Preservation of the IFPRI record: A case study of institutional repository mergers and migrations

At its core, a repository migration is the transfer of records from one system to another. In some cases, it is more of an unraveling, repair, relocation, and rebuilding of a historic property. In 2024, the International Food Policy Research Institute (IFPRI) library undertook its second migration from an independent CONTENTdm repository to a shared DSpace repository. The institute set an ambitious goal to complete the migration within a single contract cycle with CONTENTdm. Since 2012, the repository has functioned as a bibliographic metadata layer serving the main corporate website, numerous project sites, and the global consortium (CGIAR) website, as well as a digital publishing platform and institutional metrics and reporting system. The team started working with a combination of tools, including: Microsoft Excel, OpenRefine, and custom scripts. Microsoft Excel allowed staff to easily see and manipulate large amounts of data across different metadata fields. OpenRefine (version 3.7) was instrumental in normalizing and cleaning name and keyword variations, as well as locating and editing a single repeated datapoint. The scripts, created by a member of the team and author of this paper, saved hours of time and allowed the team to meet ambitious goals. The team successfully migrated over 20,000 records within 13 months while simultaneously improving metadata quality. Prior to the migration, about half of journal articles lacked external links and several dozen PDFs had been lost over time. Additionally, from 2008–2017, IFPRI’s records experienced an average of 40% link rot. All of these issues were resolved during this process. Furthermore, the IFPRI record is now interoperable with the other CGIAR institutions and external search engines. While repository and metadata management remain ongoing tasks, this migration represents a significant step forward in preserving institutional knowledge, adopting established standards and best practices in knowledge management, supporting consortium activities, and enhancing the visibility of agricultural research outputs.