Depositing an Item

Please Note: At the moment it is not possible to self-deposit items in the Research Archive - if you have items you would like to be considered for inclusion please contact the Project Officer.

 

The following instructions use the Research Archive as an example of self-deposit – the same general procedures apply to the deposit of other items into other collections as they become available.

In order to deposit an item in the LJMU Digital Collections (Research Archive) you must be registered as a depositor.  The registration process assigns a “profile” to you that defines the type of object(s) that you may deposit. The Research Archive profile, for example, specifies that you may deposit Journal Articles, Book Chapters, Conference Proceedings etc. If you are not yet registered please use the “Registering” link in the left hand menu of this page to register as a depositor.

Depositing an item into the LJMU Digital Collections (Research Archive), once registered, follows a pre-defined workflow filling in three forms and submitting the deposit for approval.  The deposit then passes to an “approver” who will check the deposit and if approved will allow the deposit to be “ingested” into the Research Archive.  If the deposit is not correct the approver may return the deposit to you for correction, or, in a more extreme case, may decline the deposit altogether.

Step 1: Use the following link to the Login form:

The login page opens:

Fill in your LJMU username and password and click OK. If you are registered as a depositor you will be taken to the following page:

(Note: if you are not registered as depositor you will be asked to register first.)

This form shows the progress of your deposit activities – in this case there are no draft deposits waiting for submission, three files have been submitted, four have been declined and 54 have been approved. Selecting the folders in turn will show details of the submissions, declined deposits etc.

Step 2: Click on “New Deposit Activity” to begin the deposit process:

Select the type of object to be deposited from the list and read the information presented on the right of the screen.

 

Step 3: Click Next and the following page appears:

Note that this form will differ according to the type of deposit to be made.

Fill in the form as completely as possible – note that some fields are mandatory and are marked *.  Hovering the mouse over the field will usually give more information as to what is required in the field.

 

Step 4: On completion of the form click Next to be taken to the copyright declaration form:

Select the required access rights – in most cases there will only be one option already selected.  Read the copyright declaration and tick the box to accept the terms.

 

Step 5: Click next to be taken to the Upload file/s screen:

The appearance of this will vary according to the type of deposit being made. For the Research Archive you can either deposit a file – which may be the pre-print of the research article or a URL or DOI linking to the final article.                                  

To deposit a file use the Browse button to select the file from your local PC.  To deposit a URL or DOI click on the down arrow and the screen will change to:

Fill in the box with the full URL eg: http://news.bbc.co.uk/ , click preview to check that it is correct.

Enter the article title into the label field.

 

Step 6: Click next and a summary of your entry will appear:

Check through your entry, use the back button if it is necessary to correct anything.

 

Step 7: When you are satisfied that the entry is correct, click the Submit button.

This will then return your list of folders and your submission will appear in the submitted folder.  Your submission has now been sent to the approver for approval.  When approved it will appear in your Approved folder.  Please note that this may take up to 48 hours.  Please regularly check your folders by logging in to the deposit form until all of your deposits have been approved.  If there are any errors with the deposit they will appear in the Returned folder.  You can then edit/correct these and resubmit them for approval.  Note that items appearing in the Declined folder cannot be resubmitted.  The approver will attach a note to any returned or declined deposits giving the reasons for returning them.