Institutional Repository (HŌKŪ)

HŌKŪ, the University of Hawaiʻi at Hilo institutional repository, is a community of the UH System Repository locally administered by the Edwin H. Mookini Library and hosted at the University of Hawaiʻi at Mānoa. The repository enables us to capture, preserve, and distribute the intellectual output of the University of Hawaiʻi at Hilo and can serve as a resource for data, project reports, working papers, teaching materials, bulletins, as well as peer-reviewed articles.

Some information provided in this guide has been adapted with permission from policy guidelines for the ScholarSpace Institutional Repository.

Institutional Repository Mission Statement

The mission of HŌKŪ is to serve as a managed online space where UH Hilo scholarly or creative content in electronic formats may be stored, preserved, and disseminated.

Digital Collections and Repository Program

Please see the D-CARP website for more information on policies and guidelines that apply to HŌKŪ:

  • Defining Communities and Collections
  • UH System Repository Rights & Responsibilities
  • Community Rights & Responsibilities
  • Content Submitters Copyright
  • Metadata elements
  • Provenance data
  • Contributor & Privacy Policies
  • Preservation Formats & Levels
  • Withdrawal of Items
  • Backup & Recovery

Community Start-Up Procedures

  1. Initial contact between the Mookini Library Collection Development Librarian and the prospective community.
  2. Community chooses a coordinator to act as a liaison to Mookini Library staff.
  3. The community, in partnership with the Mookini Library, develops Community policies regarding submissions, access, content withdrawal, workflow, membership, and preservation strategies. A list of those members authorized to perform workflow steps should also be provided to the Mookini Library at this time.
  4. Mookini Library staff creates the community, initial collections, and the corresponding interfaces in consultation with the community coordinator. The Mookini Library then authorizes groups and individuals as outlined by the community, and posts the final version of the Community policies, as well as written agreements between the community and the UH System Repository on the community webpage for future reference.

Submission Steps for Authorized Contributors

  1. Register with the UH System Repository and edit his/her user profile.
  2. Post a submission to a specified collection.
  3. Enter metadata for a submission, using standard forms with community-specific default values.
  4. Include additional metadata with a submission.
  5. Bundle multiple files of various formats in a single submission.
  6. Allow the system to identify formats of submitted files, with user override.
  7. Grant a non-exclusive license to UH to distribute a submission in accordance with the specified distribution policy and translate it for the purposes of preservation.
  8. Receive updates of submission status (approved or rejected).


The UH System Repository recognizes that communities have very different ideas for how material should be submitted to the repository, by whom, and with what restrictions.

  • Who can deposit items?
  • What type of items will they deposit?
  • Who else needs to review, enhance, or approve the submission?
  • To what collections can they deposit material?
  • Who can see the items once deposited?

All these issues are addressed by the community representatives, working together with library staff, and are then modeled in a workflow for each collection to enforce their decisions. The system has the notion of “e-people” who have “roles” in the workflow of a particular community in the context of a given collection. Individuals from the community are registered with the UH Hilo Institutional Repository and then assigned to appropriate roles. The following are typical community representatives who support the workflow process:

  • Submitter
  • Reviewer (optional)
  • Coordinator (optional)
  • Metadata editor (optional)

An e-mail message is sent to each person at the appropriate step in the workflow, with authorizations set up in advance for each role.

Submitter permissions

  • Can edit metadata for own submission
  • Can upload files for own submission
  • Cannot do anything once item is submitted

Reviewer permissions (optional)

  • Can review content of all files submitted to collection
  • Can accept or reject all submissions to collection
  • Can send a message explaining decision
  • Rejection will stop submission
  • Acceptance will let submission go to next step
  • Cannot edit metadata, or change files

Coordinator permissions (optional)

  • Can edit metadata of all submissions to collection
  • Can accept or reject all submissions to collection
  • Can send a message explaining rejection
  • Rejection will stop submission
  • Acceptance will move submission to next step

Metadata editor permissions (optional)

  • Can edit metadata of all submissions to collection
  • Submission automatically becomes part of the IR after this step (any approval would have happened before)