Proposal for Establishing an Institutional Repository Policy for Kenyatta University Library

Kenyatta University Library October 2010

1.0 Introduction University libraries are usually designated to be custodian of information resources in the institution. The major goals of a library are to acquire, organize, store and disseminate information. For a long time Kenyatta University library has been handling print documents particularly those emanating from the institution. However it is now clear that members from KU would want to access such documents from the comfort of their offices using the PCs or laptops. Most documents generated from Kenyatta University are usually accessible as print copies despite the enhancement of ICT infrastructure within the campus. Therefore there is a great need to establish a comprehensive electronic repository for documents from the University. However before such an undertaking an Institutional Repository (IR) policy needs to be developed and approved. The University library is obliged to offer services that enhance management of electronic documents that are generated by the institution and its community. Often an acceptable policy will encourage members to publish electronically and deposit in the institutional repository. This will eventually lead to improving regional and international University ranking because of the visibility of the institutional and staff publications. 2.0 Statement of Need Kenyatta University has of late invested heavily on ICT infrastructure that enhances access to electronic information. However the bulk of information accessible on the network is externally produced but the local information from the departments, researchers and staff is almost invisible. The Library can facilitate visibility by establishing institutional repositories but due to lack of a comprehensive policy to guide their development at the University it cannot be done effectively.

Many opportunities to digitize documents exist but due to lack of policy they cannot be implemented.

3.0 Goals and Objectives 3.1 Goal The goal is to develop an Institutional Repository (IR) policy 3.2 Objectives 3.2.1 To conduct a survey on requirements for IR. Strategy: Conduct a needs assessment Activities: i. Evaluate sample IR policies ii. Design questionnaire and pretest iii. Data collection iv. Data analysis v. Compile the needs assessment report 3.2.2 Develop appropriate of IR policy Activities: i. Develop a criteria for selection, verification and validation of information resources ii. Define the procedures for depositing, accepting and retention period for the documents. iii. Define the preservation and access policies iv. Write the IR policy 3.2.3 Develop IR development service model framework. Activities: i. List the services to be guided by IR policy ii. Evaluate various IR software iii. Visit two Universities that have implemented IR iv. Facilitate IR software and metadata seminar v. Define the quality and scope of metadata vi. Design IR service model and define process players.

3.2.4 Create awareness of IR policy Strategy: Conduct outreach to KU community Activities: i. Organize 4 workshops to the various groups: top management, administrators, staff and students ii. Print copies of IR policy, posters and banners iii. Host the policy on the KU website. iv. Launching