The collaboration between librarians and faculties in preserving and publishing the intellectual heritages through the institutional repositories: a case at Syarif Hidayatullah State Islamic University, Jakarta.

Author:Andayani, Ulpah

    Institutional repository nowadays becomes a predominant model in open access. It is a part of the open access movement campaigns (Velterop, 2005). The institutional repositories are the system to preserve the intellectual output of students, faculty members and university's scholars that are useful to support teaching, learning and research activities. According to Mandhirasalam & Srinivasaragavan, S. (2014) institutional repository is a set of services that a university offers to the members of its community for the management and dissemination of digital materials created by the institution and its community members. It is most essentially an organizational commitment to the stewardship of these digital materials, including long-term preservation where are appropriate, as well as organization and access or distribution. The institutional repositories, accordingly, is strategic of the today's academic library service (Alvite and Barrionuevo, 2011).

    As the system for managing scholarly resources, the institutional repositories is regarded as the way of disseminating research output of the university, and it can act of the new format of scholarly communication in the digital era (Lynch, 2003). Ware & Mabe (2009) stated that the institutional repositories in academic libraries is the favorable tools for scholarly publishing, and regarded as a new model or innovation of the scholarly communication. The intellectual outputs produced by the university members are stored and published through the repository system, and make it available online in the computer network. It addition, the establishment of institutional repositories becomes the solution to provide e-resources in the midst of expensive subscription. It can be an alternative to overcome the limitation of the library's budget in providing the scholarly resources through the commercial online databases subscription (Young, 2009; Mossof, 2015). Through the institutional repositories, academic libraries can provide a wider access to online research resources by 7/24 services. The emergence of repositories, hence, enhance the services of academic libraries.

    To respond to that issue, Syarif Hidayatullah State Islamic university has been developing the institutional repositories system since 2010. By using DSpace software, the number of intellectual output such as books, book chapters, research reports, teaching materials, theses for undergraduate and graduate students, dissertation, articles, patent, proceedings, manual, and inauguration speech, have been published in the university. Right now, more than 20.000 items of the scholarly works have been made available in the repositories system. People around the world can freely and easily access the resources through the repository portal.

    However, although the repository initiatives have been introduced since the years ago, most of the university repository are less populated. As reported by Davis & Connolly (2007) most collections of the university repositories contain few items. The lack contents of the collection still remain the big problem of the institutional repositories development, including at Syarif Hidayatullah State Islamic University. Some studies such as by Abrizah (2009), Alemayehu (2010), Stanton & Liew (2011), Ogbomo & Muokebe (2015) identified that the awareness and the attitudes of university lecturers are the main factors contribute to the development of institutional repositories. Therefore, it is required to fully endorse the lecturers to continuously participate in the development of university repositories programs. In this case, it is argued that the professional partnership through the collaboration program between academic librarians and faculty members is the key success of the institutional repositories development projects in the university. The academic librarians can play their roles to collaborate with the faculties in the repositories development phases such as the content recruitment, the self-submission processes, and the publishing phase.

    The paper is mainly to describe the initiative programs of institutional repositories development at Syarif Hidayatullah State Islamic University, Jakarta, and in particular to explore the academic librarians' roles in preserving and publishing the scholarly works through the repositories.


    This study is conducted at Syarif Hidayatullah State Islamic University, Jakarta. The objective of the study is to explore the practices of the institutional repositories development and to identify the roles of librarians to succeed the implementation of the repositories projects. By using descriptive analysis, this study mainly provides information about the initiatives of institutional repositories development and the roles of the librarian in the repositories implementation processes. The data of study are collected from direct experiences in managing the repositories, from the studies of the literature and related documentations, and from the analysis of the repositories database.


    1. The Initiative for the Development of Institutional Repositories in Indonesia

      The issue on institutional repositories has been becoming popular since the last two decades. Basically, institutional repositories are the part of the development of the digital library. It is part of the digital library project to provide the digital repositories of the institution (Reese and Baneijee, 2008). According to Tiwary and Sahoo (2013), the digital libraries are being formed of scholarly works, archives of historical figures and events, corporate and governmental records, museum collection and religious collections.

      In Indonesia, the issue of the institutional repositories has been becoming the mainstream of the digital library development in the last 1990s. According to Hasanah (2006), the Bandung's Institute of Technology (or ITB = Institut Teknologi Bandung) through the Knowledge Management Research Group (KMRG) has introduced the system or software for the digital library management that was called Ganesha Digital Library (GDL). The system is designed mainly for managing the university outputs produced by its community members such as theses, articles of journals, research reports, and proceedings.

      Meanwhile, the discussion on institutional repositories got a moment when the issue of being world class university come to the idea of the higher education institutions in the 2000s. Most of the universities in Indonesia are yearning for growing to be an excellent university and a part of the communities of the world class university. The institutional repositories, then, are believed to be one of the most important factors contributing to the achievement of that idea. Specifically, Farida (2013) stressed that the emergence of repositories in Indonesia was associated with the university ranking. According to her, the Webometric Ranking of Universities has encouraged the universities in...

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