Electronic thesis initiative pilot project of McGill University, Montreal
Identifieur interne : 000354 ( Istex/Corpus ); précédent : 000353; suivant : 000355Electronic thesis initiative pilot project of McGill University, Montreal
Auteurs : Eun G. Park ; Qing Zou ; David McknightSource :
- Program [ 0033-0337 ] ; 2007-02-20.
Abstract
Purpose To set up a protocol for electronic thesis and dissertation ETD submission for the electronic thesis initiative pilot project at McGill University in Montreal, Canada. Designmethodologyapproach An electronic thesis and dissertation submission protocol was implemented and tested. To test authoring tools, we had 50 students submit their theses or dissertations using one of four style sheets. Wordprocessed files were converted to PDF and XML formats. The pilot project team evaluated DigiTool's effectiveness in digital conversion, capture of metadata and cataloguing, digital content harvesting, digital preservation, and integration with the student information system. Findings All theses experienced some degree of information loss during the conversion. DigiTool is still being tested for storage, cataloguing, and dissemination capability. For full implementation, three major issues need to be addressed further conversion metadata and file formats. Practical implications Most of the issues that have arisen during the McGill pilot project will be mirrored at other academic institutions that are considering electronic thesis submission. Originalityvalue This paper provides insights into the procedures that will arise as institutions go through the process of introducing electronic thesis and dissertation submission.
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DOI: 10.1108/00330330710724917
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ISTEX:83EB13B5E91ECF08DE4FF29F3CA0D271A024CC5BLe document en format XML
<record><TEI wicri:istexFullTextTei="biblStruct"><teiHeader><fileDesc><titleStmt><title xml:lang="en">Electronic thesis initiative pilot project of McGill University, Montreal</title><author><name sortKey="Park, Eun G" sort="Park, Eun G" uniqKey="Park E" first="Eun G." last="Park">Eun G. Park</name><affiliation><mods:affiliation>Graduate School of Library and Information Studies, McGill University, Montreal, Canada</mods:affiliation></affiliation></author><author><name sortKey="Zou, Qing" sort="Zou, Qing" uniqKey="Zou Q" first="Qing" last="Zou">Qing Zou</name><affiliation><mods:affiliation>Lakehead University Library, Thunder Bay, Ontario, Canada</mods:affiliation></affiliation></author><author><name sortKey="Mcknight, David" sort="Mcknight, David" uniqKey="Mcknight D" first="David" last="Mcknight">David Mcknight</name><affiliation><mods:affiliation>Schoenberg Center for Electronic Text and Image, Van PeltDietrich Library Center, University of Pennsylvania Library, Philadelphia, Pennsylvania, USA</mods:affiliation></affiliation></author></titleStmt><publicationStmt><idno type="wicri:source">ISTEX</idno><idno type="RBID">ISTEX:83EB13B5E91ECF08DE4FF29F3CA0D271A024CC5B</idno><date when="2007" year="2007">2007</date><idno type="doi">10.1108/00330330710724917</idno><idno type="url">https://api.istex.fr/document/83EB13B5E91ECF08DE4FF29F3CA0D271A024CC5B/fulltext/pdf</idno><idno type="wicri:Area/Istex/Corpus">000354</idno></publicationStmt><sourceDesc><biblStruct><analytic><title level="a" type="main" xml:lang="en">Electronic thesis initiative pilot project of McGill University, Montreal</title><author><name sortKey="Park, Eun G" sort="Park, Eun G" uniqKey="Park E" first="Eun G." last="Park">Eun G. Park</name><affiliation><mods:affiliation>Graduate School of Library and Information Studies, McGill University, Montreal, Canada</mods:affiliation></affiliation></author><author><name sortKey="Zou, Qing" sort="Zou, Qing" uniqKey="Zou Q" first="Qing" last="Zou">Qing Zou</name><affiliation><mods:affiliation>Lakehead University Library, Thunder Bay, Ontario, Canada</mods:affiliation></affiliation></author><author><name sortKey="Mcknight, David" sort="Mcknight, David" uniqKey="Mcknight D" first="David" last="Mcknight">David Mcknight</name><affiliation><mods:affiliation>Schoenberg Center for Electronic Text and Image, Van PeltDietrich Library Center, University of Pennsylvania Library, Philadelphia, Pennsylvania, USA</mods:affiliation></affiliation></author></analytic><monogr></monogr><series><title level="j">Program</title><idno type="ISSN">0033-0337</idno><imprint><publisher>Emerald Group Publishing Limited</publisher><date type="published" when="2007-02-20">2007-02-20</date><biblScope unit="volume">41</biblScope><biblScope unit="issue">1</biblScope><biblScope unit="page" from="81">81</biblScope><biblScope unit="page" to="91">91</biblScope></imprint><idno type="ISSN">0033-0337</idno></series><idno type="istex">83EB13B5E91ECF08DE4FF29F3CA0D271A024CC5B</idno><idno type="DOI">10.1108/00330330710724917</idno><idno type="filenameID">2800410107</idno><idno type="original-pdf">2800410107.pdf</idno><idno type="href">00330330710724917.pdf</idno></biblStruct></sourceDesc><seriesStmt><idno type="ISSN">0033-0337</idno></seriesStmt></fileDesc><profileDesc><textClass></textClass><langUsage><language ident="en">en</language></langUsage></profileDesc></teiHeader><front><div type="abstract">Purpose To set up a protocol for electronic thesis and dissertation ETD submission for the electronic thesis initiative pilot project at McGill University in Montreal, Canada. Designmethodologyapproach An electronic thesis and dissertation submission protocol was implemented and tested. To test authoring tools, we had 50 students submit their theses or dissertations using one of four style sheets. Wordprocessed files were converted to PDF and XML formats. The pilot project team evaluated DigiTool's effectiveness in digital conversion, capture of metadata and cataloguing, digital content harvesting, digital preservation, and integration with the student information system. Findings All theses experienced some degree of information loss during the conversion. DigiTool is still being tested for storage, cataloguing, and dissemination capability. For full implementation, three major issues need to be addressed further conversion metadata and file formats. Practical implications Most of the issues that have arisen during the McGill pilot project will be mirrored at other academic institutions that are considering electronic thesis submission. Originalityvalue This paper provides insights into the procedures that will arise as institutions go through the process of introducing electronic thesis and dissertation submission.</div></front></TEI><istex><corpusName>emerald</corpusName><author><json:item><name>Eun G. Park</name><affiliations><json:string>Graduate School of Library and Information Studies, McGill University, Montreal, Canada</json:string></affiliations></json:item><json:item><name>Qing Zou</name><affiliations><json:string>Lakehead University Library, Thunder Bay, Ontario, Canada</json:string></affiliations></json:item><json:item><name>David McKnight</name><affiliations><json:string>Schoenberg Center for Electronic Text and Image, Van PeltDietrich Library Center, University of Pennsylvania Library, Philadelphia, Pennsylvania, USA</json:string></affiliations></json:item></author><subject><json:item><lang><json:string>eng</json:string></lang><value>Electronic document delivery</value></json:item><json:item><lang><json:string>eng</json:string></lang><value>Theses</value></json:item><json:item><lang><json:string>eng</json:string></lang><value>Academic libraries</value></json:item><json:item><lang><json:string>eng</json:string></lang><value>Canada</value></json:item></subject><language><json:string>eng</json:string></language><originalGenre><json:string>case-report</json:string></originalGenre><abstract>Purpose To set up a protocol for electronic thesis and dissertation ETD submission for the electronic thesis initiative pilot project at McGill University in Montreal, Canada. Designmethodologyapproach An electronic thesis and dissertation submission protocol was implemented and tested. To test authoring tools, we had 50 students submit their theses or dissertations using one of four style sheets. Wordprocessed files were converted to PDF and XML formats. The pilot project team evaluated DigiTool's effectiveness in digital conversion, capture of metadata and cataloguing, digital content harvesting, digital preservation, and integration with the student information system. Findings All theses experienced some degree of information loss during the conversion. DigiTool is still being tested for storage, cataloguing, and dissemination capability. For full implementation, three major issues need to be addressed further conversion metadata and file formats. Practical implications Most of the issues that have arisen during the McGill pilot project will be mirrored at other academic institutions that are considering electronic thesis submission. Originalityvalue This paper provides insights into the procedures that will arise as institutions go through the process of introducing electronic thesis and dissertation submission.</abstract><qualityIndicators><score>5.308</score><pdfVersion>1.3</pdfVersion><pdfPageSize>519 x 680 pts</pdfPageSize><refBibsNative>true</refBibsNative><keywordCount>4</keywordCount><abstractCharCount>1338</abstractCharCount><pdfWordCount>3112</pdfWordCount><pdfCharCount>20159</pdfCharCount><pdfPageCount>11</pdfPageCount><abstractWordCount>183</abstractWordCount></qualityIndicators><title>Electronic thesis initiative pilot project of McGill University, Montreal</title><genre><json:string>case-report</json:string></genre><host><volume>41</volume><publisherId><json:string>prog</json:string></publisherId><pages><last>91</last><first>81</first></pages><issn><json:string>0033-0337</json:string></issn><issue>1</issue><subject><json:item><value>Information & knowledge management</value></json:item><json:item><value>Information & communications technology</value></json:item><json:item><value>Internet</value></json:item><json:item><value>Library & information science</value></json:item><json:item><value>Information behaviour & retrieval</value></json:item><json:item><value>Librarianship/library management</value></json:item><json:item><value>Metadata</value></json:item><json:item><value>Library technology</value></json:item></subject><genre><json:string>journal</json:string></genre><language><json:string>unknown</json:string></language><title>Program</title><doi><json:string>10.1108/prog</json:string></doi></host><publicationDate>2007</publicationDate><copyrightDate>2007</copyrightDate><doi><json:string>10.1108/00330330710724917</json:string></doi><id>83EB13B5E91ECF08DE4FF29F3CA0D271A024CC5B</id><score>0.16086484</score><fulltext><json:item><original>true</original><mimetype>application/pdf</mimetype><extension>pdf</extension><uri>https://api.istex.fr/document/83EB13B5E91ECF08DE4FF29F3CA0D271A024CC5B/fulltext/pdf</uri></json:item><json:item><original>false</original><mimetype>application/zip</mimetype><extension>zip</extension><uri>https://api.istex.fr/document/83EB13B5E91ECF08DE4FF29F3CA0D271A024CC5B/fulltext/zip</uri></json:item><istex:fulltextTEI uri="https://api.istex.fr/document/83EB13B5E91ECF08DE4FF29F3CA0D271A024CC5B/fulltext/tei"><teiHeader><fileDesc><titleStmt><title level="a" type="main" xml:lang="en">Electronic thesis initiative pilot project of McGill University, Montreal</title></titleStmt><publicationStmt><authority>ISTEX</authority><publisher>Emerald Group Publishing Limited</publisher><availability><p>EMERALD</p></availability><date>2007</date></publicationStmt><sourceDesc><biblStruct type="inbook"><analytic><title level="a" type="main" xml:lang="en">Electronic thesis initiative pilot project of McGill University, Montreal</title><author><persName><forename type="first">Eun G.</forename><surname>Park</surname></persName><affiliation>Graduate School of Library and Information Studies, McGill University, Montreal, Canada</affiliation></author><author><persName><forename type="first">Qing</forename><surname>Zou</surname></persName><affiliation>Lakehead University Library, Thunder Bay, Ontario, Canada</affiliation></author><author><persName><forename type="first">David</forename><surname>McKnight</surname></persName><affiliation>Schoenberg Center for Electronic Text and Image, Van PeltDietrich Library Center, University of Pennsylvania Library, Philadelphia, Pennsylvania, USA</affiliation></author></analytic><monogr><title level="j">Program</title><idno type="pISSN">0033-0337</idno><idno type="DOI">10.1108/prog</idno><imprint><publisher>Emerald Group Publishing Limited</publisher><date type="published" when="2007-02-20"></date><biblScope unit="volume">41</biblScope><biblScope unit="issue">1</biblScope><biblScope unit="page" from="81">81</biblScope><biblScope unit="page" to="91">91</biblScope></imprint></monogr><idno type="istex">83EB13B5E91ECF08DE4FF29F3CA0D271A024CC5B</idno><idno type="DOI">10.1108/00330330710724917</idno><idno type="filenameID">2800410107</idno><idno type="original-pdf">2800410107.pdf</idno><idno type="href">00330330710724917.pdf</idno></biblStruct></sourceDesc></fileDesc><profileDesc><creation><date>2007</date></creation><langUsage><language ident="en">en</language></langUsage><abstract><p>Purpose To set up a protocol for electronic thesis and dissertation ETD submission for the electronic thesis initiative pilot project at McGill University in Montreal, Canada. Designmethodologyapproach An electronic thesis and dissertation submission protocol was implemented and tested. To test authoring tools, we had 50 students submit their theses or dissertations using one of four style sheets. Wordprocessed files were converted to PDF and XML formats. The pilot project team evaluated DigiTool's effectiveness in digital conversion, capture of metadata and cataloguing, digital content harvesting, digital preservation, and integration with the student information system. Findings All theses experienced some degree of information loss during the conversion. DigiTool is still being tested for storage, cataloguing, and dissemination capability. For full implementation, three major issues need to be addressed further conversion metadata and file formats. Practical implications Most of the issues that have arisen during the McGill pilot project will be mirrored at other academic institutions that are considering electronic thesis submission. Originalityvalue This paper provides insights into the procedures that will arise as institutions go through the process of introducing electronic thesis and dissertation submission.</p></abstract><textClass><keywords scheme="keyword"><list><head>Keywords</head><item><term>Electronic document delivery</term></item><item><term>Theses</term></item><item><term>Academic libraries</term></item><item><term>Canada</term></item></list></keywords></textClass><textClass><keywords scheme="Emerald Subject Group"><list><label>cat-IKM</label><item><term>Information & knowledge management</term></item><label>cat-ICT</label><item><term>Information & communications technology</term></item><label>cat-INT</label><item><term>Internet</term></item></list></keywords></textClass><textClass><keywords scheme="Emerald Subject Group"><list><label>cat-LISC</label><item><term>Library & information science</term></item><label>cat-IBRT</label><item><term>Information behaviour & retrieval</term></item><label>cat-LLM</label><item><term>Librarianship/library management</term></item><label>cat-MTD</label><item><term>Metadata</term></item><label>cat-LTC</label><item><term>Library technology</term></item></list></keywords></textClass></profileDesc><revisionDesc><change when="2007-02-20">Published</change></revisionDesc></teiHeader></istex:fulltextTEI><json:item><original>false</original><mimetype>text/plain</mimetype><extension>txt</extension><uri>https://api.istex.fr/document/83EB13B5E91ECF08DE4FF29F3CA0D271A024CC5B/fulltext/txt</uri></json:item></fulltext><metadata><istex:metadataXml wicri:clean="corpus emerald not found" wicri:toSee="no header"><istex:xmlDeclaration>version="1.0" encoding="UTF-8"</istex:xmlDeclaration><istex:document><!-- Auto generated NISO JATS XML created by Atypon out of MCB DTD source files. Do Not Edit! --><article dtd-version="1.0" xml:lang="en" article-type="case-report"><front><journal-meta><journal-id journal-id-type="publisher-id">prog</journal-id><journal-id journal-id-type="doi">10.1108/prog</journal-id><journal-title-group><journal-title>Program</journal-title></journal-title-group><issn pub-type="ppub">0033-0337</issn><publisher><publisher-name>Emerald Group Publishing Limited</publisher-name></publisher></journal-meta><article-meta><article-id pub-id-type="doi">10.1108/00330330710724917</article-id><article-id pub-id-type="original-pdf">2800410107.pdf</article-id><article-id pub-id-type="filename">2800410107</article-id><article-categories><subj-group subj-group-type="type-of-publication"><compound-subject><compound-subject-part content-type="code">case-report</compound-subject-part><compound-subject-part content-type="label">Case study</compound-subject-part></compound-subject></subj-group><subj-group subj-group-type="subject"><compound-subject><compound-subject-part content-type="code">cat-IKM</compound-subject-part><compound-subject-part content-type="label">Information & knowledge management</compound-subject-part></compound-subject><subj-group><compound-subject><compound-subject-part content-type="code">cat-ICT</compound-subject-part><compound-subject-part content-type="label">Information & communications technology</compound-subject-part></compound-subject><subj-group><compound-subject><compound-subject-part content-type="code">cat-INT</compound-subject-part><compound-subject-part content-type="label">Internet</compound-subject-part></compound-subject></subj-group></subj-group></subj-group><subj-group subj-group-type="subject"><compound-subject><compound-subject-part content-type="code">cat-LISC</compound-subject-part><compound-subject-part content-type="label">Library & information science</compound-subject-part></compound-subject><subj-group><compound-subject><compound-subject-part content-type="code">cat-IBRT</compound-subject-part><compound-subject-part content-type="label">Information behaviour & retrieval</compound-subject-part></compound-subject><subj-group><compound-subject><compound-subject-part content-type="code">cat-MTD</compound-subject-part><compound-subject-part content-type="label">Metadata</compound-subject-part></compound-subject></subj-group></subj-group><subj-group><compound-subject><compound-subject-part content-type="code">cat-LLM</compound-subject-part><compound-subject-part content-type="label">Librarianship/library management</compound-subject-part></compound-subject><subj-group><compound-subject><compound-subject-part content-type="code">cat-LTC</compound-subject-part><compound-subject-part content-type="label">Library technology</compound-subject-part></compound-subject></subj-group></subj-group></subj-group></article-categories><title-group><article-title>Electronic thesis initiative: pilot project of McGill University, Montreal</article-title></title-group><contrib-group><contrib contrib-type="author"><string-name><given-names>Eun G.</given-names> <surname>Park</surname></string-name><aff>Graduate School of Library and Information Studies, McGill University, Montreal, Canada</aff></contrib><x></x><contrib contrib-type="author"><string-name><given-names>Qing</given-names> <surname>Zou</surname></string-name><aff>Lakehead University Library, Thunder Bay, Ontario, Canada</aff></contrib><x></x><contrib contrib-type="author"><string-name><given-names>David</given-names> <surname>McKnight</surname></string-name><aff>Schoenberg Center for Electronic Text and Image, Van Pelt‐Dietrich Library Center, University of Pennsylvania Library, Philadelphia, Pennsylvania, USA</aff></contrib></contrib-group><pub-date pub-type="ppub"><day>20</day><month>02</month><year>2007</year></pub-date><volume>41</volume><issue>1</issue><fpage>81</fpage><lpage>91</lpage><permissions><copyright-statement>© Emerald Group Publishing Limited</copyright-statement><copyright-year>2007</copyright-year><license license-type="publisher"><license-p></license-p></license></permissions><self-uri content-type="pdf" xlink:href="00330330710724917.pdf"></self-uri><abstract><sec><title content-type="abstract-heading">Purpose</title><x> – </x><p>To set up a protocol for electronic thesis and dissertation (ETD) submission for the electronic thesis initiative pilot project at McGill University in Montreal, Canada.</p></sec><sec><title content-type="abstract-heading">Design/methodology/approach</title><x> – </x><p>An electronic thesis and dissertation submission protocol was implemented and tested. To test authoring tools, we had 50 students submit their theses or dissertations using one of four style sheets. Word‐processed files were converted to PDF and XML formats. The pilot project team evaluated DigiTool's effectiveness in digital conversion, capture of metadata and cataloguing, digital content harvesting, digital preservation, and integration with the student information system.</p></sec><sec><title content-type="abstract-heading">Findings</title><x> – </x><p>All theses experienced some degree of information loss during the conversion. DigiTool is still being tested for storage, cataloguing, and dissemination capability. For full implementation, three major issues need to be addressed further: conversion; metadata; and file formats.</p></sec><sec><title content-type="abstract-heading">Practical implications</title><x> – </x><p>Most of the issues that have arisen during the McGill pilot project will be mirrored at other academic institutions that are considering electronic thesis submission.</p></sec><sec><title content-type="abstract-heading">Originality/value</title><x> – </x><p>This paper provides insights into the procedures that will arise as institutions go through the process of introducing electronic thesis and dissertation submission.</p></sec></abstract><kwd-group><kwd>Electronic document delivery</kwd><x>, </x><kwd>Theses</kwd><x>, </x><kwd>Academic libraries</kwd><x>, </x><kwd>Canada</kwd></kwd-group><custom-meta-group><custom-meta><meta-name>peer-reviewed</meta-name><meta-value>no</meta-value></custom-meta><custom-meta><meta-name>academic-content</meta-name><meta-value>yes</meta-value></custom-meta><custom-meta><meta-name>rightslink</meta-name><meta-value>included</meta-value></custom-meta></custom-meta-group></article-meta></front><body><sec><title>1 Introduction</title><p>The acronym ETD stands for electronic theses and dissertations; thus, “an ETD is an electronic document that explains and presents the research outcome of a graduate student” (<xref ref-type="bibr" rid="b13">Virginia Polytechnic Institute and State University (Virginia Tech), 2003</xref>). ETD systems are computerised systems to submit, capture, archive, manage, distribute, and provide access to electronic theses. The first ETD project was launched in 1987 at Ann Arbor, Michigan, by University Microfilms International (UMI). Virginia Tech began to develop technology and procedures for electronic thesis submission in 1997. Now, Virginia Tech and about 200 other universities participate in the Networked Digital Library of Theses and Dissertations (NDLTD – <ext-link ext-link-type="uri" xlink:href="http://www.ndltd.org/">www.ndltd.org/</ext-link>) (<xref ref-type="bibr" rid="b11">Suleman <italic>et al.</italic>, 2001</xref>; <xref ref-type="bibr" rid="b14">Virginia Tech, 2006</xref>). It is clear that in recent years an increasing number of universities are building their own ETD systems or are at least considering doing so. <xref ref-type="bibr" rid="b1">Bevan (2005)</xref>, for instance, describes the issues involved in the introduction of mandatory submission of electronic theses at Cranfield University in the UK. In response to this trend, McGill University in Montreal, Canada has undertaken a pilot project to test aspects of workflow, style sheets, metadata, and search functions. This paper provides a progress report of the McGill Electronic Thesis Initiative (ETI) pilot project and presents issues to be considered further during the development of the ETD system.</p></sec><sec><title>2 Background</title><p>McGill University, located in Montreal, Quebec, Canada, is one of the top research‐oriented universities in North America. McGill offers about 350 graduate programs in more than 85 units. Since 1821, the university has attracted many excellent faculty members and students from around the world, and it now has 1,485 professors and approximately 32,000 students. Each year the university library handles 300 PhD dissertations and 700 masters theses, converting these into electronic format presents various challenges. Although the former Graduate Studies Policy Committee considered using electronic dissertations in the late 1990s, it delayed taking action because of a number of uncertainties that could not be quickly resolved.</p><p>In Canada, the University of Waterloo began studying the issue of electronic theses in 1996. Several other universities (University of Guelph, Wilfred Laurier University, University of Toronto, York University, and Université de Montréal) tried pilot ETD projects and made a small number of theses available online (<xref ref-type="bibr" rid="b8">McGill University, ETI, 2003</xref>). Currently, only three universities in Canada have fully operational ETD systems: University of Waterloo; Université Laval; and University of Saskatchewan. In addition, the National Library of Canada acquires, describes, preserves, and provides electronic access to Canadian theses through its Theses Canada Portal (<xref ref-type="bibr" rid="b6">Library and Archives Canada, 2005</xref>; <xref ref-type="bibr" rid="b10">Reeves, 2004</xref>). Worldwide, several other universities are implementing pilot programs or have already implemented ETD systems (<xref ref-type="bibr" rid="b8">McGill University, ETI, 2003</xref>).</p><p>In response to this trend, the Council of Graduate and Postdoctoral Studies (CGPS) working group at McGill University, chaired by the Associate Dean of Graduate Research Professor, decided to initiate a pilot project of the ETI. Although the group was created in October 2003 to plan, develop and implement a pilot ETD project, the first meeting was not called until February 2004. In addition to the Chair, the working group consisted of six nominated members including two faculty members, a senior educational technologist representing the Office of the Deputy Provost and Chief Information Officer, the Director of the Library's Digital Collections Program, and a graduate student representative. Two “resources” members complemented the Working Group including the Graduate and Post‐Doctoral Office Thesis Administrator and a faculty member from the Graduate School of Library and Information Science. Work began in earnest on the project in February 2004 and the prototype was unveiled in March 2006. This pilot project purports to find a suitable test bed for McGill University to:<list list-type="bullet"><list-item><label>• </label><p>capture, organise, disseminate, and provide access to intellectual theses or dissertations;</p></list-item><list-item><label>• </label><p>investigate various issues related to the production and dissemination of ETD (especially how seamlessly to incorporate ETD into the existing library system and digital collections); and</p></list-item><list-item><label>• </label><p>develop a prototype ETD system (<xref ref-type="bibr" rid="b7">McGill University, CGPS, 2004</xref>).</p></list-item></list>The technical implementation of the pilot project was led by four administrative units: the Faculty of Graduate Studies, the Digital Collections Program, the library's Technical Services Unit, and the computing unit in charge of the Minerva student information system (SIS). At the time of the project, it was envisioned that the findings of the pilot project would be merged with a province‐wide Cybertheses project in collaboration with Concordia University, Université Laval, Université de Montréal, and Université du Québec à Montréal (<xref ref-type="bibr" rid="b8">McGill University, ETI, 2003</xref>).</p><p>The ETD project team consisted of:<list list-type="bullet"><list-item><label>• </label><p>Digital collections librarian;</p></list-item><list-item><label>• </label><p>Thesis administrator;</p></list-item><list-item><label>• </label><p>Web developer and programmer;</p></list-item><list-item><label>• </label><p>Digital scanning manager; and</p></list-item><list-item><label>• </label><p>Library technical co‐ordinator for cataloguing theses.</p></list-item></list>The web developer and programmer, and the digital scanning manager were both on the staff of the Digital Collections Program and. Integral to the work of the technical group was the participation of McGill graduate students in the project including two students in the Library and Information Studies Program; and, a third graduate student in Computer Science. The technical group was responsible for defining the project requirements, developing the tools, and designing the prototype. At regular intervals, the Chair of the Working group and the Director of the Library's Digital Collections Program met with the Working Group to report on the project's progress and technical problems which arose during the course of the pilot project.</p></sec><sec><title>3 Implementation procedures</title><p>Generally speaking, the paper‐based thesis submission process consists of three steps: thesis production; submission; and preservation. In the pilot project, our technical team designed a new model for tracking the electronic file through the production, conversion, dissemination, and preservation processes. The students first submit their theses in whichever one of four authoring tools they prefer. After completion of the examination process and thesis revision, the student submits two paper copies of the thesis to the Thesis Office, and uploads the electronic version to a Banner SIS interface. The supervisor reads and approves either the paper form or the electronically submitted final copy. The Thesis Office performs a content check on both versions. A paper copy of the thesis is sent to the library, and the library is notified that the content check has been completed. For the sake of the pilot project, the PDF version of the theses were compared with the paper copy to ensure that there was an exact match so that the author's intentions were preserved. This task was performed by a copy text editor. The library converts the uploaded files to both XML and PDF formats. Both versions are compared to the paper copy to ensure that no formatting errors occurred during conversion. The library keeps a paper preservation copy, and the PDF version of the thesis is sent to UMI and the National Library of Canada.</p><p>Technically speaking, at the production stage, students use authoring tools to write their theses. For the submission stage, a technical model was developed to support conversion of students' word processing files into PDF and XML formats. Style sheets were designed to enable the student to download and mark up (tag) the final versions of their theses or dissertations. Style sheets are a set of predefined encoded instructions that define the appearance and structure of the McGill ETI. The style sheets contain a metadata scheme based on the Qualified Dublin Core (<xref ref-type="bibr" rid="b4">Dublin Core Metadata Initiative, 2004</xref>; <xref ref-type="bibr" rid="b9">NDLTD, 2006</xref>). The style sheets are designed to be used in four word processing programs: Microsoft Word 97‐2003 for IBM, Microsoft Word for Macintosh, WordPerfect, and LaTeX. <xref ref-type="fig" rid="F_2800410107001">Figure 1</xref> shows the SIS input screen.</p><p>To test the feasibility of four style sheets as authoring tools, we recruited 50 graduate students who were to submit their theses between September 2004 and June 2005. The students were asked to choose one of four authoring tools for writing their theses or dissertations. Thirty‐nine students selected Microsoft Word on Windows, seven used LaTeX, three used Microsoft Word on Macintosh, and one student chose to use WordPerfect. <xref ref-type="fig" rid="F_2800410107002">Figure 2</xref> shows an XML‐formatted style sheet.</p><p>After tagging the document using the style sheet, the students filled in a form to be used for cataloguing records and then uploaded the marked‐up word processing file to the Minerva SIS. Metadata was added to the document, which was then ingested into DigiTool – the digital asset management system from Ex Libris. DigiTool converted the students' theses or dissertations into PDF format and at the same time converted tagged files into valid XML documents using TEI (Text Encoding Initiative) P5 Document Description Framework. McGill University also uses Ex Libris' ALEPH software for its library management system. <xref ref-type="fig" rid="F_2800410107003">Figure 3</xref> shows an XML‐formatted style sheet.</p><p>After the XML coding was validated, the documents were published on the web, and a direct link to the PDF documents was added. The PDF and XML documents work independently: PDF is for dissemination of the document as intended by the author, and XML is for full‐text searching by users and for long‐term preservation in the university library's archives. <xref ref-type="fig" rid="F_2800410107004">Figure 4</xref> shows the workflow of McGill's ETD procedures with the production, conversion, dissemination and preservation stages.</p><p>For users, the full‐text search and keyword searches by author and title are currently available for bibliographic citations. <xref ref-type="fig" rid="F_2800410107005">Figure 5</xref> shows an example of a full‐text search screen. Users can define whether they wish to search the bibliographic information or the full‐text of the ETDs.</p><p>The results of a full‐text search for the term “knowledge” are shown in <xref ref-type="fig" rid="F_2800410107006">Figure 6</xref>.</p><p>The full bibliographic record resulting from a search is shown in <xref ref-type="fig" rid="F_2800410107007">Figure 7</xref> with a link to view the HTML version of the work.</p><p>Technical tools used include SCT Banner (SIS), Aleph 500 Version 16.2 (OPAC), DigiTool (digital asset management system), and XML Spy (XML editor application).</p></sec><sec><title>4 Progress to date</title><p>In the pilot project we have been trying to mainstream the production process for converting electronic theses into PDF and XML and cataloguing the digital objects. Our goal is to develop an Open Archives Initiative (OAI) compliant electronic thesis model that will be linked to the university's institutional repository (known as eScholarship@McGill), the National Library of Canada, and UMI/Proquest (<xref ref-type="bibr" rid="b12">Suleman and Fox, 2003</xref>). McGill University decided to test DigiTool, Ex Libris' digital content management system, as the turnkey solution. Specifically, the pilot project team focused on evaluating the effectiveness of DigiTool's digital conversion process, capture of metadata and cataloguing, digital content harvesting, digital preservation, and integration with the SIS. DigiTool is currently being tested for storage, cataloguing, and dissemination capability.</p></sec><sec><title>5 Challenges for further development</title><sec><title>5.1 Conversion</title><p>In the development of a protocol for ETD submission, there are three major issues to consider: conversion, metadata, and file formats. The biggest concern regarding the conversion process was the occurrence of changes that can alter the document and consequently the intention of the author. To avoid such changes, a validating check, or tool, should be added for comparing the submitted copy to the XML and PDF versions.</p><p>To check text loss during conversion, 15 converted theses were randomly selected and reviewed. All showed some degree of textual information loss:<list list-type="bullet"><list-item><label>• </label><p>Less than 1 percent loss – five theses.</p></list-item><list-item><label>• </label><p>Less than 5 percent loss – four theses.</p></list-item><list-item><label>• </label><p>Less than 10 percent loss – two theses.</p></list-item></list>Of the remaining four theses, these lost 12 percent, 19 percent, 23 percent and 40 percent of the text. We assume that anything less than 100 percent capture is not acceptable in the final ETD systems. To ensure perfectly formatted theses, the following problems need to be resolved:full linking to external files;successful conversion of formulae;successful conversion of endnotes; anddealing with missing table structure information.Another concern is <italic>who</italic> should carry out the conversion. We felt that the conversion to XML should be performed by the library in the initial stage of the production, not by students, because the principle that no additional burden should be placed on students is primary to us.</p></sec><sec><title>5.2 Metadata scheme</title><p>The CGPS working group provided some general criteria for selecting a metadata scheme for the McGill ETD system. The system must be an open standard and be supported by most large universities and corporations; it must include metadata for long‐term preservation, administrative metadata, and descriptive metadata; and it must support images, multimedia, mathematical and other formula. TEI P5 was selected, as it is the metadata scheme that comes closest to meeting these criteria. TEI P5 is currently used in existing digital collections in McGill University Library and it can easily incorporate metadata schemes that are based on other structures. Field selection in style sheets was an important factor in simplifying the conversion to XML and linking with library bibliographic records. We felt that the style sheets should be as simple as possible for the students to fill in.</p><p>Other ETD projects have chosen other metadata schemes. For instance, the metadata for UK theses was investigated in various projects funded by the Joint Information Systems Committee and a scheme based on the Dublin Core format was recommended (<xref ref-type="bibr" rid="b2">Copeland <italic>et al.</italic>, 2005</xref>).</p></sec><sec><title>5.3 File formats</title><p>Most ETD systems tend to adopt PDF and XML file formats. PDF is a preferred format for discovery purposes and can provide flexibility between different computer platforms. Since 1997, Virginia Tech has required that all theses be submitted in Adobe PDF files. ISO accepted a PDF archival format (ISO 19005‐1) as the electronic document file format for long‐term preservation (<xref ref-type="bibr" rid="b5">ISO, 2005</xref>). Many products and software do not fully support the PDF format as the standard to date, because the PDF format is still a proprietary file format. PDF does not ensure that the visual appearance of the content accurately reflects any original source. It is not easy to incorporate some information into the PDF format, such as scientific formula, space data, and electronic images without any data loss into a PDF file. There is no concrete evidence that PDF will have text loss. However, it is not ideal for long‐term archiving purposes. As a matter of fact, a thesis is a set of digital objects which contain a variety of different objects including images, scientific formula, bibliographic records and other semantic information. As a file format for archiving purposes, it must be flexible, and can be used to preserve original information as much as possible. On the other hand, PDF can be used as an access and delivery file format.</p><p>XML is a self‐describing and widely accepted mark‐up language that is independent of hardware and operating system. An XML file is a plain‐text file, well formed, flexible and easily converted into PDF or other formats. For long‐term retention, it is also important to avoid proprietary file formats. It is better to choose a flexible file format that can be transformed or converted into other file formats. XML is a recommended format for full‐text search and preservation purposes (<xref ref-type="bibr" rid="b3">Dobratz <italic>et al.</italic>, 2001</xref>). The XML format can be created by a number of free open source software applications, such as Altova's Authentic and Sun Microsystems' OpenOffice. Internationally, nine universities have adopted XML format; these include Virginia Tech, Université Lyon II (France), Helsinki University of Technology (Finland), University of Oslo (Norway), Swedish University of Agricultural Sciences Uppsala (Sweden), and Humboldt University Berlin (Germany). To ensure long‐term preservation and long‐term accessibility simultaneously, we decided to accept both PDF and XML formats.</p><p>We wish to emphasize the importance of training students in the use of standardized style sheets and special software tools. Other concerns to consider include archiving ETDs, ensuring authentication of ETDs, and facilitating Internet searches.</p></sec></sec><sec><title>6 Conclusion</title><p>The purpose of the pilot program was to explore many issues related to the production and dissemination of ETD, and to develop a basis for full implementation of ETD programs in the future. The important thing is to ensure that the concept of submission of electronic theses will be widely accepted in the McGill community. The University intends that all theses will eventually be submitted electronically. The University will continue to commit to the implementation of its electronic thesis program and to finding technical solutions and practical procedures without placing any additional burden on students.</p></sec><sec><fig position="float" id="F_2800410107001"><label><bold>Figure 1<x> </x></bold></label><caption><p>Student information form for metadata capture</p></caption><graphic xlink:href="2800410107001.tif"></graphic></fig></sec><sec><fig position="float" id="F_2800410107002"><label><bold>Figure 2<x> </x></bold></label><caption><p>Style sheet in Word</p></caption><graphic xlink:href="2800410107002.tif"></graphic></fig></sec><sec><fig position="float" id="F_2800410107003"><label><bold>Figure 3<x> </x></bold></label><caption><p>Sample XML‐formatted style sheet</p></caption><graphic xlink:href="2800410107003.tif"></graphic></fig></sec><sec><fig position="float" id="F_2800410107004"><label><bold>Figure 4<x> </x></bold></label><caption><p>Implementation process</p></caption><graphic xlink:href="2800410107004.tif"></graphic></fig></sec><sec><fig position="float" id="F_2800410107005"><label><bold>Figure 5<x> </x></bold></label><caption><p>Full‐text search screen</p></caption><graphic xlink:href="2800410107005.tif"></graphic></fig></sec><sec><fig position="float" id="F_2800410107006"><label><bold>Figure 6<x> </x></bold></label><caption><p>Search return screen</p></caption><graphic xlink:href="2800410107006.tif"></graphic></fig></sec><sec><fig position="float" id="F_2800410107007"><label><bold>Figure 7<x> </x></bold></label><caption><p>Sample full record</p></caption><graphic xlink:href="2800410107007.tif"></graphic></fig></sec></body><back><ref-list><title>References</title><ref id="b1"><mixed-citation><person-group person-group-type="author"><string-name><surname>Bevan</surname>, <given-names>S.</given-names></string-name></person-group> (<year>2005</year>), “<article-title><italic>Electronic thesis development at Cranfield University</italic></article-title>”, 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Park is Assistant Professor at the Graduate School of Library and Information Studies, McGill University, Montreal. Eun G. Park is the corresponding author and can be contacted at: eun.park@mcgill.ca</p><p>Qing Zou is Systems Librarian at Lakehead University Library, Thunder Bay, Ontario.</p><p>David McKnight, Director, Schoenberg Center for Electronic Text and Image, Van Pelt‐Dietrich Library Center, University of Pennsylvania Library, Philadelphia.</p></app></app-group></back></article></istex:document></istex:metadataXml><mods version="3.6"><titleInfo lang="en"><title>Electronic thesis initiative pilot project of McGill University, Montreal</title></titleInfo><titleInfo type="alternative" lang="en" contentType="CDATA"><title>Electronic thesis initiative pilot project of McGill University, Montreal</title></titleInfo><name type="personal"><namePart type="given">Eun G.</namePart><namePart type="family">Park</namePart><affiliation>Graduate School of Library and Information Studies, McGill University, Montreal, Canada</affiliation><role><roleTerm type="text">author</roleTerm></role></name><name type="personal"><namePart type="given">Qing</namePart><namePart type="family">Zou</namePart><affiliation>Lakehead University Library, Thunder Bay, Ontario, Canada</affiliation><role><roleTerm type="text">author</roleTerm></role></name><name type="personal"><namePart type="given">David</namePart><namePart type="family">McKnight</namePart><affiliation>Schoenberg Center for Electronic Text and Image, Van PeltDietrich Library Center, University of Pennsylvania Library, Philadelphia, Pennsylvania, USA</affiliation><role><roleTerm type="text">author</roleTerm></role></name><typeOfResource>text</typeOfResource><genre type="case-report" displayLabel="case-report"></genre><originInfo><publisher>Emerald Group Publishing Limited</publisher><dateIssued encoding="w3cdtf">2007-02-20</dateIssued><copyrightDate encoding="w3cdtf">2007</copyrightDate></originInfo><language><languageTerm type="code" authority="iso639-2b">eng</languageTerm><languageTerm type="code" authority="rfc3066">en</languageTerm></language><physicalDescription><internetMediaType>text/html</internetMediaType></physicalDescription><abstract>Purpose To set up a protocol for electronic thesis and dissertation ETD submission for the electronic thesis initiative pilot project at McGill University in Montreal, Canada. Designmethodologyapproach An electronic thesis and dissertation submission protocol was implemented and tested. To test authoring tools, we had 50 students submit their theses or dissertations using one of four style sheets. Wordprocessed files were converted to PDF and XML formats. The pilot project team evaluated DigiTool's effectiveness in digital conversion, capture of metadata and cataloguing, digital content harvesting, digital preservation, and integration with the student information system. Findings All theses experienced some degree of information loss during the conversion. DigiTool is still being tested for storage, cataloguing, and dissemination capability. For full implementation, three major issues need to be addressed further conversion metadata and file formats. Practical implications Most of the issues that have arisen during the McGill pilot project will be mirrored at other academic institutions that are considering electronic thesis submission. Originalityvalue This paper provides insights into the procedures that will arise as institutions go through the process of introducing electronic thesis and dissertation submission.</abstract><subject><genre>keywords</genre><topic>Electronic document delivery</topic><topic>Theses</topic><topic>Academic libraries</topic><topic>Canada</topic></subject><relatedItem type="host"><titleInfo><title>Program</title></titleInfo><genre type="journal">journal</genre><subject><genre>Emerald Subject Group</genre><topic authority="SubjectCodesPrimary" authorityURI="cat-IKM">Information & knowledge management</topic><topic authority="SubjectCodesSecondary" authorityURI="cat-ICT">Information & communications technology</topic><topic authority="SubjectCodesSecondary" authorityURI="cat-INT">Internet</topic></subject><subject><genre>Emerald Subject Group</genre><topic authority="SubjectCodesPrimary" authorityURI="cat-LISC">Library & information science</topic><topic authority="SubjectCodesSecondary" authorityURI="cat-IBRT">Information behaviour & retrieval</topic><topic authority="SubjectCodesSecondary" authorityURI="cat-LLM">Librarianship/library management</topic><topic authority="SubjectCodesSecondary" authorityURI="cat-MTD">Metadata</topic><topic authority="SubjectCodesSecondary" authorityURI="cat-LTC">Library technology</topic></subject><identifier type="ISSN">0033-0337</identifier><identifier type="PublisherID">prog</identifier><identifier type="DOI">10.1108/prog</identifier><part><date>2007</date><detail type="volume"><caption>vol.</caption><number>41</number></detail><detail type="issue"><caption>no.</caption><number>1</number></detail><extent unit="pages"><start>81</start><end>91</end></extent></part></relatedItem><identifier type="istex">83EB13B5E91ECF08DE4FF29F3CA0D271A024CC5B</identifier><identifier type="DOI">10.1108/00330330710724917</identifier><identifier type="filenameID">2800410107</identifier><identifier type="original-pdf">2800410107.pdf</identifier><identifier type="href">00330330710724917.pdf</identifier><accessCondition type="use and reproduction" contentType="copyright">© Emerald Group Publishing Limited</accessCondition><recordInfo><recordContentSource>EMERALD</recordContentSource></recordInfo></mods></metadata><serie></serie></istex></record>Pour manipuler ce document sous Unix (Dilib)
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