EPrints Case Study: Politeknik Negeri Bali | Mass User Import Integration for Repository Delivery Efficiency

Politeknik Negeri Bali (PNB) has successfully implemented an EPrints 3.4.4 (Affogato Snowmelt) institutional repository system accessible at repository.pnb.ac.id. One of the most significant achievements in managing this repository is the integration of a mass user import system that enables PNB to manage over 2,000 student accounts each new academic year.

The Initial Challenge: Complex User Delivery

Before the integration, the PNB Library team faced significant challenges in the EPrints user account delivery process. Every student required to upload their thesis, final project, or dissertation needs an account on the repository. Manually creating accounts for thousands of students each year took weeks and was prone to data entry errors.

PNB students are required to submit their scholarly works to the EPrints system as a graduation requirement. Generally, students begin submitting in their final semesters, specifically:

Program Level	Total Semesters	Submission Semester
D3 (Associate Degree)	6 semesters	Semester 5-6
D4/S1 (Bachelor’s Degree)	8 semesters	Semester 7-8

The submission process takes place after students complete their research and receive supervisor approval. With thousands of students per cohort, the need for a fast and accurate account creation system became critically important.

The Solution: Mass User Import Integration

PNB integrated its internal academic information system (SION/PDDIKTI) with EPrints to perform automated and scheduled user imports. This process leverages data-based import features that enable:

• Import of >2,000 users per new academic year in minutes rather than weeks
• Data synchronization from the academic system to the repository automatically
• Verified account creation with accurate student ID, name, study program, and department data
• Automatic triggering at the start of each new academic year, ensuring no student is missed

With this approach, library staff no longer need to create accounts one by one. Data from the academic system is directly mapped to EPrints user structures, including roles, departments, and related metadata.

Impact and Benefits

1. Dramatic Operational Efficiency

A process that previously took 2-3 weeks is now completed in a matter of hours. Library staff can focus on curation, content validation, and user services instead of administrative account creation work.

2. Improved Data Accuracy

Without manual entry, errors in names, student IDs, or study program affiliations are virtually eliminated. Data comes directly from an already-validated academic system.

3. Timely Submission Readiness

Final-year students can immediately log in and submit their scholarly works without waiting for manual account creation. This accelerates the upload process and reduces bottlenecks at the end of each semester.

4. Regulatory Compliance

PNB complies with the Directorate General of Learning and Student Affairs Circular Letter No: B/323/B.B1/SE/2019 on the Publication of Scholarly Works for Undergraduate, Master’s, and Doctoral Programs, as well as Ministry of Education and Culture Regulation No. 3 of 2020 on National Higher Education Standards.

Repository Statistics (as of May 2026)

The PNB repository currently houses over 10,000 scholarly items spread across various departments. The Business Administration department alone contributes over 1,800 items, including Final Projects, Theses, Publications, and Intellectual Property Rights (HKI).

Technology and Infrastructure

PNB uses EPrints version 3.4.4 with a custom theme from Open Journal Theme (OJT). Several key features that support the PNB repository ecosystem:

• Turnitin integration for similarity checking of all student final projects
• EPrints REST API enabling two-way communication with the academic system
• Centralized authentication system allowing students to log in using campus credentials

Conclusion

The mass user import integration implemented by Politeknik Negeri Bali is a successful example of how higher education institutions can leverage repository technology to improve operational efficiency while strengthening the culture of scholarly publication among students. With over 2,000 users imported each new academic year, PNB has built a scalable repository foundation ready to support the growth of scholarly collections in the future.