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EEMCS EPrints Service

EEMCS EPrints Service Policy
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Dear EEMCS researcher, 

The EEMCS management team has decided to introduce an EEMCS wide publication database called “eprints”. The idea it is that the author of a scientific publication enters the meta-data and uploads the full text of the publication as soon as the publication is ready. You will find the eprints database on already stocked with about 1,000 papers and patents. 

What advantages does the eprints policy have?

  1. Making publications available as soon as possible increases the impact of our scientific work. In fact as of March 2006 this is official UT policy.
  2. The eprints database provides lists of publications selected by various criteria, and which can be shown on the websites of groups, projects, SROs and researchers. The output is available in HTML, XML and BibTex format.
  3. An editorial board consisting of researchers and information specialists looks after the quality of the data entered into eprints.
  4. The eprints database is always up to date because this is in the interest of the authors.
  5. The eprints information is transferred to the institutional repository on a regular basis by the editorial board. Therefore, authors and especially group secretaries will have less work than before, when we used only Metis.

Which information belongs in eprints?

  1. Everything that is bibliographically traceable belongs in eprints, which means all research output that has an ISBN, ISSN or patent (application) number.
  2. Lectures and slides do not belong in eprints. From 2006 these will no longer be included in the Metis annual reports either.

What do we ask the group leaders to do?

  1. Group leaders make sure that group members provide complete information to the eprints database in a timely fashion.
  2. The head of group is responsible for input into Metis and therefore also for input into eprints.

What do we ask the authors of papers and patents to do?

  1. Information which is out of date has little value. It is also inefficient to try to enter information at the last moment. Therefore we ask all EEMCS staff to provide meta-data and full text of every publication (by way of a technical report) as soon as the publication has been submitted to a conference or journal. For an example of a well defined sequence of steps which achieves this see
  2. As soon as a publication has appeared the author is kindly requested to supply the relevant bibliographic data and the full text to the eprints database. This should include the link to the official online version of the publisher.

Which are the tasks of the editorial board?

  1. We expect that errors will be made while entering publication data into eprints. For example the names of authors and journals are often supplied in an inconsistent fashion. Sometimes a conference paper is classified as a journal paper. The eprints editorial board identifies such problems, and requests authors to rectify the problems. Authors receive suggestions and help via E-mail.
  2. The eprints technician and the Metis specialist make sure that the eprints information is uploaded into Metis at regular intervals. Any problems will be corrected by the editorial board, when necessary in consultation with the authors.
  3. The full text of every publication is uploaded by the author. In the first instance the information will only be available within the UT network. The library will check whether the full text can be made available to the world and in this case the library revises the permissions.
  4. The editorial board will normally provide fast feedback on publication data submitted to be prints.

What is the task of the group secretaries?

  1. The publications which are eventually transferred into Metis via eprints will have been checked by the editorial board and the Metis specialist of the faculty. The probability that there are still errors in the data should have been reduced substantially. Nevertheless it is important that the group secretary verifies that the Metis information is correct.
  2. Neither the editorial board nor the specialist can know whether all publications of the group have been entered. It is therefore an important task of the group secretary to check that no publications are missing.

Why is using eprints going to save the faculty time and effort?

  1. Data is provided once to eprints, and not several times, to Metis, and other institutional repositories.
  2. Providing publications data by the authors will hopefully give rise to fewer data entry errors.
  3. Eventually the success of the system depends on the willingness of authors to provide complete publication data in a timely fashion. If an author receives a reward for his/her efforts (when the authors web site and BibTex file is up-to-date), the probability of success is highest.

Why can’t we wait for National developments?

  1. It is possible that the UT repository and Metis will eventually converge, such that an integrated system emerges that is easy to use. However discussions at national level progress slowly. Furthermore, a nationally accepted system will never have the look and feel which is required by the faculty, research groups, project leaders and authors.
  2. It is difficult to predict the course of developments around institutional the repositories; it might be possible that the current Metis/DARE/ARNO system is eventually replaced by another system. Eprints is one of the candidates. However we are not going to wait for developments elsewhere, but we assume our responsibility has the “information” faculty.

When does the eprints policy start?

  1. All EEMCS publications as of January 1, 2006 should be entered into the eprints database.
  2. The editorial board can provide assistance to research groups if they wish to enter legacy publication lists into eprints. In any case the group will have to provide all the relevant information. Our experience with student assistants to help with the conversion effort and to collect missing data has been good.

Whom can I ask for help?

  1. See the Contacts page.

Where can I find the eprints and further information?

  1. Every EEMCS researcher can log in with his own EEMCS user name and password on .

I would like to ask you to supply your publication data and full texts to eprints with effective date of January 1, 2006. If you require assistance when uploading publication lists from 2005 and earlier, please contact the discipline specialists of the eprints team. 

With kind regards 

Ton Mouthaan

22 may 2006