[general info]

• What is the ADT program?
  
  The Australian Digital Theses program prototype was developed by 7 Australian Universities during 1998-99, and then opened up to all Australian universities in the latter part of 2000. The central aim is to create a distributed national database of digitised theses available via the web. Providing access via a central database will greatly enhance knowledge about Australian theses and research both nationally and internationally.

• How was the model funded and developed?
  
  The ADT was an initiative of 7 Australian universities in association with the Council of Australian University Librarians (CAUL) and was initially funded by an Australian Research Council (ARC) - Research Infrastructure Equipment and Facilities (RIEF) Scheme grant. The software used to develop the Australian model is based on the work done at Virginia Polytechnic Institute. The University of New South Wales is the lead institution and was responsible for developing the model, modifying the original VT software and providing support. As lead institution UNSW will continue to provide free initial support to new participants.

• What is the ADT model?
  
  The model is a set of standards and procedures that if adhered to by the program participants, will produce an Australian wide distributed database of digitised theses. Access to theses will be via metadata in a central repository harvested from institutions who implement the ADT model.

• How does the ADT model work?
  
  Program participants, using ADT software & ADT standards, deposit or submit digitised theses onto their local servers. The deposit/submission process automatically generates Dublin Core metadata. This metadata is gathered regularly onto a central server, creating a metadata database. This database can then be searched and links are provided to the digitised full text theses files. The theses files reside on the local institutions' servers.

• Is the model scalable & sustainable?
  
  Yes. Producing theses is normal business for universities. Depositing or submitting digitised copies is a natural extension of this process. Digital deposition or submission is done locally in order to fit in with the local IT infrastructure and architecture. The only requirement for the purposes of the ADT program is to conform to a few simple but critical standards that ensure consistent quality metadata is generated for the purposes of the distributed database. This in essence is the ADT model. The model will easily accommodate all CAUL members as participants.

• What about charging for access to theses?
  
  While it is desirable that ADT theses are accessible without restriction or payment, some institutions may want to implement a pay per download/print procedure in some cases. This would involve the local institution investigating an appropriate type of online payment system that would work for them. Any online payment service would then have to be fully integrated within the local institution's accounting system. For ADT purposes, any payment required should 'kick' in after the 01front.pdf file. This similar to the UMI/Bell&Howell practice - a free sample view of the preliminary part of the thesis before charges kick in. The ADT philosophy regarding charging for access is that if implemented that some royalties be passed on to the author.

• How does the ADT program relate to UMI/Bell&Howell?
  
  The ADT program has always sought to conform to international standards for digital theses, to complement rather than reinventing workable practices already in place. As a consequence the ADT theses are similar in format and style to other digital theses hosts such as UMI. In fact, if for example, ADT participants want to submit theses to UMI as well, then the format is the same (PDF) as UMI's preferred format.

[joining & support]

• Who can join?
  
  Membership is open to all institutional members of the Council of Australian University Librarians (CAUL).

• What do I have to do to join?
  
  You need to complete the ADT membership letter and fax or post it to the ADT coordinator at the CAUL secretariat. All details are in the letter.

• What are members' obligations on joining?
  
  The only obligations are that all participants fully support and implement the few critical standards that are fundamental to the creation of the national distributed database. Details of standards are available on the ADT Information Page.

• Who do I initially contact about joining?
  
  The initial contact is Diane Costello at the CAUL Secretariat in Canberra.

• What support can I expect when joining?
  
  The ADT group will provide free a copy of the ADT software and up to 3 hours installation/setup support. After the initial 3 hours extra support will be at cost. All documentation is available on the ADT homepage.

• Who will supply the support?
  
  The ADT Project leader team at UNSW Library will be providing the initial 3 hrs of free support. Additional support will be provided by the UNSW team or someone else with expertise in your region or state on a fee basis.

• Why should my institution join?
  
  Joining is voluntary and to that extent it depends on how significant the ADT model is viewed by the institution. The advantage in joining is to participate in an unique collaborative project developing a national database of digital theses, and being part of a process that makes a valuable research resource much more accessible than it would other wise - both nationally and internationally - resulting in increased exposure for research students. The institution will also benefit by experiences gained in participation that could flow on to other local programs.

• Are there any other similar digital theses programs?
  
  There is an increasing interest worldwide with a loose coalition based around the Virginia Tech's initial model. This group is called the Networked Digital Libraries of Theses & Dissertations (NDLTD) and its aim is to share knowledge, experiences and generally help universities build their information infrastructure, and extend the value of digital theses worldwide. Being a member of the ADT program means automatic membership of the NDLTD as the ADT is a consortial member of the NDLTD.
  
  The NDLTD group is also working with UNESCO to develop a guide for all members to use with a particular emphasis on the needs of developing countries.
  
  The NDLTD organises an annual conference with focus on ETD (Electronic Theses & Dissertaions), with directions, issues and guidelings being explored by the NDLTD Steering Committee. The ADT Program has been officially asked to be a member of the steering committee for 2000/2001.

[software / IT issues]

• How does the ADT deposit software work?
  
  The software is basically standard perl scripts extended by the library cgi.pm, which uses objects to create web forms on the fly and parse their content. It also facilitates file uploading and form handling by generation of html via function call and passing of the form state.

• What IT infrastructure do I need to run the software?
  
  A secure web server with some space to store digitised theses and the ability to run perl scripts.

• Why was PDF chosen as the format?
  
  PDF was chosen as the appropriate format at the time. The main reason for this is that PDF has become a worldwide document standard. It is relatively easy to convert most document types, and it is platform independent with the Acrobat Reader being free and widely available.

• What about long term preservation issues?
  
  Much discussion still centres around appropriate formats, particularly XML.
  
  A number of groups are working on XML/SGML DTD's (Document Type Definition). While these show great potential for archiving and reconversion of theses, there are problems associated including cost, complexity and browser support. DTD's are being developed independently by various groups with the possibility of a standard seemingly remote at this stage. On the fly production of HTML out of XML on the web server appears to be on the horizon, and it is hoped that this would obviate some problems. The National Library of Australia will advise on digital preservation issues.

• What is the difference between deposit and submission?
  
  The project group made this distinction to differentiate between 'depositing' a digital copy of existing paper theses and 'submitting' digital versions as the one and only copy. Deposit implies parallel processing - ie the submission of a traditional paper bound version and the deposit of a digitised version. The ADT program is aware that it will be some time before institutions move towards accepting the submission of digital versions only.

• Can I use the existing ADT software for both deposit and submission purposes?
  
  Yes. The software can be used for the same purposes - in essence, the procedure is exactly the same. A second version of the software will be developed which will make electronic only submission easier.

• Can I use the software for restrospective conversion of theses as well?
  
  Yes. This will involve scanning the theses with a an agent/third party depositing theses via the ADT software. Reliable OCR software could be used to scan the abstract which can then be cut and pasted into the deposit form. The University of Melbourne has investigated best practice options for this process on behalf of the ADT program.

• Can deposit/submission be done remote to the Library?
  
  Yes. Submission can be done virtually from anywhere. All you need is a computer with internet access and access to the ADT deposit form.

• Can access to theses be restricted?
  
  Yes. Theses can be completely restricted for a defined period, or restricted to the local campus only. However, the philosophy behind the ADT program is to make access to Australian research available world wide wherever possible.

• Where can I find further details of conventions and the ADT program in general?
  
  Go to the ADT Information Page and see the various links there.

[authors & readers]

• Can you tell me how often a thesis is viewed and by whom?
  
  We can tell how many times the thesis has been viewed but not by whom. To do so would required capturing personal details. This was something that was originally thought about and a form was designed for this purpose, but it was ultimately abandoned as there were certain complications including the issue of privacy. Something that will need revisiting in the future.

• Can I deposit/submit to an institution other than the one I did my thesis at?
  
  Deposits to the ADT program are exclusive to participants. Please see list of ADT contacts. If your institution is not on the list please refer your request to Diane Costello in the CAUL Secretariat, or approach your institution directly.

• What about document security?
  
  The standard document security set for the ADT is to allow read & print only.
  
  This security is set by the local ADT administrator. However, PDF is not immune to hackers. There will always be a risk but the security settings will minimise such risk.

• What about copyright and plagiarism concerns?
  
  There will be instances where parts of the document are subject to copyright restrictions. These parts, or the whole document can be restricted by choosing the appropriate restriction on the deposit form. Plagiarism will always be a problem and of concern. However, many authors participating in the ADT program, feel that by publishing on the web for all to see [with appropriate document security] is more likely to be a foil against blatant plagiarism. The thinking being that if the thesis is lying in relative obscurity in a university library it is more likely to be susceptible.
  
  The local institution may also feel it needs to protect the intellectual property of its research community and therefore choose to restrict open access to their theses. However, copyright remains with the author in most instances, and it should be up to the author to choose the appropriate restriction at all times.
  
  If you have further concerns please contact your local ADT coordinator.

• Do I have to ask my supervisor before submitting?
  
  In most cases copyright and ownership resides with authors. However, it is recommended that authors of currently completed theses inform their supervisors.

• How do I contact an author of a thesis?
  
  Unless contact details are available somewhere on the actual thesis, it is advised to try the institution in the first instance.

[local setup procedures & other tips]

• What are the ideals of the ADT Program?
  
  For Australian theses to be as widely available as possible - free of any restriction. To provide easy access to information about the research contained in theses, and access to the theses itself. To promote knowledge about Australian research and the authors of this research worldwide.
  
  
• What types of theses are acceptable to the ADT Program?
  
  PhDs or equivalent, and Masters by research only.
  
  
• When should a thesis be deposited using the ADT software?
  
  Only theses that have met the requirements of the award and have been officially approved as such. This may change with the evolution of the ADT program to mandatory or optional direct electronic submission.
  
  
• When should the theses be converted to PDF format?
  
  The conversion to PDF needs to be done before completing the deposit form as the form also incorporates the uploading of the PDF files to the local server.
  
  
• Who provides local support for students?
  
  There are no hard and fast rules on this. It very much depends on how the local institution wants to do. As this is a Library initiative, it is assumed that the Library take a leading role in supplying necessary support and help to develop support structures with other vital interested parties such as the schools and faculties. This will necessitate making available the appropriate resources - software, hardware and peopleware.
  
  
• What communication channels are there for ADT participants?
  
  All official member contacts will be added to the ADT mail list by the National ADT Coordinator. This is a closed list for participants only for their use in sharing experiences, information, discussing issues du jour, etc.. ADT members joined to the list also have access to the ADT Forum bulletin board. The forum is password protected. The Forum is a good place to look as discussion & information about the ADT program is organised according to particular themes. It is also searchable. Highly recommended, and all participants are encouraged to use and contribute to it. There is also an ADT software group with a separate list. This is a small technical group which will advise on software developments and directions to the program in the future.
  
  
• Any tips on how to promote & disseminate information about the ADT at the local level?
  
  Here is a list of suggestions: -
  • as print theses arrive in the Library, send an invitation to join the ADT Program to each student
  • Negotiate with the postgraduate office (or equivalent) to insert a flyer with postgraduate information pack
  • as students give notice of pending submission, arrange for them to be sent a reminder flyer
  • use existing email list to broadcast information
  • arrange for links to the ADT Homepage and/or local version of the ADT Program page on any relevant web pages - eg Postgrad board page, Faculty/School pages, Student support pages, etc..
  • publicise by way of articles/summary on local intitutional publications, including Alumni if desired
  • do formal presentations to Research Committee (or equivalent); to Postgrad seminars, to Library advisory committees (or equivalent)
  • and anything else that seems appropriate at the local level
    
    
  Parallel to all this activity should be the beginnings of developing a strategy and momentum to have the local regulations changed to accept some form of electronic submission. This can be acceptance of electronic submission as an option to the print, or mandatory electronic submission only to the Library, or mandatory submission of both print and electronic versions. This will inevitably be a slow process. Having an effective model in place, both at the local and national levels, will help in building momentum and assuage concerns.
  
  
• Are there any examples of local promotional material?
  
  There are some examples available. It was agreed by the original members to share their promotional material and it is hoped that more will become available. Some examples from UNSW (all in PDF format):
  [postgrad coursepack flyer] [individual graduate student] [general ADT flyer]