Goldsmiths - University of London

Deposit Guide

Goldsmiths academic staff may deposit materials directly in Goldsmiths Research Online. Users will be authenticated by the Goldsmiths directory so you will need a Goldsmiths ID to be able to add materials. All staff should add details of their research publications to the repository and in addition are encouraged to submit any associated full text papers, articles and digital objects.

PhD research students are required, from September 2009, to deposit an electronic copy of their completed thesis to EThOS and Goldsmiths Research Online via our mediated service. See the Goldsmiths Library guide to the EThOS project and electronic theses for more information. Some departments also encourage research students to use GRO themselves and deposit other materials.

1. Advice on copyright
2. User accounts and login
3. How to deposit
4. Managing your records
5. Departmental editors
6. File formats

Advice on copyright

Material held in Goldsmiths Research Online is protected by copyright and other intellectual property rights. If you want to upload the full text of the item it is your responsibility to make sure that you have copyright clearance to include the paper in an institutional repository and permission from any co-authors. There are many resources available to help you do this.

Journal articles - In most cases authors sign agreements transferring copyright to the publisher. The majority of academic publishers' contracts allow authors to deposit a copy of their texts in the institutional repository. Publishers do not, however, usually allow re-use of their PDF (layout and formatting), so in order to deposit full text of an article in the repository, authors are required to provide the ‘camera-ready' or edited version. Publishers will specify whether the pre-print or post-print (peer-reviewed, edited) version may be included in a repository.The record for each article includes full details of the original publication and a link to the official journal URL.

Unpublished papers - Author retains the copyright. Note: some publishers will not publish any articles which have been publicly available e.g. in a repository. If in doubt, check with the publisher directly.

Conference papers - Author usually retains the copyright.

Books and book chapters - Permission should be negotiated individually with the publisher.

Other works - The creator of other works deposited in Goldsmiths Research Online should seek permission to include copyright material as necessary.

What can you do?

• Check the list of publisher copyright policies and self-archiving on the ROMEO web-site. http://www.sherpa.ac.uk/romeo.php
• Check your copyright agreements. Many publishers have their agreements available on their web-sites. Some publishers now offer "license to publish" agreements as an alternative to "Copyright transfer" agreements which may allow authors to deposit papers in institutional repositories.
• Keep an electronic copy of your final pre-publication version. Many publishers allow final author versions of publications to be added to an institutional repository but they do not allow re-use of the publisher's pdf. Again, check ROMEO (http://www.sherpa.ac.uk/romeo.php) for publishers' policies and your individual contracts.
• If the publisher sets an embargo on newly published articles, upload the electronic version of a paper to the repository but set an embargo date or make it restricted access on a permanent basis.
• If the publisher does not allow use of the publisher's version/PDF in an institutional repository, you will need to prepare your own version of the post-print version.
• If you can not include full-text, add bibliographic details only and link to the published version of the publication on the publisher's web-site.
• A cover sheet will be produced automatically for text type items, which contains information about the repository and the original publication, for the purpose of managing copyright and moral rights. For media items, please include identification information in the item itself.
• Consult http://www.arl.org/sparc, the Scholarly Publishing and Academic Resources Coalition, for advice on amending your publishing contracts.
• If your research includes creative or applied arts consult the Kultur project's IPR Work Package and contact the Goldsmiths Research Online staff to discuss your strategy.

User accounts and login

Login

All Goldsmiths academic staff may use the repository to deposit materials. To do this, you must log in. Use your Goldsmiths login details i.e. username and password e.g. ab01yz.

Your User Record

Goldsmiths academic staff and research students from some departments have a user record. When you have logged in and clicked on "Deposit Papers," you'll see an option saying "View/change your user record": Select this option to view your user record.

Your user record is used to hold information about you. Some of this information will be associated with eprints you upload; some of it is for internal repository use.

The "Manage deposits" page will show a number of options and any items you are working on or have submitted but are not yet approved by an editor. The options are described below. Note that the options and information that appear may vary slightly, depending on whether you are in the process of depositing any papers and whether you have any papers pending entry into the main repository.

Your workspace

Papers that you are in the process of uploading are in your workspace.

If your workspace is empty, which will be the case when you first visit the page, you will see a button "New item". This button will add a fresh, empty record to your workspace and allow you to start editing it. You also have the option to "Import items" so you can import records from packages such as EndNote or DOI (via CrossRef).

If there are papers in your workspace, you will see a list of those papers. Click on the title of a paper to see various options about it. If you start uploading a paper, you can decide that you wish to wait until later before completing the upload, and you can start on another paper.

How to deposit

1. Login

   Login to the Repository using your Goldsmiths ID and password http://eprints.gold.ac.uk. If you do not have a Goldsmiths staff ID please contact the IT Helpdesk.
2. Check to see if the item you want to deposit is already listed in the repository, using browse or search. If it is, then go to 'Managing your records' and follow instructions for 'New version'. If not, then create a 'New item'.

3. New item

   Select new item. Select the item type which is most appropriate for your paper and click on Next. Note: Working papers and discussion papers are classed as Monographs.The following types of output are included in the repository, however this list is not exhaustive:
   • An article from a journal, magazine or newspaper – either pre-print or post-print version, depending on publisher's copyright conditions
   • A chapter or section from a book
   • An authored book
   • An edited book or conference volume
   • A paper, poster, speech, lecture or presentation given at a conference, workshop or other event
   • A monograph- this includes working papers, discussion papers, project or technical reports, manuals or other documentation.
   • A book review
   • An artefact - an artist's artefact or work product.
   • A show/exhibition - an artist's exhibition, installation or site specific performance-based deposit
   • A design
   • A musical composition
   • A performance of a dramatic or musical event.
   • An image.
   • A digital or visual work (e.g. published on a CD-ROM or DVD)
   • A film or video.
   • A sound recording.
   • A dataset - a bounded collection of quantitative data (e.g. spreadsheet or XML data file).
   • Other research outputs, e.g. projects

4. Upload

   If you wish to upload any files associated with the item e.g. the PDF of a journal article or book chapter then click on Browse, highlight the file to be uploaded and click on Upload. If you do not wish to upload any files click on Next to continue. NB: you are strongly encouraged to upload documents to the repository. If there are any restrictions on access, you may set them once you have uploaded the file.

5. Set access

   If you have uploaded a file you will be prompted for more information and you will be able to set restrictions on access to the file. The preferred option is to make the file publicly available, however if you need to set restrictions on access due to publishers' requirements you may choose to set access restrictions as "Visible to Repository staff only" or "Registered users only".

   Repository staff only

   A small number of Goldsmiths staff who have administration rights on the repository e.g. the Repository Administrator, Research Office staff, Departmental Administrators, Heads of Departments.

   Registered users only

   All Goldsmiths staff and doctoral research students.

6. Describe version

   You may specify whether this content is: draft, submitted, accepted, published, updated, supplemental material, presentation, cover image, additional metadata or other.

7. Set embargo

   If there is an embargo on when the full text may be made available to the public then you can enter the date that the embargo ends and the paper will automatically be made available.

8. License

   You may want to make the full text of the item available but under certain conditions of use. You will be offered a list of various Creative Commons licenses. If you select a license at this stage it will only refer to this particular item. All items are governed by the Goldsmiths Deposit license. Click on Update document and add any additional files associated with this item e.g. images. Click on Next

9. Details

   Complete the fields in this section as required. The bibliographic information fields are used to create the citation. The fields will vary according to the eprint type selected. Mandatory fields (metadata) are marked with an asterisk.

   Details should be entered in accordance with the AACR2 (Anglo-American Cataloguing Rules) standard. Citations are compiled in British Standard name date style. To format citations differently, we recommend you export your bibliography to EndNote and use that to convert the citations style.

   Author names & username

   Very important as the surname of the first author is one of the most significant distinguishing pieces of information about a paper. Please make sure spelling is accurate and be consistent with given names/initials. It is important to be consistent so that searches will recall all publications by the same author. Please enter Goldsmiths email in username@gold.ac.uk form for all Goldsmiths authors - this information is used to create publication lists on the Goldsmiths web pages and is the unique identifier for the author so is very important. This information is not publicly accessible. There is a built-in autocomplete for author IDs, so it is likely that you will be able to select the author from a list, which will appear when you begin to type the name.

   Title

   If possible, cut and paste the title of the paper directly from its contents. Use the Title field for the correct title including any diacritics.

   Date and publication status

   Publication information includes full details of book or journal, including date, issue no. and ISSN) or information about when and where the work was made public, for non-print works. It is important to mark the difference between an article that has successfully been through the peer-review process and those that have not (or not yet). Please ensure that this information is updated after a paper has been accepted.

   Year, issue number, page numbers

   - These three numbers are all significant in distinguishing citations of similar sounding items.

   ISBN or ISSN

   These numbers are significant in identifying specific published sources.

   URL

   - The URL of the published version should go in the official URL field. There is also a field for other associated URLs.

   Identification number

   - doi, for items published electronically. Use the CrossRef free DOI lookup to find this out. When you have the doi, you can use that to import the details automatically.

   Contact author email

   You may register your email address so that interested readers can email you and request an electronic copy of the paper. If you are happy for an individual copy to be released the repository will automatically email a copy to the requester.

10. Keywords:

    It is useful to add keywords to help searchers identify your paper. Think carefully about the words you use. Include abbreviations, synonyms, alternative spellings or any terms which you think will help identify your paper. Separate each term with a comma and space e.g. organization, organisation. You do not always need to enter plurals - the database automatically searches for plural "s" e.g. organisation will search for organisation or organisations, however you will need to input irregular plurals e.g. children, women.

11. Additional information

    Any contextual information that you wish to display publicly. If the publisher requests that repository copies are accompanied by a set statement, this is the place for it.

12. Comments and suggestions

    Confidential remarks to your departmental editor or GRO staff, for example regarding copyright

13. Contact Email address:

    Add a contact email address if you have put restrictions on access to any files. Interested users can then email you to request a copy of a paper and you may choose whether or not to release a copy.

14. Goldsmiths Departments, Units and Centres:

    When you have completed the metadata fields, click on Next. Your Department will be pre-selected. You may select additional Goldsmiths Department, Units or Centres. NB: this field will be used for reporting purposes.

15. Deposit agreement

    Read the deposit licence and click on "Deposit Item now"

16. Warnings

    Note that if there are problems with the paper (for instance, if a document file upload hasn't worked, or the associated bibliographic information is invalid), you will be told what is wrong, and you will not be able to deposit the paper until those problems are fixed.

17. Deposit

    The item will be placed in a "buffer" for checking by an editor. If your item is accepted it will be added to the repository within 5 days. If not, you may be asked to amend some data before it can be added or it may be returned to you with an explanation.

Save for later

Import

If you select the Import tab, you have the option to "Import items" so you can import records from packages such as EndNote or by entering the DOI (via CrossRef). Contact the Repository Administrator if you require advice and help about importing.

After deposit, the entry is submitted for review by the departmental repository editor. The editor checks the metadata and the intellectual property conditions, then approves the item to go into the live resource, or contacts the author/creator.

Managing Your Records

Author edit records before sending to review

View item
View the summary of the item.
Edit item
Make any changes to the metadata record, upload or delete associated files.
Deposit
If you're satisfied that you've completed uploading the paper and associated information as you had intended, then you can select the paper and click on this button to deposit the paper in the repository. Note that if there are problems with the paper (for instance, if a document file upload hasn't worked, or the associated bibliographic information is invalid), you will be told what is wrong, and you won't be able to deposit the paper until those problems are fixed.
Destroy item
Remove this item from the system forever.

Updates

Don't forget to update the record if a later version of your paper becomes available. It's important that the information in the repository is accurate and reflects the publication agreement.

Export

Export the item in a variety of formats e.g. EndNote

Adding full text papers on restricted access: "Request EPrint" function

You may add full text research papers or materials to the repository without making them publicly accessible. This is recommended only if there are publishers' restrictions on the material such as an embargo (see ROMEO list for publishers' policies) or other reasons that you may not want your research to be available on the Internet. You can set the access restriction on your material yourself. The default is public so the full text will be available to all internet users, or you can select to limit access to "authorised users" who will be all Goldsmiths staff members (registered on the LDAP) or you can limit access to "repository staff", this will be a small number of repository administrators who will need access to the full text for preservation issues and administration e.g. for REF submission.

If you choose to place restrictions on the full text of your research then you can register your email address under the Contact email address field and when a user views the description of the publication they will see a "Request EPrint" button. By clicking on this email you will receive a request for an email copy of your paper to be sent to the user in question. NB: the user will never see your email address, it will always remain confidential. If you agree for a copy to be sent then this will be done automatically.

Links and bibliographies

You can use the repository to create a link to your pulications list - browse to your records using Browse by author. Copy the URL and put it into your e-mail signature or use it to make a link to your bibliography in GRO.

Other options for putting bibliographies into departmental web pages are in development.

Departmental editors

See the Guide for Goldsmiths Research Online (GRO) editors

File formats

You can deposit full-text or other files of your work such as images, sound files or video clips.

Files held in the repository are intended to remain available on the web in the long-term. We therefore recommend that you use the formats below to ensure that your work remains accessible.

Text documents

Recommended:

• PDF

Accepted:

• RTF
• PDF/A
• Plain text (Unicode UTF-8)
• XML
• Postscript
• Microsoft Word

To convert files to PDF, you will need Acrobat Distiller installed on your pc, or PDF as a print option on a Mac. To check if these are available open Word, click on Print and look through the list of printer names. One of them should read Acrobat Distiller or PDF. Select this option if you want to convert documents into PDFs. If you want the full-text to be searchable, then you will need to scan to OCR.

If you only have a print copy of the paper you will need to scan it. Once a paper is scanned you can save it in PDF format. If you scan the paper as an image file, it will be readable but not searchable.

Images

Please ensure that individual files do not exceed 2MB.

Recommended

• JPEG
• JPEG2000
• PNG
• GIF
• BMP
• TIFF

Thumbnails are automatically generated by EPrints.

Audio

Please ensure that individual files do not exceed 20MB.

Recommended

• MP3 .mp3
• RealAudio .ram

Video

Please ensure that files do not exceed 20MB.

Recommended (for short clips and web versions only)

• MPEG .mpeg
• AVI .avi
• Quicktime .mov, H.264 codec

Please contact the Repository staff, lib-eprints@gold.ac.uk if you would like to deposit video files larger than 20MB, or to stream video material. The repository does not currently act as an archival preservation repository for high quality video files.

Powerpoint presentations

Recommended

• ODP (Open Document Presentation)

Acceptable

• PPT

Please contact the Repository staff, lib-eprints@gold.ac.uk if you would like to deposit presentations particularly if they include media clips.

Web

Recommended

• HTML

It is possible to capture web files from a URL, see the URL tab in the EPrints Upload section.

Database

Recommended

• CSV

Acceptable

• other

Please contact the Repository staff, lib-eprints@gold.ac.uk if you would like to deposit a database.

Other formats

see relevant tabs in the EPrints Upload section.

Notes:

Other formats may be deposited, but these may not be as widely accessible, or remain preserved for as long.

Open source archival formats are generally preferred in institutional repositories.

The repository is a web-based service, for audio visual and multi-media digital objects we recommend that you include a version suitable for web delivery, and save an archival quality copy elsewhere. Please contact us to discuss this issue.

Compiled with reference to SHERPA-DP2 and JISC Digital Media.

We are keen to develop Goldsmiths Research Online and welcome discussion of any aspects of the resource, particularly the documentation of research in the the creative and performing arts, and media.

v.11 JC/TN 20/11/2009

lib-eprints@gold.ac.uk