Re: [EP-underground] Inquiring publishers policies in relation to eprint archives

Publishers' policies on eprint archives are likely very close to their=20
policies on Electronic Theses and Dissertations (ETD's), and I just wanted=
=20
to pass along the name of Doug Hott, University of Cincinnati, who is=20
working on collecting such policies on behalf of the ETD community.  You=20
might want to see what degree of overlap there might be; Doug is at=20
[email protected]

Brian Nielsen

                 Brian Nielsen, Ph.D.
                 Manager, Learning Support Systems
                 Academic Technologies
                 Northwestern University
                 1970 Campus Drive, 2EAST
                 Evanston, IL  60208-2323
                 (847)491-2170   fax:(847)491-3824
                 email: [email protected]
                 http://www.northwestern.edu/people/b-nielsen


At 11:54 AM 11/15/2002 +0100, you wrote:
>I plan on asking the major publishers what their policies are in relation=
 to
>eprint archives and, since this initiative may inflict on other eprint
>archives, I would be interested in any comments you may have on this.
>
>Linda Humphreys, Science Faculty Librarian at the University of Bath wrote
>on the Free Online Scholarship discussion forum (link at
>http://www.earlham.edu/~peters/fos/) on the 2. october 2002 that she would
>be interested in setting up a web site which gives links to the copyright
>policies of publishers and/or journals. I wrote to her a couple of weeks=
 ago
>to hear how this progressed and inquiring the possibilities for joining
>forces, but I have not yet received an answer. I am not sure if the=
 existing
>publisher policies are sufficiently clear on these issues, however, and I
>have therefore put together a letter to some major publishers, inquiring
>what their policies are in relation to eprint archives (draft letter
>appended below). The background for the letter is as follows.
>
>We (The Danish Research Centre for Organic Farming) have recently
>established an eprint archive, which is a bit special in the sense that we
>connect the financing of public research projects (total some 8 million=
 Euro
>per year) with a demand that the research products are made available in an
>eprint archive. In the evaluation of the projects we only include the
>(electronic) products that are in the archive. This demand means that
>researchers are forced to upload documents in spite of any doubts and
>concerns they may have - and they do have concerns. They are particularly
>uncertain about copyright restrictions on postprints and reprints and about
>possible embargo policies that would restrict the possibilities for
>publishing preprints that are deposited in an archive with open access.
>
>We have to address those concerns. Our immediate answer is to give them the
>possibility to restrict access to their eprints. Access can be restricted=
 to
>"Registered users only" and even to "Depositor and archive staff only".
>Access restrictions of course go against the open access idea and the
>usefullness of the archive. Our longterm answer therefore includes working
>towards clarifying publishers policies in relation to online archiving and
>changing restricting policies.
>
>I hope to send out the letter to the publisher ceo's within a couple of
>weeks. Sending a letter from just one archive is the easy but perhaps not
>the best way - if you are interested in joining forces, please let me know.
>If you have any comments on the letter and the initiative as such, I would
>be very pleased to receive them - especially if you think this is the wrong
>way to go about it.
>
>Kind regards
>Hugo Alroe
>
>
>____________Draft letter to major publishers_________________________
>
>Dear Publisher
>
>We have established an eprint archive in the field of organic agricultural
>research, called Organic Eprints (http://www.orgprints.org). An eprint is=
 an
>electronic document with attached metadata such as bibliographical
>information, publishing details, and abstract. The whole production of
>scientific papers, books, magazine articles, etc. from the Danish Research
>Centre for Organic Farming is to be deposited in this archive from now on.
>The purpose is twofold: to document the production of papers to those who
>finance the research, and to improve the quality of the research and the
>papers by facilitating communication with peers and users. The initiative
>was highly appreciated in a recent international evaluation and other
>organic research organizations may join the archive later on.
>
>Depositing a paper in the archive does not count as publishing; papers are
>published as usual for this field of research. This is analogous to the
>situation in physics, where a large eprint archive (http://arXiv.org)
>coexists with the traditional physics journals.
>
>As a part of our services to the authors who use the Organic Eprints
>archive, we wish to clarify some issues related to online archiving of
>papers. We are especially concerned with copyright issues and any possible
>'embargo' policies that would restrict the opportunities for getting a
>deposited preprint published in a scientific journal.
>
>We would therefore like to inquire what your policy is on the copyright
>issue and the embargo issue. When we have received your answer, we will=
 make
>your policy known to our users together with our advice to them concerning
>archive deposits and future publishing.
>
>The copyright issue
>What is your policy on the depositing of postprints (papers that have been
>accepted for publication after peer review) and reprints (reprints of a
>published paper) in our archive? In particular: do you require an access
>restriction on these eprints?
>
>At present, there are three access levels in the archive: open access to=
 the
>internet public, access to registered users only, and access to depositor
>and archive staff only. Archive staff may include editors and evaluators
>that are granted access to papers from a specific organization. The last=
 and
>very strict access level is mainly to be used for source-files and in case
>the author has doubts concerning the two policy issues (this access level=
 is
>obviously not very helpful in making the archive into a communicative=
 tool).
>
>
>We would like for our authors to be able to deposit their papers with as
>open access as possible. But we are also aware that it might only be
>possible to give registered user access to reprints of journal papers.
>
>The embargo issue
>What is your policy on the depositing of preprints (papers that have not=
 yet
>been accepted for publication after peer review) in our archive? In
>particular do you as a publisher, or any of the individual journals that=
 you
>publish, enforce a socalled 'embargo' policy (a policy that, as a rule,
>excludes preprints that have been deposited in an open archive from being
>considered for publication)?
>
>We hope to hear from your soon. If you have not yet decided your policy on
>one or both issues, please let us know that this is the case.
>
>Kind regards
>Hugo Fjelsted Alr=F8e, Administrator of the Organic Eprints archive.
>
>
>~~~~~~~~~~~~~~~~~~~~~~~~
>Hugo Fjelsted Alr=F8e
>Postdoctoral Scientist
>Danish Research Centre for Organic Farming - www.darcof.dk
>Forskningscenter Foulum
>Postboks 50, DK-8830 Tjele
>Email:                  [email protected]
>Phone:                  +45 8999 1679
>Fax:                    +45 8999 1673
>Personal workpage:      www.alroe.dk/hugo

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subject: Re: [EP-underground] Inquiring publishers policies in relation  to eprint archives
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The JISC-funded RoMEO project =
(http://www.lboro.ac.uk/departments/ls/disresearch/romeo/index.html) is =
also developing a list of major publishers' copyright transfer =
agreements WRT self-archiving as one of its deliverables.  We are hoping =
this should be available in the next 2-4 weeks.

Elizabeth
*************************************************
Elizabeth Gadd, Research Associate &
Editor,  Library and Information Research News
Department of Information Science
Loughborough University
Loughborough, Leics, LE11 3TU
Tel: +44 (0)1509 222178  Fax: +44 (0)1509 223053
Email: [email protected]
************************************************
  ----- Original Message -----=20
  From: Brian Nielsen=20
  To: EPrints Underground List=20
  Cc: [email protected]=20
  Sent: Friday, November 15, 2002 1:32 PM
  Subject: Re: [EP-underground] Inquiring publishers policies in =
relation to eprint archives


  Publishers' policies on eprint archives are likely very close to their =
policies on Electronic Theses and Dissertations (ETD's), and I just =
wanted to pass along the name of Doug Hott, University of Cincinnati, =
who is working on collecting such policies on behalf of the ETD =
community.  You might want to see what degree of overlap there might be; =
Doug is at [email protected]

  Brian Nielsen

                  Brian Nielsen, Ph.D.
                  Manager, Learning Support Systems
                  Academic Technologies
                  Northwestern University
                  1970 Campus Drive, 2EAST
                  Evanston, IL  60208-2323
                  (847)491-2170   fax:(847)491-3824
                  email: [email protected]
                  http://www.northwestern.edu/people/b-nielsen


  At 11:54 AM 11/15/2002 +0100, you wrote:

    I plan on asking the major publishers what their policies are in =
relation to
    eprint archives and, since this initiative may inflict on other =
eprint
    archives, I would be interested in any comments you may have on =
this. =20

    Linda Humphreys, Science Faculty Librarian at the University of Bath =
wrote
    on the Free Online Scholarship discussion forum (link at
    http://www.earlham.edu/~peters/fos/) on the 2. october 2002 that she =
would
    be interested in setting up a web site which gives links to the =
copyright
    policies of publishers and/or journals. I wrote to her a couple of =
weeks ago
    to hear how this progressed and inquiring the possibilities for =
joining
    forces, but I have not yet received an answer. I am not sure if the =
existing
    publisher policies are sufficiently clear on these issues, however, =
and I
    have therefore put together a letter to some major publishers, =
inquiring
    what their policies are in relation to eprint archives (draft letter
    appended below). The background for the letter is as follows.

    We (The Danish Research Centre for Organic Farming) have recently
    established an eprint archive, which is a bit special in the sense =
that we
    connect the financing of public research projects (total some 8 =
million Euro
    per year) with a demand that the research products are made =
available in an
    eprint archive. In the evaluation of the projects we only include =
the
    (electronic) products that are in the archive. This demand means =
that
    researchers are forced to upload documents in spite of any doubts =
and
    concerns they may have - and they do have concerns. They are =
particularly
    uncertain about copyright restrictions on postprints and reprints =
and about
    possible embargo policies that would restrict the possibilities for
    publishing preprints that are deposited in an archive with open =
access.=20

    We have to address those concerns. Our immediate answer is to give =
them the
    possibility to restrict access to their eprints. Access can be =
restricted to
    "Registered users only" and even to "Depositor and archive staff =
only".
    Access restrictions of course go against the open access idea and =
the
    usefullness of the archive. Our longterm answer therefore includes =
working
    towards clarifying publishers policies in relation to online =
archiving and
    changing restricting policies.

    I hope to send out the letter to the publisher ceo's within a couple =
of
    weeks. Sending a letter from just one archive is the easy but =
perhaps not
    the best way - if you are interested in joining forces, please let =
me know.
    If you have any comments on the letter and the initiative as such, I =
would
    be very pleased to receive them - especially if you think this is =
the wrong
    way to go about it.=20

    Kind regards
    Hugo Alroe


    ____________Draft letter to major =
publishers_________________________

    Dear Publisher

    We have established an eprint archive in the field of organic =
agricultural
    research, called Organic Eprints (http://www.orgprints.org). An =
eprint is an
    electronic document with attached metadata such as bibliographical
    information, publishing details, and abstract. The whole production =
of
    scientific papers, books, magazine articles, etc. from the Danish =
Research
    Centre for Organic Farming is to be deposited in this archive from =
now on.
    The purpose is twofold: to document the production of papers to =
those who
    finance the research, and to improve the quality of the research and =
the
    papers by facilitating communication with peers and users. The =
initiative
    was highly appreciated in a recent international evaluation and =
other
    organic research organizations may join the archive later on.=20

    Depositing a paper in the archive does not count as publishing; =
papers are
    published as usual for this field of research. This is analogous to =
the
    situation in physics, where a large eprint archive =
(http://arXiv.org)
    coexists with the traditional physics journals.=20

    As a part of our services to the authors who use the Organic Eprints
    archive, we wish to clarify some issues related to online archiving =
of
    papers. We are especially concerned with copyright issues and any =
possible
    'embargo' policies that would restrict the opportunities for getting =
a
    deposited preprint published in a scientific journal.

    We would therefore like to inquire what your policy is on the =
copyright
    issue and the embargo issue. When we have received your answer, we =
will make
    your policy known to our users together with our advice to them =
concerning
    archive deposits and future publishing.

    The copyright issue
    What is your policy on the depositing of postprints (papers that =
have been
    accepted for publication after peer review) and reprints (reprints =
of a
    published paper) in our archive? In particular: do you require an =
access
    restriction on these eprints?

    At present, there are three access levels in the archive: open =
access to the
    internet public, access to registered users only, and access to =
depositor
    and archive staff only. Archive staff may include editors and =
evaluators
    that are granted access to papers from a specific organization. The =
last and
    very strict access level is mainly to be used for source-files and =
in case
    the author has doubts concerning the two policy issues (this access =
level is
    obviously not very helpful in making the archive into a =
communicative tool).


    We would like for our authors to be able to deposit their papers =
with as
    open access as possible. But we are also aware that it might only be
    possible to give registered user access to reprints of journal =
papers.

    The embargo issue=20
    What is your policy on the depositing of preprints (papers that have =
not yet
    been accepted for publication after peer review) in our archive? In
    particular do you as a publisher, or any of the individual journals =
that you
    publish, enforce a socalled 'embargo' policy (a policy that, as a =
rule,
    excludes preprints that have been deposited in an open archive from =
being
    considered for publication)?

    We hope to hear from your soon. If you have not yet decided your =
policy on
    one or both issues, please let us know that this is the case.

    Kind regards
    Hugo Fjelsted Alr=F8e, Administrator of the Organic Eprints archive. =
 =20


    ~~~~~~~~~~~~~~~~~~~~~~~~=20
    Hugo Fjelsted Alr=F8e=20
    Postdoctoral Scientist=20
    Danish Research Centre for Organic Farming - www.darcof.dk=20
    Forskningscenter Foulum=20
    Postboks 50, DK-8830 Tjele=20
    Email:                  [email protected]=20
    Phone:                  +45 8999 1679=20
    Fax:                    +45 8999 1673=20
    Personal workpage:      www.alroe.dk/hugo=20


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From [email protected] Fri Nov 15 16:22:41 2002
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to: EPrints Underground List <[email protected]>
from: Alan Schmitz <[email protected]>
subject: Re: [EP-underground] Questions about subjects
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At 11:54 AM 11/15/2002 +0000, you wrote:

>On Thu, Nov 14, 2002 at 04:07:05 -0600, Alan Schmitz wrote:

[...] snip

>AHhh. Better yet!! Create a second IDENTICAL subjects field called something
>like searchsubjects. In the trigger we copy all the values from field 
>subjects
>into it then set subjects in this to all true if the user has selected the
>general subject/field. This way if the user goes back to edit the subjects 
>field
>it won't be a horrid mess of selected counties! You then edit the 
>simplesearch,
>advance search and browse views to apply to field "searchsubjects".

I'll have to check with the people that want to archive these documents, 
but I think the "subjectstext" field you've described below will meet most 
of their needs.  I do have another couple of questions about the code 
you've provided....

>This should be quite simple. OK. Assume we have 2 new fields, searchsubjects
>and subjectstext.

[...] snip

>         # set ALL the searchsubjects if the flag is set
>         if( $setall )
>         {
>                 foreach my $subjid (
>                         "dallas",
>                         "foo",
>                         "baz",
>                         "fnord",
>                         "bar" )
>                 {
>                         push @{$searchsubjects}, $subjid;
>                 }
>         }

The hard coding of subject id's is a big concern for me.  Is there a 
function in Eprints to return a list of all child subject id's, given a 
parent's subject id?

Ideally I'd build the "subjecttext" field by including all of the subjects 
the user selected and all of the child subjects where the selected subject 
id starts with something like "all_".  Is this a good idea / bad idea?

>ok maybe that's more complicated than I thought. There is also the catch
>that you will need to reindex everything if you add a new county.

Other than the time it takes to run, are there any down-sides to running 
"reindex"?

>You would then make your keyword search over
>title/abstract/keywords/subjectstext
>
>I hope all this makes some kinda sense.

It makes a lot of sense.  I just hope I can remember enough Perl to hold it 
all together.

Thanks for you help,
Alan Schmitz

-----
SILO Coordinator
State Library of Iowa


> > The second question is a little more complicated, because I'm trying to 
> use
> > Eprints to archive some specialized documents.  These documents include
> > various data tables from the US Census Bureau.  Most of the documents
> > include information for a unique region in the state.  A few documents
> > include a single statistic about every region in the state.  I'm planning
> > on setting up a hierarchy, similar to subject, called region.
> >
> > A short version of this hierarchy might look like:
> >
> >     County
> >     County : Dallas
> >     County : Polk
> >     County : Story
> >
> > I have a document called "Median Household Income by County", which
> > includes the median household income for all counties in the state.  I 
> want
> > to make sure that someone doing a subject search will be able to find it,
> > even if they're looking for the median household income for Polk County.
> >
> > What kind of subject hierarchy should I use, and how should I enter this
> > document into Eprints?  Should I select every county on the region 
> list, or
> > is there a better way?
> >
> > Thanks,
> > Alan Schmitz
> >
> >
> > -----
> > SILO Coordinator
> > State Library of Iowa
>
>--
>
>  Christopher Gutteridge                   [email protected]
>  ePrints2 Coder, Support and Stuff        +44 23 8059 4833