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Frequently Asked Questions

Frequently Asked Questions: Institutional Repository

1. What is an institutional repository?
An institutional repository is a digital archive of the university's intellectual output accessible to others worldwide over the Internet. The Notre Dame University Libraries Institutional Repository (Dspace) collects, preserves, and provides access to digital material that supports and advances the educational and research missions of the university.

2. Who can add content to Notre Dame University-Louaize Institutional Repository (DSpace)?
Any member of Notre Dame University-Louaize including administrators, staff, faculty members, and students, or anyone undertaking research at the University is allowed to add their research content to the repository.

3. Who can view content in Notre Dame University-Louaize Institutional Repository (DSpace)?
Notre Dame University-Louaize Institutional Repository (DSpace) is an open access repository, meaning that anyone with access to the Internet may access, view and download content.
Authors can restrict access to the full item by requesting an embargo for a maximum of two years. However, it is advisable to deposit restricted items into the institutional repository for preservation, even if open access is not allowed. Library staff would normally want to make a description of the item openly available, even if the full item is not.

4. What kind of files can be added to DSpace?
The repository can manage and preserve all kinds of digital files. Some of the most preferred formats include:

  • Text: .pdf, .odt, .odf, .ppt
  • Image: .tiff, jp2, .jpeg
  • Audio: mp3, .bwf, .flac
  • Video: .avi, mp4, .mj2, .mpj2, mp2

5. What types of content can be deposited in a digital repository?
DSpace accepts all types of content in a variety of digital formats. Members of the Notre Dame University-Louaize including faculty, staff and students can deposit their papers in Dspace as listed below:

Faculty, Staff
• Pre-prints, post-prints or published articles as permitted by the publishing agreement, research papers, books, book chapters, technical reports, conference papers, and presentations.
• Multimedia, videos, teaching materials, and learning objects.
• Theses and dissertations.

6. Can I submit a research or project for a short period of time, such as a semester?
The institutional repository is a permanent digital archive designed to collect, index, and organize the scholarly and research output of the institution in digital form for long term preservation. Hence, DSpace provides permanent access to and preservation of items deposited in the repository.

7. Can I delete a file after depositing it?
The purpose of the institutional repository is to provide long-term preservation and access. Hence, we strongly discourage the removal of content from the system. Also, individual users are not authorized to remove items directly. However, in certain instances files can be deleted upon written request from the author (including the reasons for withdrawal) and approval by the Libraries administrators. Files can also be restricted at request of the publisher due to a copyright infringement.

8. Can I deposit my paper in a repository and still publish it in a peer review journal?
Many publishers allow authors to deposit their papers in repositories. However, they differ over whether they allow the deposit of the pre-print, post-print or the final published version into an institutional repository. Some publications also have an embargo period set by the publisher.
The SHERPA/RoMEO is a searchable database of publishers' general policies regarding the self- archiving of journal articles on the web and in Open Access repositories. The SHERPA/RoMEO project summarizes for you what rights different journals grant you with regards to contributing your pre-print, post-print or the final published version to an institutional repository.

9. Can I deposit copies of published articles?
Yes, if your agreement with the publisher allows you to do so. Otherwise, you must obtain permission from the publisher. Authors should carefully check any copyright agreements before depositing their work into Dspace to be sure of which version they are allowed to deposit.
Most journal publishers do not permit depositing of the published version, so you will probably need to deposit either a pre-print (draft before refereeing) or a post-print (final draft after refereeing) version.

10. What are the differences between preprint and postprint versions?
Pre-print: The pre-print is the copy of an article that you first submitted to a journal for publication before any editing comments have been sent back to you.
Post-print: The post-print is the version that you finally submit to the publisher for publication after you have incorporated changes suggested/required by the journal editors/peer reviewers.

11. Can I submit older publications?
Older publications are accepted. However, you must check the copyright policy before depositing materials into the repository in order to avoid any copyright infringement.

12. I only have printed material. Can I submit this to DSpace?
DSpace preserves and manages digital content only. However, you can scan the original printed material and deposit the electronic copy into the repository.

13. What if my item incorporates copyrighted material owned by another party?
If you are submitting an item that includes a large amount of third party material (e.g. images, graphs) protected by copyright from distribution, you need to request permission from the copyright holder to incorporate those materials and to post them in the repository as part of your work.
If you cannot obtain the rights to distribute the third-party materials in the repository as part of your work, you can redact these materials from the Open Access version.

14. What is Creative Commons licensing?
Creative Commons is a non-profit organization that has released several open access licences, known as Creative Commons Licences, free of charge to the public. The licences grant rights to the content users but do not replace ownership of the copyright, which remains with the copyright owner. You can read more about the licences on the Creative Commons website.

15. How can I find out more information?
For any questions about the repository’s policy and/or submission guidelines, please contact

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