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Unique and Persistent Identifiers as Gamechangers

Unique and Persistent Identifiers as Gamechangers

How automated OA Switchboard alerts using RoR, DOIs, and ORCID strengthen deposit, reporting, and interoperability for University of Kent


Library at a glance:

  • Location: Kent, UK

  • OA Switchboard role: Library participant

  • Integration system: TOPdesk (Enquiry Management System) and KAR (Kent Academic Repository, built on EPrints)

  • Primary use case: Early-warning system and timely deposits of research outputs, and REF 2029 preparedness and stronger funder reporting


The Challenge

The Library at the University of Kent must ensure that all eligible research outputs are deposited in KAR (Kent Academic Repository), the institutional repository built on EPrints, in a timely and compliant manner. With REF 2029 approaching, timely deposit is not optional, it is essential.


Historically, this process relied on a combination of publisher emails, database searches, and author input. These methods were time-consuming, inconsistent, and carried a risk of missing eligible outputs.


A core issue is always metadata consistency:

  • Research funder information was not captured in a controlled or usable way

  • Links between outputs, grants, authors, and institutions were fragile or absent


Because KAR is not integrated with University of Kent’s research information management system (Worktribe), research funder data could not be reliably recorded or reused. This made accurate reporting of outputs from funded projects difficult.


The Library needed a solution that would:

  • Ensure early and reliable identification of new publications

  • Reduce the risk of missing REF-eligible outputs

  • Improve research funder reporting accuracy

  • Enable interoperability across systems, now and in the future


At the heart of this challenge is the need for unique and persistent identifiers - including ROR IDs, DOIs, and ORCID iDs - to provide a shared, trusted foundation for data exchange.

 

The Approach

The University of Kent has used OA Switchboard for several years as an automated alerting mechanism, fully integrated into its enquiry management system, TOPdesk.

OA Switchboard P1 messages, sent directly from publishers, automatically generate a ticket in TOPdesk. Each alert triggers a clear, standardised workflow:

  • If a record already exists in KAR → the record is updated

  • If no record exists → a new record is created in KAR


This, working concurrently with JISC PubRouter’s automated feed direct into KAR, ensures that no publication goes unnoticed and that action is taken immediately when an article is published. At time of writing JISC PubRouter is still operating, but its withdrawal will have a significant impact and require a review of Kent’s approach.


Crucially, OA Switchboard messages rely on persistent identifiers:

  • DOIs to unambiguously identify publications

  • ORCID iDs to link outputs to authors

  • ROR IDs to consistently identify the research funder


Because the metadata originates from the authoritative source (the publisher) and is structured around globally adopted identifiers, the information is standardised, reliable, and reusable across systems.


ROR IDs were also incorporated into Worktribe paving the way for further future integration.


The Impact

The use of OA Switchboard - underpinned by RoR, DOIs, and ORCID iDs - has delivered measurable benefits:

  • Faster than any other alerting method

    OA Switchboard notifications arrive earlier than databases or manual discovery workflows, enabling immediate action.

  • Standardised, reliable metadata

    Publisher-originated, ID-driven messages reduce ambiguity and eliminate much of the manual correction previously required.

  • Improved REF readiness

    The risk of missing eligible outputs is significantly reduced, strengthening preparation for REF 2029.

  • Better research funder reporting

    Clear, persistent links between outputs, grants, authors, and the institution improve reporting accuracy and institutional oversight.

  • Enhanced interoperability

    The consistent use of ROR IDs, DOIs, and ORCID iDs creates a shared metadata backbone, enabling smoother integration between repositories, workflows, and external systems—both now and in the future.


Key Takeaway

For the University of Kent, OA Switchboard functions as an early-warning system for research outputs. But its effectiveness depends fundamentally on the use of unique and persistent identifiers.

Without widespread adoption of RoR IDs, DOIs, and ORCID iDs, true automation and interoperability are not possible.


By integrating OA Switchboard P1 messages directly into TOPdesk, linking them to KAR, and embedding persistent identifiers at every stage, the Library achieves:

  • Timely deposit

  • Standardised metadata

  • REF 2029 preparedness

  • Stronger funder reporting

  • Sustainable, future-proof interoperability

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