Comments on: How to export contents from an Institutional Repository to a Spreadsheet http://cairss.caul.edu.au/blog/2010/01/20/how-to-export-contents-from-an-institutional-repository-to-a-spreadsheet/ The primary function of CAIRSS is to offer support for Repository Managers in the higher education sector in Australia. Tue, 08 Feb 2011 04:17:40 +0000 hourly 1 http://wordpress.org/?v=3.1 By: caulcairss http://cairss.caul.edu.au/blog/2010/01/20/how-to-export-contents-from-an-institutional-repository-to-a-spreadsheet/comment-page-1/#comment-25 caulcairss Tue, 02 Feb 2010 00:18:54 +0000 http://caulcairss.wordpress.com/2010/01/20/how-to-export-contents-from-an-institutional-repository-to-a-spreadsheet/#comment-25 I had just received a request from our Business School to get the publication details for a new member of staff. They wanted to load the publications details into our repository (AR&S) so that this staff member could take advantage of our author publications list to embed in their staff directory page. (e.g. http://digital.library.adelaide.edu.au/cgi-bin/author?author=valenzuela,+ernesto ) The staff member in question came from another University that had an Institutional Repository but which did not offer any ability to download data re publications. This seemed like the perfect test case and so I worked with Tim through several iterations and now have a spreadsheet of the staff member’s publications so that I can easily import all publications into our repository. I should point out that all the work was done by Tim. All I did was offer a few suggestions regarding formatting of the data. This output is only the metadata and does not contain any attachments or files. But this is fine as I would not be able to import files from another repository without some kind of individual moderation. This tool has huge potential not only for this type of data sharing but also locally to enable more straight forward reporting for operational needs. By doing an OAI harvest and then storing locally you effectively have a data warehouse that you then use for all sorts of reporting, data checking etc. I have not used the tool myself as Tim carried out all the work in harvesting and then reporting but I will be asking our systems people to investigate using this locally to enable easier ad hoc reporting about data. Vanessa Barrett Digital Services Librarian The University of Adelaide, AUSTRALIA 5005 I had just received a request from our Business School to get the publication details for a new member of staff. They wanted to load the publications details into our repository (AR&S) so that this staff member could take advantage of our author publications list to embed in their staff directory page. (e.g. http://digital.library.adelaide.edu.au/cgi-bin/author?author=valenzuela,+ernesto ) The staff member in question came from another University that had an Institutional Repository but which did not offer any ability to download data re publications.

This seemed like the perfect test case and so I worked with Tim through several iterations and now have a spreadsheet of the staff member’s publications so that I can easily import all publications into our repository.

I should point out that all the work was done by Tim. All I did was offer a few suggestions regarding formatting of the data.

This output is only the metadata and does not contain any attachments or files. But this is fine as I would not be able to import files from another repository without some kind of individual moderation.

This tool has huge potential not only for this type of data sharing but also locally to enable more straight forward reporting for operational needs. By doing an OAI harvest and then storing locally you effectively have a data warehouse that you then use for all sorts of reporting, data checking etc.

I have not used the tool myself as Tim carried out all the work in harvesting and then reporting but I will be asking our systems people to investigate using this locally to enable easier ad hoc reporting about data.

Vanessa Barrett
Digital Services Librarian
The University of Adelaide, AUSTRALIA 5005

]]> By: tpmccallum http://cairss.caul.edu.au/blog/2010/01/20/how-to-export-contents-from-an-institutional-repository-to-a-spreadsheet/comment-page-1/#comment-21 tpmccallum Wed, 20 Jan 2010 08:49:28 +0000 http://caulcairss.wordpress.com/2010/01/20/how-to-export-contents-from-an-institutional-repository-to-a-spreadsheet/#comment-21 Hi Vanessa We may be able to add additional functionality to this application that allows a more granular approach to the reporting tool. Off the cuff I am thinking of an additional Java class that can filter records based on a match for a given author or more specifically the contents of a given facet. From here we may be able to gather further information in a format that is able to be ingested into a given repository if that is what is required. While migrating a set of records from one Repository solution to another is not out of the question, I would have to consult the CAIRSS senior advisor Peter Sefton in order to discuss the particulars. There may be issues with data normalization and the conversion from a metadata harvest (in this case OAI-PMH) and the target Repository software ingest mechanism. Thank You for your feedback, any further elaboration on this topic are welcome. Regards Tim Hi Vanessa
We may be able to add additional functionality to this application that allows a more granular approach to the reporting tool. Off the cuff I am thinking of an additional Java class that can filter records based on a match for a given author or more specifically the contents of a given facet. From here we may be able to gather further information in a format that is able to be ingested into a given repository if that is what is required. While migrating a set of records from one Repository solution to another is not out of the question, I would have to consult the CAIRSS senior advisor Peter Sefton in order to discuss the particulars. There may be issues with data normalization and the conversion from a metadata harvest (in this case OAI-PMH) and the target Repository software ingest mechanism.
Thank You for your feedback, any further elaboration on this topic are welcome.
Regards
Tim

]]> By: Stuart Lewis http://cairss.caul.edu.au/blog/2010/01/20/how-to-export-contents-from-an-institutional-repository-to-a-spreadsheet/comment-page-1/#comment-20 Stuart Lewis Wed, 20 Jan 2010 07:02:12 +0000 http://caulcairss.wordpress.com/2010/01/20/how-to-export-contents-from-an-institutional-repository-to-a-spreadsheet/#comment-20 Hi Tim, This looks a relly useful little tool. Your DSpace users may also like to know that in version 1.6 which is due for release in the next few week we have a new CSV/Excel/Spreadsheet import + export tool. As well as allowing the export and import of metadata, it allows for powerful batch editing using the features available in spreadsheet packages such as spellcheck, find and replace, etc. Thanks, Stuart Hi Tim,

This looks a relly useful little tool. Your DSpace users may also like to know that in version 1.6 which is due for release in the next few week we have a new CSV/Excel/Spreadsheet import + export tool.

As well as allowing the export and import of metadata, it allows for powerful batch editing using the features available in spreadsheet packages such as spellcheck, find and replace, etc.

Thanks,

Stuart

]]> By: Vanessa Barrett http://cairss.caul.edu.au/blog/2010/01/20/how-to-export-contents-from-an-institutional-repository-to-a-spreadsheet/comment-page-1/#comment-19 Vanessa Barrett Wed, 20 Jan 2010 06:18:48 +0000 http://caulcairss.wordpress.com/2010/01/20/how-to-export-contents-from-an-institutional-repository-to-a-spreadsheet/#comment-19 This sounds like the answer to one of my ongoing concerns which is how to extract from another repository the publication details for a specific author. This is needed when an academic moves from one institution to another and you want a complete set of their publications in your own IR in order to meet ERA reporting as well as to support the author's generation of a complete bibliography. Is this a valid use of this tool? This sounds like the answer to one of my ongoing concerns which is how to extract from another repository the publication details for a specific author. This is needed when an academic moves from one institution to another and you want a complete set of their publications in your own IR in order to meet ERA reporting as well as to support the author’s generation of a complete bibliography. Is this a valid use of this tool?

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