Frequently Asked Questions
- Any member of the University of Utah community. You can submit materials of 250 megabytes or less here, or by contacting us by phone (585-3101), or e-mail, at firstname.lastname@example.org.
- Scholarly or artistic work of value. Contact us if you are not sure about submitting your work.
- Departments, researchers, and professors can set up guidelines in conjunction with USpace staff if they desire.
- You can put any kind of digital material in USpace, including images and multimedia formats. We are interested in working with you to provide a place for all of your materials. If you have datasets that need a home, contact us. We are also able to archive files that require specialized software to render, such as GIS files, for example.
- USpace welcomes the opportunity to work with you and your data. Please contact us at 585-3101 or email@example.com and we can talk about your needs and how we can help you.
- Almost all types of formats can be submitted - anything, really: if you can upload it, you can put it in USpace. We are in the process of deciding which formats we can support for long-term preservation. Please contact us with any more questions of this nature.
- Yes! We have the ability to crawl your site with the help of a Web crawling utility.
- Having your work in more than one place is a good idea. It creates another access point for your work.
- USpace will give your paper a persistent URL (reference URL) that will not break if a server gets moved/changed. It will allow people to get to your material without worrying about getting an error if something on the back end has changed.
- Also, you don't need to worry that the server will be maintained. Sometimes, at the departmental level, the "care and feeding" of a project or server is dependent on a set of interested individuals, and if they leave or get new interests, the project may languish. The whole business of libraries is to develop and maintain collections, independent of personalities - having made a commitment to something, we'll keep it going.
- We don't know the capabilities of your eprint server, but USpace provides "access control" - if you don't happen to want the whole world to see something, we can control access to it, through the use of IP addresses or uNIDs.
There are pros and cons. Here are some pros:
- Long-term accessibility: things in USpace get a "reference URL" that will not break- you can cite it, and years down the line, that address will still work.
- Long-term readability: one of the underlying commitments with USpace is not just that we'll maintain works deposited there for the foreseeable future, but for certain formats (such as PDF) we are committed to converting or translating or whatever we have to do to keep the material readable.
- We pledge to maintain the server: backups, regular maintenance, etc. We're situated in the campus libraries. Preserving scholarly work into the future is one of the main purposes of libraries.
And some cons:
- Only USpace staff can change things (the version of the file, for example) once it is deposited in the IR. We're more than happy to do it if you contact us.
- USpace doesn't have the same "look and feel" as your department pages. But you could deposit your paper in USpace, and then make a link to it from your department page! We're happy to work with your department web page staff to make this happen, as well.
- Yes! As a library, we have worked hard on optimizing our digital content so that it shows up in Google searches. We're also working on getting our USpace content into Google Scholar. Stay tuned!
- All USpace content appears in the campus library's catalog (Usearch). Departments can add links to USpace from their web pages to help people get there. You can send people the "reference URLs" to your work in USpace, too.
- It might be easier to put your work in USpace than to post documents to your personal or departmental web site - you email us or upload and we do it for you.
- When colleagues request copies of your scholarly materials, just give them the URL- no more attaching documents to emails.
- You don't have to worry about backups, maintenance, etc. - the University Libraries do that for you.
- Depositing your work to USpace does not change the copyright status of your work in any way. If you are the copyright owner, you retain that right. You can opt to put a Creative Commons License on your work, which will help specify how you want your material to be used and provide an explicit mechanism for others to know that. Just let us know what you prefer. Please also see the next question, about material that has been published elsewhere.
Can I put a journal article or published conference paper into USpace? If the materials in USpace are for educational use, do we even have to get permission from the publisher to put them there?
- A number of publishers allow their publisher-formatted PDF to be posted in an IR. If you're unsure of what your publisher allows, we can help you.
- Many publishers, such as Elsevier and Springer, allow authors to deposit the pre-publication version of their article into an IR. The "Sherpa" project provides a searchable database of publisher policies regarding IRs, see: http://www.sherpa.ac.uk/romeo.php. Final edited versions may also be allowed to be deposited in the IR if they are the author's copy (without publisher formatting); sometimes an embargo is imposed but not always. We can help you figure this all out.
- For conferences, it is best to contact the publisher of the conference proceedings directly.
- It depends. Some publishers will allow you to post various versions. We can help you figure this out; as mentioned above, the "Sherpa" project web site can be helpful for determining this. If you retained your copyright transfer agreement of a recent publication, it may also specify.
What version of an article can I post? It is more natural to post an article at the time of submission. When it is published, I've moved on to other work
- If the publisher allows it, the last pre-publication version - the text you send to the publisher - should be the "ok" version. What you can't do with most publishers is take the "published" version - with all the formatting (columns and such) - from, say, the electronic version of a journal, and put that version in USpace. We can help you with the publisher rules for IRs.
- Indirectly, yes: you cannot do it yourself, but you can just ask USpace staff to set up restricted access.
- Please note that in general, we would prefer that most of the material going into USpace be available to the world.
What if I revise a paper I've put in USpace? Can I add the new version, or replace the old with the new?
- This might be a good place to note that an IR is meant for finished material, not works in progress. At the same time, we know "revisions happen," and we are happy to make sure the most up-to-date version of your work is available in USpace.
- If you revise a paper you've deposited, or want to add an addendum, contact USpace staff. We can add a new version to your existing deposit, along with labels indicating which is the original paper, and which is the latest version (or addendum). It's easy for us to do this, and we are happy to - so don't hesitate to ask.
- This is something you can't do yourself, but USpace staff will be happy to do it for you. There are two levels of making something no longer available in USpace:
- Withdrawal: the item will not be visible, and search engines will be blocked from detecting it, but the item will actually continue to exist in USpace. A coordinator would be able to reinstate it if you would like that option for some time in the future.
- Removal: the item will be deleted from USpace, and cannot be reinstated without re-submitting it.
- Yes - that is what the "referenceURL" system is all about. Once deposited, just copy the "referenceURL" that appears in the record. That is your permanent link to your item in USpace.
- The IR is mainly aimed at those materials that may not, for whatever reason, make it into a journal. Things like conference presentations, preprints, working papers, white papers, theses and dissertations. There are many, many great pieces of scholarship and artistic endeavor produced on our campus that don't end up as journal articles. Why not try to capture them and share them with the world? We also need the IR to help promote scholarly communication, education, and democracy, as the rising cost of journals makes access to their content prohibitive for many
Parts of this document have been adapted with permission from Suzanne Bell. University of Rochester Libraries. (2005, February 8). Institutional Repository (IR) Crib Sheet. Retrieved January 21, 2006 from: http://docushare.lib.rochester.edu/docushare/dsweb/GetRendition/Document-17647/html.