(This is the draft of a departmental research-archiving policy
offered as a potential model for adoption by universities)
Departmental Research Self-Archiving
availability substantially increases a paper's impact" Nature, Volume 411, Number 6837,
- It is university policy to
maximise the visibility, usage and impact
of departmental research output
by maximising online full-text access
to it for all would-be users and
- It is also our policy to minimise the effort that
each of us has to
expend in order to provide open online access to
university research output.
- With all university
research output accessible online,
departments will be able to respond to
research assessment (e.g. RAE†)
and other administrative initiatives with
minimal input and effort from
- We have accordingly adopted the policy that all departmental
research output (full-text) is to be self-archived in the
EPrint Archive (e.g., eprints.ecs.soton.ac.uk).
This archive forms the official record of the
department's research output;
all publication lists required for
university administration or promotion
will be generated from this
- This policy is compatible with publishers'
copyright for the unrefereed preprint
resides entirely with the author before it is submitted for peer-reviewed
publication, hence it can be self-archived irrespective of the
policy of the journal to which it is eventually submitted.
- The copyright for the peer-reviewed postprint will depend on the specific wording
of the copyright agreement that the author signs with the publisher.
- Many publishers will allow the peer-reviewed
to be self-archived. The copyright transfer agreement will
this right explicitly or the author can inquire about
it directly. If you
are uncertain about the terms of your agreement, a table
of copyright policies is available
from the JISC Rights MEtadata for
Open archiving (ROMEO)
project. Wherever possible,
you are advised
to modify your copyright agreement so that it
does not disallow self-archiving.
In the rare case where you have signed a very restrictive
copyright transfer form in which you have agreed explicitly not
the peer-reviewed postprint, you are encouraged
to self-archive, alongside
your already-archived preprint, a "corrigenda"
file, listing the substantive changes the user would need to make in
unrefereed preprint to make it equivalent to the refereed postprint.
- Copyright agreements may state that eprints can
on your personal homepage: The
EPrint Archive is a part of the University's infrastructure
for your personal
- We do not require you to archive the full text of books
research monographs. It is sufficient to archive their reference lists
with the usual metadata.
- If your article has appeared in an
Open Access Journal it is sufficient to
archive its metadata, its reference list and the URL of its full-text in
the journal's OAI-compliant Archive: but you are nevertheless encouraged
to archive the full text in the departmental archive as well.
- Some journals still maintain submission policies
that a preprint will not be considered for publication if
it has been previously
'publicised' by making it accessible online‡.
Unlike copyright transfer
agreements, such submission policies are not a
matter of law. If you have
concerns about submitting an archived paper to
a journal which still
maintains such a restrictive submission policy, please
discuss it with
the Department's IPR and Copyright Advisor.
RAE is the UK's Research
Assessment Exercise, whose
form is currently under review
debate). The results of the RAE are very highly correlated
biobliometric measures of groups' research output
(bibliometrics is the calculation
of research impact by counting the
number of citations that an article, project,
person, research group or
institution has received.) The implementation of
this policy will allow
the Department to begin to calculate its groups' impact
factors on a continuing
This is known as the Ingelfinger Rule,
after a previous editor of the New
England Journal of Medicine. As the Ingelfinger
Rule is now vanishing,
and as it was never either a legal or an enforceable
matter, it need not
be a concern of authors. See, for
policy of Nature,
which formerly practised the Ingelfinger Rule.
is the digital full-text of a peer-reviewed
research article, either before or after refereeing and publication.
A preprint is any
version of an article
before the final, refereed, revised, accepted draft.
A postprint is any
version of an
article from the refereed, accepted, final draft onwards
corrections and revisions).
Metadata is information about an eprint,
usually the name of the authors, the title, date, journal etc.
To self-archive is to deposit a digital
document you have
written in a publicly accessible website. The department's archive website
is an OAI-compliant EPrint
provides a simple interface for the depositer to copy/paste
metadata for an article as well as attaching the full-text
FAQ for further information on self-archiving.