Figure 1. Submission steps with OA Form
The article deposit form uses the SWORD (Simple Web-service Offering
Repository Deposit) protocol, “a lightweight protocol for depositing
content from one location to another.”
(http://swordapp.org/about/)
DSpace provides a SWORD deposit interface, so it was a logical choice.
The library selected the Easy Deposit open source SWORD toolkit in order
to customize the form for our purposes.
(http://easydeposit.swordapp.org/).
Depositors who want to use the article deposit form must have a valid
OSU Network Identification (ONID) and be currently affiliated with
Oregon State University. The form uses the CrossRef API (citation) to
automatically retrieve and populate bibliographic metadata (e.g.,
author, publication year, journal, volume, and issue). Depositors who
need to fulfill federal funding agency public access requirements can
choose to enter information such as grant identifier, primary
investigator (PI), and Co-PI in order to initiate article deposit to
federal agency repositories. Contents submitted to ScholarsArchive@OSU
using the deposit form are reviewed by library staff. Staff send a
notification to the depositor’s email when the submission is approved
and available in the repository.
Federal Agency Article Deposit Workflow and
Staffing
\label{federal-agency-article-deposit-workflow-and-staffing}
Unlike in Europe and the United Kingdom, in the United States multiple
federal research agencies have separate plans for meeting public access
requirements. When an OSU author uses the article deposit form and
includes grant number and grant agency information, the article enters
the ScholarsArchive@OSU institutional repository review workflow. A
staff member within the Center for Digital Scholarship and Services, a
library unit responsible for the institutional repository and open
access and public access policy implementation, processes all articles
that contain NIH or Department of Energy metadata. This work constitutes
.05% of her position, roughly 2 hours per week.
For NIH funded articles, the staff member checks to see if the article
is already available in PMC with a PMCID. She checks to see whether the
journal promises to deposit articles to federal agency repositories on
the author’s behalf. If the article is not in the NIH manuscript
submission system or scheduled to be deposited by the journal, the staff
member completes the deposit of the article to the institutional
repository and to PMC using the NIH manuscript submission system. The
staff member notifies the author that the deposit is in process in the
NIHMS and to expect an email from NIH that will ask for author approval
of the final manuscript in PMC within 4-6 weeks (Figure 2?).
The NIH does not allow a third party depositor to provide that final
review, the author must do it. Meanwhile, the article is already
available in the institutional repository. Department of Energy PAGES
deposits are very similar except that they allow links back to the
article available in the institutional repository in lieu of PDF
deposit. Complete article deposit procedures for both agencies are
available in Appendix A. Both the NIH and the Department of Energy check
articles carefully to be sure that all supporting figures and tables are
included. If any tables or figures are missing from an article, the
agencies won’t complete the processing of the article until they are
supplied.