Open Access: Self-archiving (Green OA)

Open Access services and guidance for researchers at the University of Helsinki. #openaccess #openscience #ORCID #selfarchiving

SELF-ARCHIVING GUARANTEES OPENNESS

DEPOSIT SERVICE

Researcher, send author´s accepted manuscript file to be deposited in the library:
openaccess-info@helsinki.fi

Please, attach also publication information (title / number) to come.


If you are unsure of article version you are entitled to self-archive, send all versions to us. We will find out publishing policy and conditions. Additional information: different versions

HELDA - Digital Repository of the University of Helsinki

HELDA serves as an open full text repository for research articles and institutional series, as well as for teaching and research material produced by the departments and faculties of the University. 

The archive ensures long-term storage and provides each item with a permanent web address i. e. Helda offers availability, longevity, and functionality to your digitally stored work.

Researchers at University of Helsinki self-archive their research to Helda via TUHAT. They can also send the AAM file to deposit service.

Open Repositories

HELDA -  full text repository for research articles produced by University of Helsinki. 

OpenDOAR - The Directory of Open Access Repositories

ROAR - Registry of Open Access Repositories

CORE -  COnnecting REpositories

Repository maps

Zenodo -  open dependable home for the long-tail of science, enabling researchers to share and preserve any research outputs in any size, any format and from any science. Maintained by CERN.

OpenAIRE - publications and datasets from repositories and OA-journals

ORCID

 

 

ORCID is a registry of unique researcher identifiers and a transparent method of linking research activities and outputs to these identifiers.

We encourage researchers to enter their ORCID identifier into your personal TUHAT info. Helsinki University Library also provides ORCID support.

For national plans for ORCID, check CSC wiki.

ORCID allows you to link your ORCID record also to other identifiers, e.g. Scopus Author ID, or to link to ORCID from your ResearcherID record. This will synchronises publication data with the ORCID record.
 

Open Access - service at HUlib

Questions about self-archiving or Open Access Publishing?
Feedback concerning this guide?

openaccess-info@helsinki.fi


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Why should I self-archive to TUHAT?

University of Helsinki digital archive is the reliable and primary repository to your publications because:
  • University of Helsinki requires open access depositing via TUHAT (self-archiving). From TUHAT the information is updated directly to digital repository HELDA.
  • Long-term storage and access of your publications are secured.
  • Publications get the permanent referable web address.
  • Publications are regularly scanned to the international digital archives and portals.
  • Publications can be easily found by search engines, such as Google Scholar.
  • Funding providers more and more often demand open access publishing from the projects they provide funding.
  • Open publishing in Helsinki University´s digital archive is always a free alternative to the researcher.
  • Usually publishers allow self-archiving of author´s accepted manuscript (AAM).

Open Access archiving / University of Helsinki

Self-archiving to TUHAT

Researchers affiliated with the University to self-archive their scientific articles in the University’s Open Access repository HELDA via the research information system TUHAT.

  • The version to upload is, if possible (taking notice of publisher´s conditions), the final accepted manuscript (after peer-review, before the publisher’s typesetting).
  • Our instructions take notice of alignments for Open Science defined by Finnish Ministry of Education and Culture.
  • More information on researchers' information use on TUHAT-guide.

Your Article via Tuhat to Helda

Versions / self-archiving to TUHAT

Version Pre-print Post-print Publisher´s pdf
Alternative terminology submitted version, author-submitted article, pre-refereeing, author’s draft final draft, accepted article, Author's Accepted Manuscript (AAM), author's post-print final published article, publisher's version
Definition Manuscript before peer-review

Version of manuscript, improved and corrected by the peer-reviewing. Publisher´s layout and page numbers excluded.

Published article, final publisher´s version with the layout.
Version self-archived to TUHAT Normally not self-archived. Secondary option in case the publisher does not approve open access self-archiving of the publisher´s pdf. The most common case. Primarily self-archived version if publisher approves self-archiving into the institutional oa-repository.

Typeset proof refers to the version of an accepted manuscript that includes final layout and other specifications from the publisher. Proof version is not suitable for self-archiving.

Legal Issues

1. Publishing rights in a publishing contract with the publisher

The University of Helsinki recommends that researchers only sign over simple publishing rights in the publishing contract, i.e., retain the right to use the text elsewhere.

If the researcher concludes a publishing contract which assigns to the publisher all rights to the article, the publisher or journal may prohibit self-archiving. In this case, the researcher must notify the University of any deviation from the open access policy when entering information in TUHAT.

2. Self-archiving an article with multiple authors

Researchers should inform their co-authors about the self-archiving requirement of the University of Helsinki and request their permission to self-archive their work already during the writing process. If the article in question has already been published, the permission to self-archive the text must be obtained from all authors afterwards. 

Articles may also contain copyrighted material belonging to a third party, such as illustrations or graphics. If the permission to use these materials applies only to printed editions, separate permission is required to use them for self-archiving purposes.

3. Publishers’ terms and conditions regarding self-archiving

Most academic publishers and publications allow researchers to save a copy of their final, peer-reviewed version (post-print or final draft) of their article in an open digital repository. Information the self-archiving policies of different publishers and publications can be found in the SHERPA/RoMEO service.

Information may also be found on the web pages of the journals or the publishers, for example:

If information on the journal’s publishing policy is unavailable and the publishing contract offered by the publisher or journal fails to mention the matter, researchers can suggest that such a clause be added to the contract.
Letter template: Permission to self-archive in HELDA

The publisher may also set an embargo period during which the article may not be publicly accessible online. When an article is uploaded to the open access repository of the University of Helsinki, the Library checks the applicable open access terms and conditions and ensures that the embargo period (if any) is observed.

The Helsinki University Library is happy to help you with any questions concerning self-archiving. contact: openaccess-info@helsinki.fi

Pros and cons of commercial repositories

Commercial repositories such as Academia.edu or Research Gate give you the possibility to increase web presence and disseminate your work. Always check from Sherpa/Romeo the requirements for social networking from original publisher of your work. 

Pros Cons
Probably increases one’s impact and visibility. Remember first to self-archive your work to the institutional repository (Helda in University of Helsinki).

Long-term access and storage are not guaranteed. No permanent identifiers, quality or version control.

Not an option for permanent archiving or citations in academical publications.

Commercial repositories include many web 2.0 features, such as following one’s colleagues or getting followed by them.

Requires passwords and logging in. Can use the data you (or your friends) have uploaded without your consent and sell it to the third parties.

Discussion forums and direct feedback from the research community.

Multinational big companies can buy the repository. Can change their policies anytime and turn from free to non-free or introduce fees (compare Academia.edu or Spotify).

Possibility to archive teaching material, drafts and other material.

Often include ads and  send you spam.

 

Embargos

Embargo
A period of time defined by the publisher, calculated from the publishing date of the original publication, during which the author has no permission to publish a self-archived open access copy of the publication in question. Information found in SHERPARoMEO.

Embargo times

Hybrid articles / Hybrid OA

Hybrid article refers to an open access article the author or her/his institution has to pay a publishing fee (APC) determined by the publisher. Rest of the articles published in journal remain paywalled (subscription fee has to be paid).

As a researcher of University of Helsinki you are entitled to discounts on APCs and BPCs library has negotiated.

The University of Helsinki policy regarding hybrid OA

The University of Helsinki nor  the Academy of Finland recommend publishing in hybrid-oa journals. However, publishing in hybrid journals may be justified at the moment, if it facilitates the transfer to a fully open access model, read more.

Academic social networking sites

Ensure visibility first in TUHAT

Remember to self-archive your scientific articles primarily in the University’s research information system TUHAT. After ensuring the long term storage and accessibility, you can also promote your research through social networking sites.

Visibility in social networking sites

Academic social networking spaces like ResearchGate and Academia.edu offer possibilities for researchers to share their articles. The permission to share published articles must anyhow be checked from the publisher. However, these services don´t meet the terms of open access required by the most funding providers.

The use of persistent researcher or article identifiers, persistent availability or the harvesting of the data is not guaranteed in networking sites. There can also arise reasonable doubts of following the immaterial rights of the articles´s owner. Also (self)reuse of the data can be restricted.

Information about self-archiving policies of different publishers and publications can be found in the SHERPA/RoMEO service.