Institutional Repositories, SPEC Kit 292 (July 2006)

Bailey, Jr., Charles W.; Coombs, Karen; Emery, Jill; Mitchell, Anne; Morris, Chris; Simons, Spenser; Wright, Robert

60 · SPEC Kit 292
Have an IR N=18 N Minimum Maximum Mean Median Std Dev
Staffing and benefits 16 10 100 68.3 80.5 30.8
Hardware acquisition 3 15 35 23.3 20.0 10.4
Software acquisition 2 10 19 14.5 14.5 6.4
Hardware maintenance 6 2 25 10.3 7.5 8.5
Software maintenance 2 3 20 11.5 11.5 12.0
Vendor fees (if IR is hosted
by an external vendor)
5 34 100 73.8 80.0 27.2
Other category 4 5 55 — — —
Planning an IR N=2 N Minimum Maximum Mean Median Std Dev
Staffing and benefits 2 70 83 76.5 76.5 9.2
Hardware acquisition — — — — — —
Software acquisition — — — — — —
Hardware maintenance 2 13 15 14.0 14.0 1.4
Software maintenance 1 15 — — — —
Vendor fees (if IR is hosted
by an external vendor)
— — — — — —
Other category 1 4 — — — —
Please describe other category.
Travel (4%)
Production services (15%)
Refresh/preservation (20%)
Server farm charges, storage farm charges, network charges (55%)
If there is not a dedicated budget for the operation of the IR, please describe how operational
costs are covered. N=33
Selected Comments from Respondents
Have an IR
“Operating costs are covered by redirecting staff efforts and by allocating a part of our budget to cover
operating expenses.”
“Hardware and technical support costs are part of existing technology budget that covers development,
acquisition, maintenance and support.”

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Institutional Repositories · 59
Have an IR N=16 N Minimum Maximum Mean Median Std Dev
Staffing and benefits 12 .25 100 63.3 67.5 35.2
Hardware acquisition 9 .75 100 25.6 17.0 31.6
Software acquisition 3 5.00 50 23.0 14.0 23.8
Hardware maintenance 3 2.50 15 9.2 10.0 6.3
Software maintenance 2 2.00 10 6.0 6.0 5.7
Vendor fees (if IR is hosted
by an external vendor)
5 2.00 100 70.2 99.0 43.8
Other category 2 1.00 29 — — —
Planning an IR N=5 N Minimum Maximum Mean Median Std Dev
Staffing and benefits 1 57 — — — —
Hardware acquisition 5 10 85 58.4 75.0 31.9
Software acquisition 3 5 90 38.3 20.0 45.4
Hardware maintenance 3 1 20 10.3 10.0 9.5
Software maintenance 1 4 — — — —
Vendor fees (if IR is hosted
by an external vendor)
— — — — — —
Other category 1 1 — — — —
Please describe other category.
Marketing (1%)
Travel (1%)
Expertise System Development (29%)
Ongoing Operations
Total N=20 N Minimum Maximum Mean Median Std Dev
Staffing and benefits 18 10 100 69.2 79.5 29.1
Hardware acquisition 3 15 35 23.3 20.0 10.4
Software acquisition 2 10 19 14.5 14.5 6.4
Hardware maintenance 8 2 25 11.3 11.5 7.4
Software maintenance 3 3 20 12.7 15.0 8.7
Vendor fees (if IR is hosted
by an external vendor)
5 34 100 73.8 80.0 27.2
Other category 5 4 55 — — —

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SPEC Kit 292: Institutional Repositories (July 2006) resources

Institutional Repositories · 61
“We are using open source technology which is hosted on existing servers. The maintenance is done by our
regular staff.”
“Portions of various staff members time reallocated to the IR project. Full time programmer salary and benefits
came from not filling an empty position within public services.”
“Costs for staff and vendor are reallocated from other uses in the libraries.”
“Personnel, hardware, and software costs are currently represented within library unit budgets.”
“Operational costs are covered by absorbing the work into existing units and activities.”
“Annual licensing of system funded by Information Technology Services (ITS) reallocation of library resources
for all other IR operational costs.”
“IR is operated out of system-wide office, not our institution.”
“IR is a department within the library funded in the same way as other departments.”
“We use free, open-source software all other costs (server, staff time) are part of our standard, over-all
budget.”
“Technical development and support are done by existing staff charged with repository and digital services
development and support (librarians and programmers). Collection selection and digitization are done by
existing staff (librarians) charged with developing the library’s digital collections. Similarly, metadata services
are provided by existing cataloging staff.”
“Because of the intermingling of software and hardware acquisition and maintenance for other projects, it is
hard to identify IR costs. However, staffing is by far the largest cost.”
“Absorbed by operations budgets of the three campus departments participating (Graduate Studies,
Information, Systems, &Technology, and the library).”
“Software licensing fee is paid from library technology fee EPC is partially self-supporting through grants and
contract work staff responsibilities in DLS have been shifted to allow librarians in that department to take on
this new work.”
Planning an IR
“At this time, we are still in the planning stages. We have committed staff time to the Greenstone
programming and to the planning group. Dedicated funds were used to purchase hardware for the DL (Digital
Library) which will include the IR. There are no hard IR funding figures yet.”
“As mentioned above, the current consortium membership fees cover the IR operations. But this is not a long-
term model.”
“Reallocation of existing librarian position commitment of systems and reference librarians/staff to the
project.”
“Operational costs of the pilot project will be covered by existing area budgets.”
“At this time expenses for the IR are woven into the operations of the involved units. Three servers are

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SPEC Kit 292: Institutional Repositories (July 2006) resources