Link to 213 arXiv Road Map
Technical
Change email handling to support arXiv admin and moderation ticketing system - The "Request Tracker" software has been selected and we will rework email filtering software to use this instead of the current email-based arXiv admin workflows. Status as of 8/13: Partially complete. Have moved help mailbox, not yet moderation mailbox. After discussion with SAB and moderators it is clear that discussion with moderators should not move to Request Tracker at this stage
Priority Level: L/M/H or TBD
Add automatic classification checks to submission system - We will use classifier software developed by Paul Ginsparg to classify incoming submissions according to our category scheme. Where these automatic classifications differ significantly from the user-selected classifications we will add a warning to the moderator alerts. Status as of 8/13: In discussion with Paul Ginsparg to get software
Priority Level: L/M/H or TBD
Improve tools and interfaces to support moderators - We will work with the SAB and moderators to define and develop better tools that allow moderators to interact more directly and efficiently with the arXiv system and administrators. The overarching aim is to make best use of available moderator effort by making the work of moderators as quick and convenient as possible, consistent with achieving the quality goals and following policies set out by the SAB. Status as of 8/13: Good discussion with SAB and moderators, currently refining list of tasks generated
Priority Level: L/M/H or TBD
Implement new category aliases for cs/math/stat and add a new category for q-fin - In the past the creation of category aliases (e.g. math.IT/cs.IT) and associated recategorization of articles has required a mix of manual DB edits and one-off scripting. We will develop tools to safely do bulk edits of this sort. Testing is also required to ensure that having articles where the primary classification does not match the old-style id as a result of these new aliases is handled correctly everywhere. Status as of 8/13: Not donePriority Level: L/M/H or TBD
Improve author identifier support and data export - Add basic support for ORCID and other author identifiers associated with arXiv accounts. Add periodic data dumps for all public authorship data. Status as of 8/13: Not done
Priority Level: L/M/H or TBD
Improve dataset support - Review use of and experience with the Data Conservancy pilot and then either discontinue or improve interaction. Decide on a medium-term strategy for data and consider assigning DataCite DOIs for ancillary files. Status as of 8/13: The Data Conservancy pilot was discontinued (http://arxiv.org/help/data_conservancy) experience reviewed. We will continue to support modest sized datasets and other materials using the existing ancillary files mechanism (http://arxiv.org/help/ancillary_files), and will ingest data from the pilot as ancillary files to support it long-term. We have subscribed to the EZID service and will assign DataCite DOIs to ancillary files.
Security and login, email privacy - There are significant deficiencies which should be addressed. Issues include: all password entry and authenticated interactions should occur via https; domain based cookies should not be sent to mirror sites; and user email addresses should be more carefully protected. Status as of 8/13: Not done
Alerting system - The email alerting system remains popular but the mechanisms for subscription management are outdated. Users should be able to see and control their subscriptions from their user account page. New software will be developed to replace the extremely old and hard to maintain software implementing the current email subscription system. Status as of 8/13: Not done
User Support and Moderation
Define new tools and interfaces for moderators - Work with existing moderators to gather and refine requirements for new tools and interfaces to support their work. Existing processes are in need of enhancement or replacement as we upgrade moderation processes and work to improve moderator efficiency and convenience. Status as of 8/13: In progress. New email list created for moderator input on moderation tools. A prioritized list of actions to be considered at SAB Sept. meeting.
Move arXiv communications administration to an issue tracking system - We have begun the process of shifting all communications with users and moderators to a web-based issue tracking system (Request Tracker). Service desk functions managed by arXiv administrators include answering user questions, troubleshooting technical problems, soliciting and following up on moderator input, responding to and resolving moderation appeals, etc. These functions are currently carried out using multiple arXiv.org email mailboxes. A modern issue tracking system will provide us not only with better tracking, but built in reporting and issue classification tools for better management of this labor intensive aspect of arXiv administration. Status as of 8/13: Partially complete. See item above, under "Technical".
Governance & Organizational Model
Recruit an Interim arXiv Scientific Director -
Test and refine the operation of the new governance model -The arXiv principles aims to clarify the authority, responsibilities, and constraints of CUL, MAB, and SAB. Ironing out problems and developing a working system may require some time to test and observe the inner operation of the governance model. For instance, there may be overlaps and tension, due to role ambiguity or personality conflicts. Currently there is not a clear mechanism to settle potential conflicts among the three chambers - CUL, MAB, SAB. CUL will engage SAB and MAB in proactively identifying and addressing problems. The first strategy to reduce/avoid tension is having in place a roadmap for arXiv so that everyone knows the CUL team's priorities and goals. Both boards need to understand the vision, priorities, and challenges to be able to contribute to the arXiv's governance. Status as of 8/13: In progress
Create a working relationship between SAB and MAB - The advisory groups need to regularly exchange information in order to contribute to each other's agendas in a meaningful and useful manner. For instance, CUL will provide joint briefings(reports) to SAB and MAB to highlight common interest areas and complementary perspectives. Having ex officio member representation in each group will also faciliate information sharing and developing a common understanding of the respective goals. Status as of 8/13: In progress as we've appointed representatives for each group
Further refine the benefits of being a member for participating institutions - During the governance planning meetings, several ideas emerged as potential free services for members; however, implementing these features may require significant staff time. Therefore these services need to be considered in the context of arXiv's current maintenance and development priorities. After the MAB is formed, in order to better understand demand for services, CUL will invite ideas/proposals and review them with MAB and SAB. Some of the ideas to be considered include: submission-based data when arXiv's metadata structure is ready; institutional repository bulk download. Member institutions are also very keen on informing their scientists and researchers about arXiv's business model (e.g.,arXiv LibGuide to share with their faculty and students in related disciplines). Often, we are advised to make it easier to find business info on the arXiv webpage (one idea proposed is to put links from abstracts or submission forms to 'sustainability' page). Status as of 8/13: To be discussed during the September SAB meeting
Continue the membership drive - We are very encouraged with the five-year pledges received so far. We want to increase the number of arXiv member institutions to create a large and international network of supporters. Another goal is to be able to reduce the institutional membership fees in the future (current annual institutional fees are in the $1,500-$3,000 range). Status as of 8/13: In progress
New Partnerships & Communication
Define a R&D agenda and seek external funds to advance arXiv - So far, CUL's sustainability planning efforts focused on arXiv's operational budget to support the core services and arXiv's strengths in order to stay mission-centric. One of the key goals ahead of us is to define a research agenda for arXiv. We'll seek input from the advisory boards, users/scientists at large, and information scientists. We will develop a methodology for making decisions about arXiv's R&D projects and partners. One of the challenges will be maintaining/developing arXiv as a distinct system vs. envisioning it as a part of a joint scholarly communication infrastructure (interoperability, research data, tracking funding sources, etc.). This is likely to be a potential tension area between the library community and scientists. Status as of 8/13: Not enough attention has been given to this goal as there were more pressing issues
Continue the dialogue with publishers/societies - In celebration of the arXiv's 20th anniversary, on September 23, 2011 Cornell University Library (CUL) hosted a meeting at Cornell with the representatives from several publishers and societies that are interested in Cornell's sustainability planning efforts. The provides a synopsis of the discussion and recommends next steps for continuing this dialogue. We will resume this investigation and discuss the feasibility and desirability of establishing a research and innovation collaboration in support of arXiv. This effort is envisioned to entail a separate funding stream (created by participating publishers and societies) from the operational budget, which includes resources for the routine and core services currently provided by the arXiv team (including essential updates). Status as of 8/13: Held a conference call in September, outcomes & next steps to be discussed during the MAB meeting (seek feedback from SAB)
Define and communicate measures of success - To address this dynamic process, one goal over the next several months is to create an assessment model to help CUL continue to fine-tune the sustainability model. An assessment plan will also help identify unforeseen developments and making course adjustments to the service and collaboration model. Working with SAB and MAB, we will develop an assessment framework with three key components. Desired outcomes and success measures to measure progress (for instance, dynamics of the governance model, level of financial support, enhancements to arXiv, improvements to moderation system, etc.); Assessment model to gauge and report success based on the identified outcome measures; Plan a five-year review process to enable CUL to conduct a comprehensive self-evaluation with input from the Simons Foundation, MAB, SAB, and other key partners. Status as of 8/13: Not done yet
Develop guidelines for engaging in new partnership - arXiv is approached on a regular basis by outside groups asking for advice or special services. Sometimes the assistance requested is minor, but often it would require devoting some amount of staff effort. We need guidelines for determining under what circumstances we will allocate resources in order to collaborate with an outside organization.Working with the arXiv Boards, develop policies that guide consideration of potential working collaborations with outside groups. Status as of 8/13:Not done yet but have an internal CUL partnership assessment tool for consideration
Enhance communication with users (scientists) - Share opinions received from scientists and users with SAB and MAB.How about seeking input from other scientists, arXiv users? What is working well for them that needs to be maintained? What are their unmet needs? What kinds of changes they want to see implemented? CUL needs to have a systematic way of gathering user feedback and this info ought to be shared with MAB and SAB (both groups are also important channels of input as they represent other groups). Will it be useful to encourage users to send feedback directly to SAB and MAB and make them aware of these advisory groups (through a mailing list)? Also scientists know very little about how arXiv is run and how much it costs. Improve communication, it is important for scientists to know that open access is not free and even open access systems need to be carefully managed. Some scientists may think that they don't need libraries any longer. Be vocal about libraries' new roles. Status as of 8/13: To be discussed during the September SAB meeting