This is another in my series of personae related to institutional-repository development. Previous personae include Menelaus Fox, Cassandra Athens, and Dr. Helen Troia.
This entry requires a somewhat stronger disclaimer than the last few. Ulysses Acqua is not me, not even a thinly-disguised me. (For one thing, I’m not typical, and Ulysses is as typical of what I call the “maverick manager” class as I can make him. For another, Ulysses is a lot more sympathetic a character than I am.) Achaea University is neither the University of Wisconsin nor George Mason University. (For one thing, Achaea’s librarians are tenure-track, and I’ve never been.) I’ve been a repository-rat for two and a half years; I’ve heard a lot of stories, talked to a lot of repository managers, read a lot of books and articles and pondered their subtext. All of that, in addition to my personal experience, informs the portrait of Ulysses Acqua.
One more note: This portrait is limited to aspects of the repository-manager’s job relevant to repository software design. Ulysses also faces serious institutional and social barriers that I’m not talking about, because they can’t be developed away. For those, read Roach Motel.
Ulysses Acqua was hired six months ago to take the reins of Achaea University’s new institutional repository. The planning process for the repository had gone completely by-the-book; his job description reads as though it came straight from SPARC. Unfortunately, the book Achaea University was reading from didn’t say anything about pilot projects or signing up participants before the repository opens. Ulysses walked in the door to an empty repository, no plan for filling it, and no further contact with the repository-planning working group, whose charge was fulfilled when the repository-librarian job ad went out.
Ulysses doesn’t have to do the systems-administration work involved in running the repository; that’s handled by campus IT. At first, Ulysses was relieved by this, because he isn’t fluent in Unix or SQL or Java. A few months into the job, though, he discovered a great many things that he simply can’t do because he doesn’t have server access, from batch ingest to metadata quick-fixes to doing something about the repository’s hideous sore-thumb visual design and confusing interaction patterns. When he talked to campus IT about this, he got a runaround; the library is only paying campus IT to install and maintain the repository, not customize it or develop for it, and librarians are never given command-line server access because of security concerns. When he brought this barrier up with his supervisor, he was told that he’d have to live with it, because the library can’t afford to jeopardize its good relationship with IT, and certainly can’t afford to divert funds into repository development. Maybe next fiscal year, if the repository deserves the expenditure. Ulysses walked out of that meeting muttering something about chickens and eggs under his breath. Why hadn’t the planning committee foreseen this need?
He is frankly embarrassed by how ugly the system is, and how little it does; he finds himself apologizing for it constantly. Can he show statistics by author and item? No. Can faculty edit items they’ve ingested? Um, no. Ulysses explains that the repository is an archival system. Faculty shrug. They don’t need an archival system; they need somewhere to stash their stuff, including stuff they’re still working on. Does the repository take learning objects? Not really; it’s not set up for the right kind of metadata. Can it preserve the dynamic, database-backed website one faculty member’s image collection lives in? No. What about a straightforward image collection? Sure, but the browse process is painful and can’t be tweaked. What about TIFF page images from a scanned book or article? Yes, but again, there’s no good browse interface for them, never mind OCR. What about a CGI calendar application? No. What about a journal run? Sure—but it can’t easily display articles by journal issue without the overhead-heavy process of creating a new collection for each issue. Can it connect items with other items? No. Can it connect material ancillary to a published article with the article it pertains to? No.
Deep breath. Onward.
Can it produce CVs or departmental-activity reports automatically? No. Can it be tweaked so that the Basketology collection looks like the Basketology website? No. (The software can do that, in fact, but Ulysses can’t.) Can it talk to campus IT’s file-storage-cum-website servers? No. Can it harvest faculty articles from disciplinary repositories? No. Can it deliver records straight to Achaea Library’s catalogue? No. Can it have access controls per item, such that items are shared with specific people only, with the list controlled by the depositor? No. Can it embargo items, for a certain length of time or indefinitely? No. Can it read a citation, check rights on the journal, and go fetch the paper if rights are cleared? Dream on. Can it restrict items for campus-only access by IP address? No. Does it talk to RefWorks and Zotero and similar bibliographic managers? No. Does it do version control? No.
In short, there are quite a few campus functions that Ulysses and his repository can almost help with—he’s talked with endless faculty, and lots of academic staff like Cassandra Athens—but “almost” isn’t good enough for anybody, and the repository (he is told by campus IT) isn’t easy to mash up with other services, or develop on top of. He wishes he could do better; Ulysses sees real needs going begging, and he likes to be useful. With no developer talent available to him, shackled to a hopelessly inadequate tool, he doesn’t know how he can.
In the early days of his job, Ulysses brought up his use-cases on the mailing list for the software his repository runs on. Mostly he was ignored; once one of the developers insulted him for his lack of technical expertise, since what Ulysses wanted was apparently possible if he had server access to tweak some settings. Ulysses doesn’t bother writing to that mailing list any more, and his email client filters its messages to their own folder and automatically marks them read—there’s nothing there that can help him.
The licensing process is another major headache for Ulysses. He went down to University Legal shortly after he started his job, since the planning committee hadn’t done this part of the planning for him. He was told that any license had to have two signatures on it: that of the person licensing their content, and that of someone with signature authority for the university. Who has that? Achaea’s dean of libraries. In practice, this means that Ulysses has to get a license signed on paper for any item that Ulysses ingests on behalf of a faculty member—and frankly, that’s almost all of them! The irony of paper licensing for a digital repository isn’t lost on him, you’d better believe! He keeps a file of these paper licenses, since there’s no way to make the repository cognizant of them. If the library building he works in burns down, oh well.
The overhead involved in getting faculty ready to deposit is another stumbling-block. A faculty member told that he can put stuff in a digital archive signs up to put stuff in a digital archive! He doesn’t sign up to create “communities” and “collections,” whatever those are, and he’s certainly not going to wait (not even ten minutes!) while Ulysses scurries around behind the scenes getting him deposit privileges. Ulysses reads Jakob Nielsen, so he knows to say that his “conversion rate” is completely dismal. Not that there’s anything he can do about it.
Although he believes strongly in the open-access movement and is convinced that over the long term it will change the way researchers and libraries do business, Ulysses has to face facts: Achaea’s repository isn’t going anywhere and isn’t likely to, and that has serious repercussions for his still-young career. He is scrabbling together articles and conference presentations at a great rate (in areas of librarianship having nothing to do with his actual job) in hopes that notoriety will placate the tenure gods. He is also looking seriously at jobs in library website management, instructional technology, and grantwriting, as well as considering further training in scientific data curation.
Placed as he is, what else can he do?