Table of Contents
Introduction
Eprints is a digital repository that is quite widely used by various academic circles today. Using Eprints will enable a researcher or other academic to upload, manage, or disseminate research results or other documents online. Eprints itself is an open-source platform, so anyone can use it openly and for free. The existence of Eprints will allow a researcher to upload articles, theses, books or other scientific works easily. And can help agencies or organizations in storing and managing various important documents such as monographs, audio, video, teaching materials, and others.
Eprints is not only a platform for storing scientific works in text format only. However, we can also upload various other document formats such as audio, video, teaching materials, and others.
To find out more details about EPrints, we have explained it in an article. Please visit the following article:
A Detailed Explanation of Eprints Repository
Then what benefits will we get when we use and upload documents or other scientific work to the EPrints site?
Here are some of the benefits that we will get when we use EPrints.
1. EPrints allows a document or other scientific work to be widely and openly accessed. So this will make it easier for various academic groups to be able to access or find various documents or scientific works that they need. Using EPrints will have a positive impact on the progress of science.
2. Can increase the number of citations for a scientific work. A researcher will need additional references to cite in their research. The existence of EPrints will make it easier for researchers to find relevant articles and will serve as reference material for the research they are working on. So as time goes by the number of citations to our scientific work will increase.
3. EPrints will make it easier for an institution or other organization to store various documents, especially research documents. EPrints has a main role as a digital repository, this makes it possible that using EPrints will make it easier for us to store or manage various documents.
4. EPrints provides features that display related statistical data. So it will make it easier for us to analyze the development of a document. These statistics display several indicators such as the number of downloads, the authors who most actively contribute, the geographical location of visitors, the number of deposits, and others.
5. EPrints makes it easy for us to manage the accessibility of content or documents. Even though in principle EPrints is open and can be accessed by anyone, this does not mean that EPrints gives full access rights to every visitor. However, the EPrints system gives the EPrints admin or manager the authority to regulate these access rights. So we can provide access restrictions regarding which documents can be accessed freely by the public, or which can only be accessed by EPrints managers or Admins.
Apart from the points that have been explained above, there are many other benefits that can be obtained when we use EPrints as a digital repository for storing, managing and distributing various important documents.
In this article, we will explain what steps need to be taken to be able to upload articles, books or other documents into an EPrints system. Please read the following explanation.
Things You Need to Prepare Before Uploading Documents to EPrints
Before uploading a document into EPrints, there are several things we need to prepare. This is done so that the uploading process runs smoothly, and the documents can be stored and managed well. The following are important things that need to be prepared to be able to upload documents into the EPrints system.
1. User account
Even though EPrints are open-source, this does not mean that access to EPrints can be done freely, especially in terms of uploading documents. In order to upload a document into EPrints, we must first have a user account. This user account will give us access rights to upload a document, or to complete various metadata on the document. In general, creating a user account can be done in two ways, namely by registering independently on the relevant EPrints site or being registered by an admin or EPrints site manager.
2. Documents
After we have created or have a user account on an EPrints site, the next step we need to prepare is Documents. This document is the main component that we will upload to EPrints. So far EPrints has supported various document formats for uploading. The document formats include Article, Book, Monograph, Conference Item, Thesis, Musical Composition, Image, Video, Audio, Teaching Resources, and others. However, in general, the document formats that are often uploaded into EPrints are Article, Book, Monograph, and Thesis. So in this article we only explain how to upload several document formats that are often uploaded to EPrints.
Steps to Upload Documents to Eprints
After completing all the necessary things beforehand, the next step we will learn is how to upload the document into EPrints. Actually, uploading documents to EPrints is quite easy. However, in the process there are several paths that we must pay attention to. Because each uploaded document format has a different configuration. For example, when we upload a document in the book category, the settings options displayed are different from when we upload a document in the thesis category. Therefore, we must understand and be careful when selecting the settings options that appear when uploading the document.
Following are the steps for uploading a document into EPrints.
1. Login to EPrints
Please visit your EPrints site, then click on the login menu and enter your EPrints user account username and password. Then click the login button.
2. Click New Item and Select Article Type
2.1 Then on the “Manage Deposits” menu tab, please click New Item.
2.2 After that, you are required to select the type of document to be uploaded. For example, in this case we will upload an article, so please select the “Article” option.
Note: in this section please carefully select the type of document you will upload. Because each type of document uploaded has different settings options in it.
2.3 If you have selected the type of document you want to upload, please scroll to the bottom and click “Next”.
3. Select The File to be Uploaded
3.1 After the menu appears as shown below, please click “Choose File”. Then select the file to upload from our local storage.
3.2 After that, please click the “Upload” button on the left as in the image below.
4. Fill in Metadata
After that we need to fill in some metadata like the image below.
Tips:
In some metadata menus we will see columns with asterisks as in the image below. This means that you are required to fill in the columns or options provided.
The following is an explanation of how to fill in each of these metadata.
4.1 Content
In this section we are asked to select the content version of the document we upload, not the document type. What this means is that we have to select or categorize the documents we upload whether they include draft document versions, documents that have been received, or updated versions of documents that have been published for a long time, or others.
We can only choose 1 option from several options that appear as in the image below.
4.2 Description
In this section we can write a brief description of the format of the document that we upload. This description can contain an explanation of the general content, a foreword, or other things necessary to explain in general the context of the uploaded document. This description column is only optional, meaning we are not obliged to fill in this section. However, if you feel it is necessary to fill it in, please fill it in with a short description that can provide an explanation regarding the uploaded document.
4.3 Visible To
In this section we can choose the security level for our documents, meaning in this section we can determine the accessibility of the documents we upload. Even though EPrints is in principle an openly accessible platform, this does not mean that every visitor can access all the information or documents contained in it. Bearing in mind that not all documents are public or publicly accessible, but there are also documents that are vulnerable or confidential. So to overcome this we can do this by having a level of visibility into our documents. We can choose whether this document can be accessed by everyone, or can be accessed by registered users, or even can only be accessed by the EPrints Admin only.
4.4 License
We can set the license for the documents that we upload in this “License” section. The licensing options provided by the EPrints system are in the form of a Creative Commons license. Creative Commons itself is a license that is generally used when we want to share access to our works openly on the internet.
If you are confused about determining the type of license for your document, you can use the tools from Creative Commons by visiting the link below.
License Chooser Tools
4.5 Embargo Expiry Date
Embargo is a term usually used by various research groups or institutions. In short, an embargo is a postponement of open access to a document that is determined for a certain period of time. When a document is entering an embargo period, the document can only be accessed by certain people. Meanwhile, when the embargo period has ended, the document can be accessed openly by the public. If we fill in the Embargo Expiry Date, open access to our documents will be postponed until the end of the embargo period. For example, if we fill in this section with details on December 20, 2023, then this document cannot be openly accessed by the public until that date. And after that date has passed, the document can automatically be accessed openly by the public. Please note that this section is optional and not mandatory.
4.6 Reason for Embargo
After we have finished filling in the date in the “Embargo Expiry Date” column, we can also add a reason as to why an embargo was placed on the document we uploaded. So when we add reasons related to the Embargo, it will make it easier for EPrints managers or Admins to identify the reasons for the Embargo and make other considerations regarding the document. We can choose one of the reasons for the Embargo, it should be noted that this section is not required to be filled in. However, it is best to fill in this section when we have set the Embargo Expiry Date, because it will specifically support the reasons behind the Embargo.
In the image below there are several reasons for Embargo that we can choose when filling in document metadata in the EPrints system.
4.7 Language
Next is language selection. In this section, please select the type of language used in the document that we are uploading. The selected language is the main language used in the document. We must fill in this section when filling in the document metadata.
After we have finished filling in all the metadata, please click the Next button
5. Information Details
After that, we will enter the section to fill in detailed information regarding the document that we uploaded. In this section we will be asked to fill in several important information columns for our document.
The following is an explanation regarding filling in each information column.
5.1 Title
In this section, please fill in the title according to the uploaded document. Several important points to note regarding filling in this title are:
– Titles may not end with a period, but may end with a question mark
– Titles cannot be written in Italic format
– If there is a subtitle, then we can use the colon [:] to separate it from the main title
– Capital letters are only written in the first word
5.2 Abstract
Please fill in this section with a brief explanation of the content of the document we upload. If the document previously had an abstract format in it, then please copy the abstract into this column. What needs to be noted is that currently the abstract column can only be filled in with plain text format, and does not support complex symbol or formula formats. So we can only enter plain text format.
5.3 Creators
Then, in the Creators section, please fill in the name of the author related to the document. This section consists of 3 fields consisting of Family Name, Given Name/Initials, and Email. If the number of authors is more than 4, then please click the “More input rows” button, then the number of input columns will increase.
5.4 Corporate Creators
In this section, please fill in the name of the company involved in creating or writing the document. This option exists because some creators do not include personal identities, but instead act on behalf of the companies involved or collaborating in writing the document. To add the number of columns, please click the “More input rows” button. This section is optional, you can fill it in or not.
5.5 Contributors
We can fill this section with a list of names of contributors involved in creating the document. In this section we can determine the specific role of the contributor in the “Contribution” menu option, for example whether the contributor plays the role of writer, editor, distributor, animator, and other roles. Apart from that, we can also fill in other important information such as Family Name, Initials, and Email.
5.6 Divisions
Next is the menu option related to determining divisions. We must determine the division related to the uploaded document. In short, this section is a selection of scientific scope or faculty that is relevant to the document that we have uploaded. So we have to choose at least 1 scientific scope option that is relevant to the item or document.
5.7 Publication Details
This section is a column to complete detailed information regarding the publication of the document. From the menu items displayed there are options and fields for filling. Some detailed information needs to be filled in in this section such as Document Status, ISSN Number, Volume, Pages, Journal URL, Publication Date, and others.
5.8 Funders
If the creation of the document or item involves funders or other sponsors, then we can include this information in this section. In general, if a project involves funders, the number of funders is usually more than 1 party. So to be able to add several names of funders, please click the “More input rows” button to be able to add several additional fields.
5.9 Projects
If the document we upload has a specific project name or code, then we can enter it in this section. If there are several codes, please add a new column or row by clicking the “More input rows” button. Usually the project code or name is published by the institution or party authorized to publish it. However, this section is not required to be filled in, and is only optional.
5.10 Contact Email Address
Please enter your email address or that of another party responsible for accessing this uploaded document. Usually this email will be used by visitors to contact or request access permission regarding documents so they can be downloaded in full-text. So that the request for permission to access the document will be sent to the email listed here. We can only enter 1 email. And the email entered will not be displayed publicly, so visitors cannot misuse the email address.
5.11 References
In this section we can include a list of references related to the uploaded documents. Although this section is not required to be filled in, we are strongly encouraged to fill in this reference column. Displaying a list of references will provide several benefits, such as increasing the integrity of the document or scientific work, and making it easier for readers to track the sources of the information we use. This reference column is not created per item, so we can enter several references at once with a list of numbers for each reference item entered.
5.12 Uncontrolled Keywords
Uncontrolled Keyword is a column that we can use to fill in keywords, tags, or other terms related to the uploaded document. To separate each keyword we can use a comma (,). For example “science, technology, modern, digital era, human, artificial intelligence”. Even though this column is not required to be filled in, we should fill in this column because it is considered quite important. There are several benefits that can be obtained when we fill in this column, namely that it makes it easier for readers to find documents based on certain keywords, so that a relevant document can be displayed quickly based on the keywords entered.
5.13 Additional Information
In this section we can enter additional information about the uploaded document. This information can be viewed openly by visitors. Usually the additional information written here contains important information or other advice that can be seen directly by visitors. Examples of additional information in question include a list of reviewers’ names, how to access data sources, data processing techniques, a list of references related to additional reading material for visitors, document revision history, instructions for readers, and others.
5.14 Comments and Suggestions
In this column we can fill it with comments, input, or other important notes intended for the Editor. In an Eprints system, the task of publishing or determining whether a document will be accepted or rejected is carried out by an Editor or Administrator. So we need to fill in this information column if there are other important things that we want to convey to the Editor or Administrator regarding the uploaded document. The information we enter in this column is not displayed publicly, meaning this information can only be seen by the Editor.
After completing all the metadata, please click the Next button.
6. Select Subjects
Next, we need to choose a subject related to the uploaded document. Subject is a subject or topic of discussion. In this column we are asked to choose at least one subject. This section is quite important, because one of the Eprints search features can display searches based on subject. So when visitors click on the desired subject, the system will display documents that are relevant to the selected subject. When you have finished selecting, please click the Next button.
7. Deposit Item
Next is the Deposit stage. Here there are several sentences containing statements regarding copyright and responsibility for the uploaded documents. In this section we can see 2 option buttons, namely Deposit Item Now and Save for Later. If we want to save this document to edit again at a later date, please click the Save for Later button. However, if we have finished filling in all the metadata and want to submit or upload the document, please click Deposit Item Now.
Below is the notification that appears when we click Deposit Item Now. Where the item is not immediately published, but must go through a checking process by the Editor first before it is declared suitable for publication.
Finish.
Conclusion
EPrints is an open source digital repository platform. EPrints is a digital repository that is currently widely used by various institutions or universities. Using EPrints allows us to save various document formats such as books, theses, monographs, videos, teaching materials and other important documents. In principle, EPrints can be accessed openly by the public. Even though its open nature does not mean that every user can just upload documents into EPrints. However, there are several requirements that must be met, including having a user account, preparing and uploading documents, and filling in document metadata. Regarding how to upload documents and complete document metadata, it is quite easy, as we have explained in this article. By understanding how to upload and fill in document metadata, it will be easier for us in the future to upload various documents into EPrints without any problems.
