brings an increase in recognition and prestige in the eyes of funding organisations, clients, scientists, students and other bodies as well as improved accessibility and searchability of grey documents. The NRGL project ensures legal publication of grey digital documents and their long-term accessibility.
Types of partners
• Research institutes in the Czech Republic and institutes of the Academy of Sciences of the Czech Republic
• Grant agencies
• Universities
• Libraries, museums and other archiving institutions
• Bodies of civil service, local authorities and other authorities of public service
• Companies, enterprises, trade organisations and companies
• Personal archive
Legal Aspects
In relation to solving the NRGL project, attention is devoted to the concept of grey literature from a legal perspective. Abiding by valid Czech legal standards, especially the Author Act, Privacy Protection Act and acts on contracts, is an important aspect that contributes to the necessity of creating the NRGL partner network. It followed from the legal expertise that metadata may be freely accessible in the NRGL but in order to provide access to digital documents of grey literature, a licensing contract must be concluded with the grey literature producers. In this contract, the possibilities of further use of the documents must be clearly and precisely defined. Thus, the conclusion of a licensing contract with the administrator of intellectual property rights to the specific work enables public access to the documents. The legal aspects of grey literature, the text of the legal expertise, types of licensing contracts, the topic of exclusive licenses and other legal issues are an inseparable part of solving the NRGL project and respective details may be found below.
Partner network in 2010
In 2010 the creation of partner network was among the key tasks of the team of the NRGL. The collaboration with partner institutions commenced at the end of 2009 and it successfully continued in 2010. All institutes of the Academy of Sciences of the Czech Republic (AS CR), public and private universities were addressed. Collaboration was started with the AS CR Library, with the Public Opinion Research Centre and the National Medical Library. The NRGL digital repository also contains a personal archive of ing. arch. Jan Moučka.
Partner network in 2011
At the end of 2010, four grant agencies were addressed with an offer of collaboration – the Grant Agency of the Czech Republic, the Grant Agency of the Academy of Sciences of the Czech Republic, the Grant Agency of Charles University and the National Agency for Agriculture Research, supported by the department of research and development of the Ministry of Agriculture of the Czech Republic. The next step should be addressing the grant agencies in parallel with their patron institutions, such as ministries. Addressing of research institutes in the Czech Republic will be performed analogously.
The present work concerns the preparation of an OAI-PMH set from Charles University in Prague and from the National Medical Library, which are to be connected as sources into the NRGL central search interface.
In 2011 it is planned to start collaboration with private universities, libraries, museums, heritage institutes and other archiving institutions. Collaboration will also be offered to selected Czech companies and enterprises. Furthermore, we would like to collaborate with bodies of civil service, local authorities and other bodies of public service.
Contact
Hana Vyčítalová
e-mail: hana.vycitalova@techlib.cz
telefon: +420 232 002 537
