Repository Migration to Bepress from DSpace for Stony Brook University
Karki, Uday; Fitzgerald, John; Pilato, Victoria
- Publisher
- Zenodo
- Language
- en
Abstract
This presentation outlines Stony Brook University Libraries’ comprehensive migration project from the legacy DSpace repository to the Bepress Commons platform. Led by Project Manager Uday Karki with support from team members Victoria Pilato and John Fitzgerald, the initiative represents a major step toward modernizing the university’s digital collections infrastructure. The migration offers numerous advantages, including a centralized and cloud-based platform for local collections, ADA compliance, and streamlined authentication via Single Sign-On (NetID). Additional benefits include improved analytics and interactive download maps to track engagement and usage trends. The project is structured in three phases. Phase 1 focused on designing the Bepress hierarchy, mapping metadata, and extracting source data. Phase 2 involved reviewing and editing collection spreadsheets, performing batch uploads via Excel, verifying the migrated content, updating URLs across various systems, including Alma, WordPress, and LibGuides, and providing training to staff. Phase 3, centers on final transitions, such as notifying the State University of New York Office of Library and Information Services (SUNY OLIS) for DSpace removal, establishing URL redirects, updating local Handle server data, and ensuring seamless integration with Primo’s Discovery Search. Throughout the process, the team has navigated challenges and delays related to taxonomy restructuring, metadata mapping, and upload limitations, collaborating closely with Bepress and collection stakeholders’ support to resolve them. This project exemplifies innovation, accessibility, and collaboration in advancing digital scholarship and institutional repository services at Stony Brook University.
Full text
‘- NIRD Conference | December 4, 2025 Repository Migration to Bepress from DSpace for Stony Brook University Uday Karki John Fitzgerald Victoria Pilato SBU Libraries Digital Services
‘- Project Manager: Uday Karki Team Members from across the Libraries ●Digital Services ●Content Management ●Special Collections ●University Archives ●Preservation
‘- SBU & SBU Libraries
‘- What Exactly is bepress? https:\\commons.library.stonybrook.edu
‘- Benefits to Migrating to bepress ❖Centralized platform for our local collections ❖Cloud based ❖Americans with Disabilities Act (ADA) compliant ❖Single-Sign-On (NetID) implementation ❖Analytics (usage data?), Download maps ❖Bot mitigation in the works
‘- Presentation Overview ●3 Phases Of Our Migration ○Stakeholder engagement, organization, & mapping ○Run scripts, review, and upload ○Shutdown old systems, enhance bepress discovery and access ●Challenges & Resolutions ●Where We Are Now
‘- Phase 1 ❖Bepress Hierarchy Structure ❖Metadata Mapping ❖Extracting the Source Data
‘- Management & Structure
‘- Phase 1 cont’d ❖Bepress Hierarchy Structure ❖Metadata Field Mapping ❖Extracting the Source Data
‘- Basic Metadata Clean-Up 2/2
‘- Phase 3 ❖Notify OLIS for SUNY Dspace removal ❖Setup URL redirects (Network level) ❖Local Handle server (Update data table)
‘- Preserving the Handles Persistent Identifier http://hdl.handle.net/11401/78634 this points to https://repo.library.stonybrook.edu//xmlui/handle/11401/78634 New Location Is https://commons.library.stonybrook.edu/sbstatesman/2937/
‘- Phase 3 cont’d ❖Shutdown DS4, DS6, and ContentDM ❖Visibility to Primo’s Discovery Search
‘- Challenges and Resolutions ❖New hierarchical structure and organization ❖Data Mapping (ex. Author Name instead of Dublin Core Creator) ❖Batch Upload Limitation - Only one file attachment - now remedied after we spoke with the bepress team ❖Data Extraction with item file URL ❖File conversions for better access (such as .jp2 >.jpg & .wma >.mp3)
‘- Book Covers Auto Generate Covers do not auto generate for file sizes 100MB and over
‘- Where We Are Now ❖After further collection management assessment all collections marked for migration have been uploaded. ➢in the order of their collection use ➢after being reviewed before upload because they are all unique ❖We are currently in Phase 3
‘- Bepress Migration Questions? T h a n k Y o u Dare to BePress
