There is a lot to keep track of when it comes to open access publishing. To help you find your way we’re publishing five blog posts with quick tips for researchers. These will hopefully make the process of publishing your paper with open access a bit easier.
Tip #4: How to parallell publish in DiVA
In our first blog post we wrote about how important it is to save your accepted manuscript. You are frequently allowed to do more with that than you are with the publisher’s PDF.
In our most recent blog post we explained how you can find out what you are allowed to do with your accepted manuscript. So what do you do when the publisher’s policies allow you to publish it in DiVA? And why should you bother?
Let’s start with why:
Unlike the publisher’s version of the article, the full texts saved in DiVA can be read by anyone from anywhere. Scientific journals are expensive to subscribe to, so many professionals in related fields and in universities with smaller budgets can’t access what is published behind paywalls. The contents of the accepted manuscript is the same as what the journal has done the layout and design for. The journal version is known as the “version of record”, and will always be what people cite, even if they find the full text in DiVA. So nobody loses anything by making the accepted manuscript accessible through this process, which is also known as “parallell publishing”.
How to parallell publish in DiVA:
Log into DiVA. Choose Add publication / Upload files >>. Select your publication type. Enter the required publication information. Choose Continue to get to the Upload files interface. And this is where it happens! Now DiVA is actually telling you a bit about parallell publishing and what the different versions of the manuscript mean:
In our scenario you want to choose Accepted version. You can then choose when to make the full text file available:
Any articles that are no longer under embargo can be published directly by choosing Make freely available now (open access). If the article’s publisher has an embargo on it, pick whichever date falls after the embargo ends. Please note that the embargo starts ticking with the publication of the journal issue the article is in. So count from then rather than from any first online/ahead of print or similar date that might also be available. In the next step you choose what type of file you’re uploading:
Here you choose fulltext, and make sure the file is saved as a PDF. If your accepted manuscript is still in a Word file or similar, please saved it as a PDF before you upload it. You don’t need to tick either of the boxes below that.
Specify conditions to be included on the cover page: Here you can note the text specified in the journal’s policies on publishing accepted manuscripts. What goes in this box will be publicly visible on the cover page, so don’t leave any messages for the library here.
This is where you can leave messages to the library. When you are sure you have uploaded the proper file, and that it has the proper comments/embargo, you click Continue and then Submit on the next screen. This will send the file to the library for review. We review all submissions manually, making sure that it is being published in accordance with publisher policies and that any embargos are being observed. We also ensure that the cover page includes all of the necessary information.
Text: Signe Wulund