Adding files (formats, licensing)

The database allows the addition of various types of files. They can be archived or made available to users. Files can be added at different types of objects:

• papers fromjournals and chapters

• monograph

• unpublished works

• theses

• multimedia

• research data, etc.

It is possible to collect full-text documents in all formats compliant with the 5 Star Open Data standard.

One or more files can be added to each metadata record stored in the repository, in the case of:

• publications:

• you can add different versions of the document (e.g., preprint, postprint, publisher version):

• research data, these data or additional documents describing them shall be attached.

It is also possible to mark the version of a given file. Click Add in the Version Notes field and enter the appropriate description (see Fig. .

Instructions for adding files:

1. Open the form specific to the object type

2. In the File box, click Add

   Open

   

3. Window opens, import file; click +Select or drop files, select appropriate file from computer disk; click Open

   Open

   

4. The selected file will be loaded

5. Click Details/Edit to specify details concerning the file (access rights, license, file version in the case of publication, etc)

    

6. The file automatically receives the status Approved .

   • The checkbox Approved in the file metric should be enabled if the editor is sure of the license under which he or she is making the file public (or restricting access to it). Otherwise, approval is done after the author specifies the license

     • lack of approval restricts access to the file, regardless of access rights settings

     • The editor cannot excuse the author from attaching a license statement and depositing the document in the repository. This statement is stored upon publication in the author's sub-repository

7. Click on Add New next to the Access Rights field to specify under what rules the file will be available

8. You have the option to set one of 3 levels of access to the content of the document:

   • Public - unlimited access with the possibility to assign a grace period (available from the indicated date - you can set it by clicking in the Valid from field)

   • Protected - access requires logging in and having an affiliation as a user - only affiliate users below the protection setting structure have access if the file is protected at the level:

     • of a specific department, then access is available to the department and its subordinate institutes

     • institute, then only that institute has access.
       The appropriate group of authorized persons can be determined by clicking in the For Affiliation field, and then selecting the appropriate unit from the list.

   • Private - access limited only to the owner of record (editor), no one can view/download the file

9. For each file, you must additionally specify the license under which it is made available, with the publisher's license in the case of a publication file

• After clicking on the Licenses and Statements box, a form will be displayed where you can specify the type of license under which the work will be made available

   

All attached files, whether they are publicly available or only archived will display in the search results list. Files:

• Archived (not available in full text to users) have an inactive icon

• open access have an active icon; if you hover over the file icon, the type of license under which it is made available will appear

In the publication forms under Description there is a field License -this is a field where you specify under which license the work was published (with the publisher). It is always determined by agreement with the author. The field should be filled in if there is no attached file, but it is known under what license the work was published.

See also:

Video: File Deposition (9:55 min.)

Widget connector