ePrints Soton: advice for depositors

Notes for Depositors and Users

  1. ePrints are electronic copies of any research output (journal articles, book chapters, conference papers etc even multimedia). They may include unpublished manuscripts and papers.
  2. ePrints can include bibliographical data for research output which at present is restricted by copyright from being accessed in full text. In this case deposit will include a copy for internal use only and, where appropriate, a linked URL to the final publisher version.
  3. Deposit in ePrints is by non-exclusive agreement. The author is free to publish the work in its present version or future versions elsewhere.
  4. Deposit of full text in ePrints Soton will make it accessible to a wide variety of people and institutions - including automated agents - via the World Wide Web. Once the Work is deposited, a citation to the Work will always remain visible.
  5. The author retains the right to update the work. Removal of the item can be made after discussion with ePrints Soton.
  6. A central service is provided to assist deposit. It offers advice and guidance on issues such as metadata, formats and copyright. It will aim to ensure the quality of the metadata being added. It will also provide advice on whether an item may or may not be deposited in full-text.
  7. Ownership of all intellectual assets of the deposited item lies with the author or other copyright holder.

Items for consideration by depositors/authors

  1. Deposit in an institutional repository has been shown to make research output more visible, speeds impact and promotes citation. The repository also provides a secure store for your research publications - which can help you to respond to the many requests for full text and publication data.
  2. Southampton is one of the leaders in developing e-print repositories for research output. By depositing you are contributing to national and global initiatives which will ensure an international audience for your latest research (other universities are developing their own archives which, together, will be searchable by global search tools).
  3. The University requires all researchers to deposit as a minimum the post print (final, refereed, corrected, accepted draft) of all peer reviewed journal articles and conference papers unless the publisher prohibits this or there are IPR or contractual considerations. These should be made publicly accessible where this is possible. Researchers are also strongly encouraged to deposit other research outputs. E-prints deposit need not pose an increased risk in terms of IPR infringement, loss of ability to protect IPR, or breach of contractual/confidentiality obligations with third parties as long as a few simple rules are followed:
    • You should consider whether the item(s) you wish to publish include a third party’s proprietary information or could be covered by any contract/confidentiality obligations you or the University has entered into in relation to the research you have carried out and which could restrict your right to publish. If you are not sure about these obligations you should contact the Research Support Office’s Contract Management Team for advice. It may be acceptable to deposit the item(s) by selecting the different access options available and/or utilising the embargo period facility however you would be wise to clarify this with the party to whom any obligations are owed or whose proprietary information is included in the item you wish to deposit.
    • As publication or public presentation of research results may jeopardise the ability to obtain IP protection, particularly patents, you should consider whether you need to delay deposit where the item(s) contains details of IP that could be patentable and/or commercialized or otherwise utilised. . If in any doubt about this you should first contact the Centre for Enterprise and Innovation for advice.
    • Where a publication has been co-authored you should ensure you include details of all others that are entitled to be named as an author on any item you deposit. You should also seek their prior consent before depositing the item.
    • As with any publication you should exercise reasonable care to ensure that you item does not infringe upon anyone else’s copyright.
    • Some publishers still place restrictions on when full text copies of material accepted for publication can be deposited. The number of such publishers is diminishing, and there are a number of complexities in the models offered by publishers. The central service can advise on how your deposit may be covered by copyright restrictions. There is a database available to check for publishers policies at http://www.sherpa.ac.uk/romeo.php.
    • Some funders may require deposit in an institutional repository within a set period at submission or after publication.
    • When depositing full text or media in the institutional repository, the default access option is for material to be seen by everyone (global access). Two other options are available. “Registered Users Only” will restrict access to the Soton domain. “Archive Administration Only” limits access to the ePrints Soton staff. This can be used in the case where there is an agreed time embargo on the material or for the original file formats that are unsuitable for web publishing that have been converted.
    • You should check to ensure there is no risk of infringement of data protection principles by ensuring any anonymization measures taken are sufficient. Particular care may be needed prior to depositing any Datasets on ePrints.