LUISSearch LUISS Institutional Open Access Research Repository Document Archiving Guide LUISS Guido Carli University Library version 3 (October 2011)
2 Table of Contents 1. Repository Access and Language 3 2. User Workarea 3 3. Depositing New Items 4 3.1 Item Type 4 3.2 Upload 5 3.3 Details 6 3.3.1 Common Fields for All Items 7 3.3.2 Example: Article 9 3.3.3 Example: Book Section 10 4. MIUR Scientific Area 11 5. Research Classification 11 6. ISI-CRUI Categories 12 7. Deposit and Review 12 7.1 Deposit 12 7.2 Review 13 8. Management of Deposited Items 14
3 1. Repository Access and Language LUISSearch can be found on the Internet at http://eprints.luiss.it/. All of the repository's screens are in both Italian and English. Click on the flag to go from one version to the other (figure 1). Figure 1 2. User Workarea At the LUISSearch home page click on Accedi or Login (depending on the language) and type in the same login data used for the @luiss.it e-mail account (figures 2 and 3). Figure 2 Figure 3
4 This brings us to a User Workarea (figure 4) whereby the Manage Deposits function allows one to deposit a new item, view records created but not yet deposited and modify or duplicate as templates previously deposited items. To deposit a new item Click the check box to view the records already deposited in or retired from the repository Figure 4 NB: During the various steps associated with depositing a new item or reviewing one already deposited, users should go should go back and forth among the various screens by clicking on the Next and Previous buttons on each page rather than using the back and forward arrows on the browser. 3. Depositing New Items NB: The icon near each field provides a brief explanation on how to correctly compile the field in question. 3.1 Item Type Select the type that best describes the type of item that one wishes to deposit and then click Next to continue working on the item or Save for Later to save the item in one's own User Workspace with a view to working on it at a later time (figure 5). Note: articles must not necessarily have been published in a peer-reviewed periodical;
5 for papers at conferences or seminars published in a journal or as part of a book, select respectively Article or Book Section. Figure 5 3.2 Upload In this screen we can link a file to the item (figure 6). It could be: full text (mandatory); abstract or summary; table of contents; cover; images, statistical data or graphs linked to the item. Figure 6
6 Click on Browse, select the file and click on Upload. Once the file is uploaded, it is necessary to specify some information (figure 7) including: Figure 7 Description: for example, full text, table of contents, abstract and statistical data. Visible to: although the features and aims of LUISSearch envisage that the work should be visible to anyone given that the repository is an institutional one informed by the principles of the open access movement, it is possible to opt for visible to only registered users, i.e. those that have a university account. In any case, the bibliographical metadata will be accessible immediately and each person will be able to request the text from the author using a specific button. License: the item may be granted any one of a number of Creative Commons licenses, although the Library suggests granting an Attribution Non-Commercial No Derivatives one. To attach other files to the item, just repeat the described procedure. 3.3 Details This field is devoted to a bibliographical description of the item. Naturally the fields to be filled in will vary depending on the Item Type selected at the beginning of the procedure. Some essential fields are mandatory (marked by a red asterisk: figure 8) while others containing additional information may be left blank. That said, the more information given, the more likely it is that the item will be found and cited.
7 3.3.1 Common Fields for All Items The common fields cover basic bibliographical information such as Title and Creator. The Title field is automatically filled in so as to avoid any typographical errors and/or duplication Although not mandatory, it is advisable to include an abstract, preferably in English The Creators field is automatically filled in so as to avoid any typographical errors and/or duplication Figure 8 There is also a specific field for corporate creators, not to be used for funders since the latter has its own field. The relevant Division (figure 9) from among LUISS departments and research centres must be specified: Figure 9 Then select Language of Item (figure 10). If the relevant language is not listed, contact eprints@luiss.it. Figure 10
8 As regards the Date (figure 11) and irrespective of whatever type it may be, it is advisable to insert just the year as such will enable the item to be properly indexed. Only for Doctoral Thesis complete discussion date should be inserted. Figure 11 Other fields are optional but may well contain useful information (figures 12-14). If the item is already available on the Internet, it is advisable to specify the Official URL that leads to the item including the initial "http://". NB: Some publishers like Elsevier and Springer allow self-archiving of the post-print of articles (i.e. the version of the manuscript following peer-review) subject to highlighting at the same time the link to the official published version. Figure 12 It is also advisable to fill in the fields on Related URLs, especially: Figure 13 Author: institutional webpage (for example, http://docenti.luiss.it/). Organisation: webpage of a corporate creator or funder, page of a Department of Research Centre. Publisher: home page of the periodical on the publisher's official website.
9 Other optional fields are: Whoever consults the item may contact us through an online form for requesting information. We can insert some references from among those contained in the item. Although not mandatory it is advisable to insert uncontrolled keywords, if possible in both Italian and English. Figure 14 Contact Email Address: although not mandatory it is advisable to insert it, especially when it has been opted for the visible to only registered users option (see Section 3.2) so that each person will be able to contact us using the specific button (for documents archived by library staff eprints@luiss.it should be inserted). 3.3.2 Example: Article If we are inserting an article from a periodical, we must specify certain publication details (figures 15 and 16): Figure 15 Figure 16
10 The Journal or Publication Title is a mandatory field. For foreign journals the title is automatically filled in relying on the SHERPA/RoMEO database, which retrieves the pertinent details of the journal (publisher, ISSN). Users should inform themselves as to a given publisher's policy on self-archiving. 3.3.3 Example: Book Section Likewise in this case there are specific fields relating to the fact that a book as opposed to a journal is involved (figures 17 and 18). It is necessary to specify the page range within which our essay/work is to be found: Figure 17 Also necessary are some publications details on the book incorporating the item (figure 18): Figure 18 In addition to the mandatory fields it is advisable to specify the Place of Publication and the ISBN.
11 4. MIUR Scientific Area In this screen it is necessary to classify the item by the MIUR Scientific Area 1 that it belongs to or, if it does not have its own specific sector because not yet structured, the sector that one's supervising professor belongs to (figure 19): Figure 19 One need only expand the area of interest by clicking on sector in order to link it to the item. and then selecting the relevant 5. Research Classification In this screen it is necessary to classify the item by the scheme of the LUISS Research Documents and Activities Classification (figure 20): Figura 20 1 For the sake of simplicity not all sectors are listed but just those of most relevance to the areas of research that LUISS is involved in. One can always send an e-mail to eprints@luiss.it requesting that additional sectors are included.
12 Subscribed resources are available to check if a Journal is with Impact Factor or not (Journal Citation Reports) and if it is refereed (Ulrichs web). One need only expand the area of interest by clicking on sector in order to link it to the item. and then selecting the relevant 6. ISI-CRUI Categories In this screen it is necessary to classify the item by the subject that it belongs to, by the scheme of ISI Categories, already used by CIVR for Research triennial Evaluation 2001-2003 and for which an English-language description is available (figure 21): Figura 21 One need only expand the area of interest by clicking on sector in order to link it to the item. and then selecting the relevant 7. Deposit and Review 7.1 Deposit This is the last stage before the item enters the repository's Personal Workarea (figure 22). It should be born in mind that the author who deposits the item may at any time request that changes be made (by writing to eprints@luiss.it) or that the item be removed from the repository altogether (see Section 8).
13 If we want to deposit the item at a later time. Figure 22 For more information on the whole subject of copyright in relation to the self-archiving of the product of one's own research, reference should be made to the FAQ page of the repository. 7.2 Review Before an item can actually be included and appear in the repository, the record must be checked by library staff (editor). Until that occurs the item's status will be Under Review (figure 23). Figure 23
14 The review undertaken by the editor concerns solely formal aspects such as typographical errors and the completeness of the publication details. 8. Management of Deposited Items Whoever deposits an item may always access the record as its administrator to either remove or use it as a template for a new record. First and foremost, access to the already deposited item is through our Personal Workarea (figure 24): Live Archive must be highlighted. Click on View Item. Figure 24 Or the record page, for example http://eprints.luiss.it/348/ (figure 25): One must be the author to access the administration screen. Figure 25
15 In the Actions option of our item (figure 26) we can: Figure 26 self-archive a later version of the item, a comment thereon or something in any event connected to the item, specifying the type of relationship between the two records in the Additional Information field; use the already deposited item as a template, where one does not wish to create a link between the two records but merely to use common publication details (for example, two books published by the same publisher in the same series or two articles appearing in the same journal); request that an item be removed from LUISSearch.