Institutional Repository Submission FAQs
This page is intended for NOAA authors to submit items to the NOAA Institutional Repository.
What is NOAA Institutional Repository?
NOAA's Institutional Repository is a digital space curated by NOAA Libraries to collect and disseminate materials published by NOAA authors. It ensures that NOAA intellectual output is preserved and made available for future users, and allows for better assessment of the current and future impact of NOAA research.
What qualifies a publication to be accepted into the repository?
- Submissions need to have NOAA authorship (federal, contractor or cooperative) or NOAA funding.
- Submissions must be accepted for publication and in in its final form, post-review and edits.
- Journal articles that are submitted should be manuscripts with the final edits, but before the publishers formatting has been added. These files will be made available on the records 12 months after their publication date. This does NOT apply to Open Access articles. We will accept those in their final published form.
- Submissions must be published AFTER October 1, 2015. Items published before this date will be considered on a case-by-case basis.
- Journal articles, NOAA series publications (Technical Memorandums, Technical Reports, Office Notes, Professional Papers etc), and more (Annual Reports, monographs, etc) will be accepted.
- Grey Literature and publications that are not in the NOAA series publications are not being accepted at this time. Articles must be a "peer-reviewed manuscript accepted for publication by a commercial, open access, or government publisher" to be included in the repository as specified by the NOAA Public Access Policy for Scholarly Publications.
Who should submit a publication to the repository?
In order to reduce the amount of duplicate submissions only the NOAA lead author should submit files using the submission form found here.
In what form should I submit my material?
Different publishers require materials to be formatted differently when hosted in an organizational repository. Some require articles hosted by NOAA to be in a preprint or postprint format. The list of publisher copyright policies can be found by searching for the publication on the SHERPA-RoMEO website.
- Preprint - In the context of Open Access, a preprint is a draft of an academic article or other publication before it has been submitted for peer-review or other quality assurance procedure as part of the publication process. Preprints cover initial and successive drafts of articles, working papers or draft conference papers.
- Postprint - The final version of an academic article or other publication - after it has been peer-reviewed and revised into its final form by the author. As a general term this covers both the author's final version and the version as published, with formatting and copy-editing changes in place.
Ok, how do I submit my material?
If you have a NOAA email address, go to this URL and submit some simple metadata about the material and upload your file! Please follow the instructions given on the page as there are TWO STEPS to the submission process. If you received NOAA funding but do not have a NOAA.gov email address, you hay submit your publications by email to email@example.com.
If your submission is a journal article, the publishers will assign a DOI (Digital Object Identifier) for the article. If it is a NOAA series document, the NOAA Central Library can assign DOIs for it. For NOAA series leave the DOI/URL field blank. The Library will create a DOI for the NOAA series in most cases. Please note that the NOAA Central Library will not assign DOIs for articles published by journals nor for internal documents that are not in their post-review, final draft.
ResearcherID? ORCID? What are these?
Both ResearcherID and ORCID are ways for researchers to uniquely identify themselves and their work from others, differentiating you from others with similar names and research. They allow repositories and databases to let users easily access all the work of one author. If you haven't signed up for either of these services, we encourage all NOAA researchers to sign up for them and include them in the metadata field for material submissions.
What do I name my file before I submit it?
The submission process will add your name and the time you submitted to the file name to differentiate submissions, but we would ask that you included the name (or abbreviation) of the journal for clarity.
I submitted my file, how long until it shows up in the repository?
The metadata record itself will be created by the NOAA Central Library and uploaded to the Repository when completed. If the submission is a journal article, it is subject to a 12 month embargo before the article can be made available. NOAA-issued publications do not have copyright restrictions on them, and will be available as soon as it is added to the repository.
What if I have a lot of files that I want to submit, all at once?
With batch submissions we would ask that you contact us directly (firstname.lastname@example.org) instead of completing a submission. Examples of acceptable submissions include the following.
- EndNote database or spreadsheet along with a collection of submissions - The library will use an EndNote database to track submissions it receives through the submission form, then convert the database to a spreadsheet for ingest into the Repository. Contributors may submit their publications through an EndNote file. Contact the library (email@example.com) to harmonize submission metadata with the Library's format.
- Email attachment - The Library will accept file(s) meeting the submission guidelines as an attachment to an email through the service account. Contributors should include metadata for the submitted files in the body of the email.
- FTP or web server - The Library can harvest files via either an FTP site or a web server. Contact firstname.lastname@example.org to work out the details.
- The Library will consider other methods not specified in this section. Contact the library (email@example.com) to discuss.
How do I get in touch with someone to answer any questions that aren't present on this FAQ?