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ORA: Oxford University Research Archive: Depositing to ORA

A guide to using ORA for storing and disseminating digital copies of Oxford research publications including theses

Guidance on deposit

Depositing to ORA

There are currently three main routes to deposit articles to ORA;

1. Symplectic Elements* 

2. Manual deposit. An item can be deposited to ORA via the manual deposit forms available at http://ora.ox.ac.uk/information/contribute. The deposits can be made by anyone with a valid SSO*. Deposits made via this method come through to a separate review stage where ORA staff check the submission before it is processed to live ORA. 

*Both Symplectic and the manual deposit method can be done on the behalf of another individual - in Symplectic Elements a delegate ('impersonator') can be chosen to be given access to deposit on another users behalf. 

3. Bulk upload spreadsheet. This can be populated with details of publications and submitted to ORA with a zip file of any associated full text files. This process requires developer intervention and would need to be scheduled in a list of jobs before material can be uploaded to the research archive - please contact ORA staff if this is something you would like to explore. 

Notes on full text

Under publisher policies and copyright agreements that may have been signed when publishing material, for the deposit of full text to an institutional repository, such as ORA, only certain versions of the text are allowed.

Most journal publishers will allow authors to include at least one of the following versions of an article in a repository:

  • The submitted version (before peer review)
  • The accepted version (including changes based on peer review, but without the publisher’s formatting)
  • The publisher’s version (formatted as in the online journal)

Our recommendation is to deposit the latest version permitted by the publisher. Publishers usually explain their policies on their websites, but the information can be hard to find. A very helpful tool is the SHERPA/RoMEO website run by the University of Nottingham, which summarises self-archiving policies in an easily readable format. This can searched by journal title or publisher name at http://www.sherpa.ac.uk/romeo/search.php. RoMEO pages include links to publishers’ websites for more detail.

Each full text deposit made to ORA will be reviewed by a member of the ORA team, so we are able to advise regarding the full text file if there appears to be a contradiction regarding publisher policies. Additional advice can be sought by emailing the Open Access enquiries helpdesk 

Oxford Research Archive

Oxford University Research Archive (ORA) is an institutional repository for the University of Oxford and is home to the scholarly output of its research members. It holds publications, theses and research data.

ORA Helpdesk:

Email us:
ora@bodleian.ox.ac.uk

Call us:
01865 (2)83809