Open Source Spatial Data Through the IU Libraries

This post was authored by Jordan Blekking, a Scholarly Communication graduate student and PhD student in the Department of Geography. 

For those searching for open source spatial data, the Government Information, Maps, and Microform Services (GIMMS) at the Herman B Wells Library can help. GIMMS provides access to a wide range of spatial datasets that provide an array of data from around the world. In particular, GIMMS provides access to two exceptional databases to meet your data needs: IndianaMap and the Big Ten Geoportal.

IndianaMap is the largest publicly available collection of spatial data for the state of Indiana. The data is made available through a collaboration between multiple federal, state, and local governments, organizations, and universities. The Indiana Geological Survey developed and maintains the data collection. Data from all 92 Indiana counties is available on IndianaMap.

IndianaMap tool
An example screenshot from the IndianaMap Map Viewer. The data shown is of the average family size (by US Census Blockgroups) for the entire state of Indiana.

Data layers are organized around eight general themes: Demographics, Environment, Geology, Government, Hydrology, Imagery, Infrastructure, and Reference. Examples of data are Census data cleaned and clipped to the state of Indiana, Wind Power Speed and Density, School districts, Elevation data, Political Boundaries, and much more. Data is available for download, as a Web Map Service (WMS), or viewable on the IndianaMap Map Viewer.

The Big Ten Geoportal provides access to geospatial data and resources selected and curated by librarians and geospatial specialists at twelve research institutions in the Big Ten Academic Alliance, including Indiana University Bloomington. The geoportal provides access to web services, digitized historical maps, and geospatial resources, including GIS datasets. Data available through the Big Ten Geoportal is wide ranging in its subject matter, as well as its geographic extent. The site contains an extensive collection of digitized maps, which would be especially helpful for historians or those with research interests related to history.

Big ten geoportal information
A list of Big Ten Geoportal participating universities and their placement within the region.

Each of these unique data sources allow users the opportunity to spatially integrate data in order to answer questions like: “What types of demographic changes have happened in Indianapolis over the last twenty years?” and “Where should a new grocery store be established?”

Find more open spatial data on our library guide: guides.libraries.indiana.edu/GIS

How to Find a Journal Venue

The Scholarly Communication Department often helps graduate students find a journal for their work. Students come to us after they have reworked a course paper or thesis into an article manuscript. They need guidance on how to find journals that offer the readership and impact they’re interested in. In addition to helping students pinpoint venues, we help them understand and weigh the processes and policies of the journals we identify. This includes understanding journals’ peer review process and self-archiving policy. This post summarizes some common strategies and tools we recommend to graduate students, regardless of their discipline.

Find Journal Venues

Evaluate which journals you’re already citing

A quick and easy way to find journal venues is to look at your citation list! Which journals are you citing? Are there journals you seem to cite again and again?

Look at other scholars’ CVs and profiles  

Another strategy for finding journal venues is to look at where others in your subfield are publishing. It was be helpful to browse the CVs or Google Scholar profiles of your advisor, top scholars in your field, or scholars that you continually cite or follow. For example, if you were a scholar in scientometrics, Cassidy Sugimoto’s profile would be useful.

cassidy sugimoto's google scholar profile

Cassidy Sugimoto’s Google Scholar Profile

This strategy can be overwhelming as you have to sift through several journals, some of which are likely out of scope, but if you’d like to create a comprehensive list it can be useful.

Analyze current journal lists

Some disciplines maintain listings of top journals in a specific field. However, these can be difficult to find and sometimes it’s unclear how recently they were updated. The IU Libraries maintains a listing of electronic journals in each discipline. This list is limited, as coverage is limited to what the library has decided to purchase. Still, this strategy can be used as a “quick start” for finding titles. Be sure to navigate into a subfield (for example, “Painting” within Art & Architecture) in order to limit your search to a manageable number of results.

Ask your advisor and subject librarian

Your advisor is incredibly knowledgeable about publishing practices in your field. Don’t forget to consult with them! Faculty advisors can often name the top 5 journals for your specific work, giving you an excellent starting point and cutting down on the amount of research you’ll need to do to curate a list of potential journals. Similarly, subject librarians curate and purchase key journals in your field. Find your subject librarian by visiting the library website. 

Evaluate Journal Venues

You have a list of potential journals! Now, how do you evaluate them in order to select the most appropriate venue for your work? In addition to the readership the journal provides, the following considerations are important for authors to weigh before they submit their work. Most of this information can be found on the journal’s website- if not, details about potential tools you might utilize in order to find this information are provided.

Open access policy and article processing charges

If you submit your work to this journal will readers only be able to access it by paying a fee or subscription? Is there an option for making your work open access or openly available for anyone to read? If so, are authors required to pay a fee (often called an article processing charge or APC)?

APC for "scientific data" journal

An example of a journal’s APC information

Self-archiving policy

Even if the journal is “closed” or only available to readers with a subscription, does this journal allow authors to share a version of their work open access in a repository? Many journal won’t allow authors to share the final version but will allow authors to share a pre-print or postprint (defined below). If this is permitted, which version does the journal support?

description of pre/post/offprint

Definitions of Pre-Print, Postprint, and Version of Record

If this information isn’t explicit on the journal’s website, search for the journal in Sherpa ROMEO, a community database of publisher’s self-archiving policies.

Copyright policy

Does the journal provide the full-text of the copyright agreement they expect authors to sign? Sometimes this will be called the “author agreement” or it might fall under a larger heading entitled copyright policy. It’s important to understand if the journal requires authors to transfer their copyright before submission. If you can’t find this information, ask the editor! Remember that regardless of the policy, our Copyright Program helps authors negotiate these agreements.

Peer review model used

Journals employ different peer-review models: often either double-blind peer review, single-blind peer review, or open peer review. In double blind, authors and reviewers don’t know the identities of each other. In single blind, the reviewer knows the author’ identity but the author doesn’t know who the reviewer is. In open peer review, both the author and the reviewer know each other’s’ identities. Each model has limitations and benefits related to eliminating bias, increasing transparency, and facilitating constructive feedback. It’s important to remember that even within these models journal practices vary, making double-blind review at one journal a little different that double-blind review at another. Look for the peer review policy on the journal’s website. Scholarly Communication staff can help you find and understand details about the peer review process and weigh that process with your goals for having your work reviewed. If the peer review policy for the journal you’re examining seems unusual (for example they promise that double-blind peer review will take two weeks), review our guide on identifying and avoiding predatory publishers.  

Index and database coverage

Readership is so important when selecting a journal venue! One of the ways that scholars search for relevant articles when doing a literature review is by using library databases that “index” or include details (and sometimes the full text) of articles in their field. For example, if you’re a scholar in literature and languages you probably know about MLA Bibliography–it’s the place to start your research. In short, it’s important to consider where your potential journal venue is indexed as it will impact other scholars that look for your work in library databases.

A tool called Ulrichs provides this information (and many more details!) for thousands of journals. Simply search for a journal title, click on the title, and then select “Abstracting and Indexing.”

ulrichs details for nature

 

Databases and Indexes the journal Nature appears in

Metrics

Finally, if you’re interested in going into academia, metrics like journal impact factor can be important factors in selecting a journal. Journal impact factor calculates the average number of citations a particular journal has over a two year period, quantifying how much it is cited in other works. While these kinds of metrics have been heavily critiqued, search committees and tenure review committees commonly take these metrics into account when reviewing your work.

A tool called Journal Citation Reports (JCR) provides the impact factor and other citation information for thousands of journals, mostly in the sciences and social sciences. Simply search for the journal title and JCR will provide the impact factor.

JCR search

Impact factor and citation information for the Journal of Nutrition

This number doesn’t mean anything without context and impact factors vary significantly by discipline. You can also search for a listing of journals in your field and sort them by impact factor, which can be helpful for understanding what an average impact factor in your area is.

Important Tools

Below is a summary of the tools mentioned. Many are available through the library website!

  • Ulrichs: provides detailed information, including editorial board information, indexing/ database coverage, peer review status, and open access information for more than 164,000 serials published throughout the world
  • Sherpa ROMEO: a crowdsourced database of publisher self-archiving policies, including journals and book publishers
  • Predatory Publishers Guide: a guide with details about predatory publishing practices and tips for ensuring that a journal is legitimate
  • Journal Citation Reports (JCR): a database of citation data for 12,000 scholarly and technical journals from approximately 3,300 publishers. Coverage is heavily focused on the sciences and social sciences.

Still have questions? Schedule a consultation by e-mailing iusw@indiana.edu! We also always recommend that you meet with your faculty advisor as they are knowledgeable about publishing practices and norms within your discipline and area of interest.

IUScholarWorks: Share and preserve your work in IU’s institutional repository

The IUScholarWorks repository is one of the open scholarship services at Indiana University Libraries.  It provides a platform to make the research, instructional tools, and creative activities of IU scholars freely available, while ensuring these resources are curated, discoverable and preserved for the future. Faculty and graduate students can freely deposit their work in IUScholarWorks. Undergraduate students who have faculty permission can also make their work digitally and freely available.

Whether you want to share your work with the university or the world, build a digital collection of your work in one place, or you need to share your work in order to comply with a grant, the repository supports sharing  a wide variety of materials, including:

You can also use IUScholarWorks to create a central space for published work e.g. related articles, questionnaires, manuals, underlying data, methodologies, presentations, protocols, and course syllabi.  Use our CV Service to do this, or create a research collection on IU ScholarWorks

Depositing your work in the IUScholarWorks repository makes your work more discoverable, easy to cite, and provides metrics on use.  Since all content is open access, anyone can find your work.  Each deposit is assigned a persistent URL such as a handle, or a DOI.  IUScholarWorks is indexed by major search engines, such as Google Scholar.  

Since all content is open access, anyone can find your work, regardless of whether they are associated with Indiana University.

You can link your work that is deposited in the institutional repository with your Google Scholar profile, or your ORCID record. Google Scholar profiles are one of the most common tools used by researchers to publicize and track their work, receive alerts about new citations, and gather metrics for promotion and  tenure dossiers.

ORCID is a unique identifier connecting you with your entire scholarly record, not just your publications. You can connect your ORCID with publications,  grant funding, organizations at which you have worked or studied, and other identifiers.

ORCID can automatically update this information if you choose to set up that option.  Having an ORCID increases the accuracy, transparency, and visibility of your scholarly record.

You can post the IUScholarWorks link for your work or collection to ORCID or on professional online communities and social media platforms such as personal or departmental blogs, LinkedIn, Twitter, or other social networking resources used by scholars. When posting to social network platforms, it’s a good idea to write a plain language summary emphasizing what your work is about and why it is important.

Tip: Write a plain language summary emphasizing what your work is about and why it is important, then post the summary and a link to the item in IUScholarWorks on the platform of your choice.

Remember that your affiliation with Indiana University or similar institutions affords you information privilege that others do not enjoy, by giving you a high level of access to “research material, including journal articles, data, and primary sources…. access to additional research support, faculty, and a peer network, [and] the opportunity to build upon existing research and enter the scholarly conversation”.

There are plenty of people who might need access to your studies–scholars from small institutionslow-income countriespatient advocatespatients themselvescitizen scientists, and members of the general public. Publishing open access will enable a wide range of persons to access and learn from your work.

Your work is worth sharing!  Register on IUScholarworks today (https://scholarworks.iu.edu/deposit) , and email iusw@indiana.edu for authorization to deposit your work in IUScholarWorks!

 

Publishing Your Dissertation Open Access

IUScholarWorks is our repository, intended for anyone affiliated with IU to share their research openly so that it’s available for anyone in the world to read. It’s important to remember that this includes graduate students! Graduate students can share papers, data, posters, and even their dissertation in IUScholarWorks.

Sharing a dissertation in IUScholarWorks (sometimes called IUSW) has many benefits for authors, including:

  • increased discoverability of the dissertation, as it will become indexed in Google Scholar
  • long-term preservation, ensuring scholars can access it in several decades and beyond
  • the agency to decide how the dissertation should be licensed. Authors can choose one of several Creative Commons licenses based on how they would like others to use their work (this is optional)
  • the ability to embargo (or limit access) to the dissertation for up to five years
  • a free mechanism for sharing–there is never an additional cost for authors

Sharing Your Dissertation

When a dissertation or thesis has reached its final stage, all graduate students must submit an electronic version of their thesis or dissertation to ProQuest via the Graduate School Website instructions.

ProQuest provides multiple services and options for publishing a dissertation. Traditional publication with ProQuest means that the dissertation will be included in the ProQuest Dissertation and Theses database. This option is free for the author but in order to access the thesis or dissertation, readers will either need to be affiliated with a library or pay a fee. The 25 most-accessed ProQuest theses and dissertations for last month cost around $38 each to download for those not affiliated with a library or organization with access. However, this model does provide authors with other other add-on services, including the ability to print a physical copy and the option of copyright registration for a $55 fee. 

ProQuest offers an additional option: authors can publish their dissertation or thesis open access in their database PQDT Open for an additional fee, shifting the cost from the reader to the author. Making a dissertation open gives anyone, regardless of affiliation or socioeconomic status the ability to access it. There are a few important considerations for authors interested in this option.  ProQuest charges authors a $95 fee for this option, which might be a challenge for some authors. Additionally, while PQDT Open dissertations are free for all to read, it’s unclear if authors can select a Creative Commons License for their work, which enables authors to explicitly tell others how they can use the dissertation or thesis.

The University of Chicago has a useful summary of the difference between traditional ProQuest dissertation publication, PQDT Open publishing, and publishing in a repository (like IUScholarWorks).

Will making my work open access mean I can’t rework it into an article or book?

Some students worry that publishers will not publish a book or article that is based on a dissertation. First and foremost, you should consult with publishers (or published authors/ mentors) in your field if you have ideas about developing your work further and are concerned about this.

It’s important to remember that when a dissertation goes through the publication process, a lot of the information changes in some shape or form. In other words, it’s unlikely that a dissertation can be republished without major edits.  Dee Mortensen, Senior Sponsoring Editor at the IU Press, compares the relationship between a dissertation and a book to that of a chrysalis and a butterfly.

Because of the substantial alteration involved in the transformation of book to dissertation, it is often not an issue to make the original dissertation available. The study “Do Open Access Electronic Theses and Dissertations Diminish Publishing Opportunities in the Social Sciences and Humanities?” supports this claim, finding that most publishers (93% of university presses) do not consider a dissertation a prior publication that would disqualify the revised version from publication.

If you’re still concerned, remember that you can embargo your dissertation for up to five years in IUScholarWorks. An embargo would mean that readers can find information (sometimes called metadata) about your dissertation on the web but they would not be able to read the full-text of the work until a specified date.

IUSW staff are happy to discuss this option with you in more detail if you’re interested. Staff can also consult with authors about Creative Commons licensing and selecting the best license based on your goals for your work.

You can submit your thesis or dissertation  to IUSW here. A staff member will deposit it and respond to you with the link–it’s that simple!

You can also view all of this information in detail in a handy slide deck by our very own Sarah Hare (PDF link). If you are an advisor or faculty member and would like us to come to your class or event to talk to your students about dissertations, please e-mail us at iusw@indiana.edu. 

Indexing Your Journal

In order to be found by other scholars and considered legitimate, your journal should be discoverable and visible. Journal indexing is an excellent way to increase discoverability, allowing you to achieve higher rates of readership and citation. Indexing enables your journal to reach a wider audience and become a part of trusted academic databases used frequently by researchers in all disciplines.

Once your journal is indexed in a database, important metadata about your publication (and sometimes the full text of your journal’s articles)  will be available (and searchable) by all of the database’s users. Additionally, as potential authors assess the visibility and impact of your journal, they’ll find that it is widely indexed and discoverable by audiences they are trying to reach. For example, below is a screenshot of indexing coverage from Ulrichs, a database with information about journals and other serials. Ulrichs is a common tool promoted for faculty and graduate students looking for publication venues.  

Screenshot of Abstracting and Indexing in Ulrichs

How do you go about getting indexed by these databases and/ or directories? We have provided a step-by-step Guide to Applying for Journal Indexing to help you through this process! The guide includes a list of  highly used databases that new journals should consider being indexed in. , These include UlrichsWeb, EBSCO, and ProQuest. For each database, we list a quick summary of the database’s scope, the basic set of requirements necessary to be indexed, and links to the necessary forms to start the index application process.

Logo for Directory of Open Access Journals

Our department also provides in-depth  assistance for journals in our program interested in being indexed in  the Directory of Open Access Journals (DOAJ). DOAJ is an online directory that indexes open access, peer-reviewed journals, and is considered to be one of the best indicators of high quality for open access content. Authors often go to DOAJ to confirm that an open access publication is not predatory, for example. The Journal Application Form for indexing within DOAJ is detailed , but we have compiled a template that will help you answer each of these questions. Our DOAJ Application Template walks editors through each question, providing default answers for questions that apply to all IU Open Journals, as well as locations for questions you may not be sure about.

If you have any concerns or questions about indexing your journal, contact us at iusw@indiana.edu. We’re happy to meet one-on-one with editorial teams interested in indexing!

Frequently Asked Questions About the IUB Open Access Implementation

This FAQ is supplemental to the official Open Access Policy FAQ, available here

What do I need to do to comply with the IUB Open Access Policy?

  • Publish in an open access journal OR
  • Agree to archive an open access version of the article OR
  • Opt out of the policy

What kinds of publications are subject to the policy?

The policy only applies to scholarly journal articles authored by IU Bloomington faculty, published after February 21st, 2017.

I read that I can comply while completing my annual report. How can I do this?

Some faculty might not be able to publish in an OA journal. If that’s the case, you simply need to fill out your DMAI (annual report) as you would every year. We will check to see which version(s) you can create open access and then follow up with you to deposit that version. If you choose, you may opt out in the reporting system by selecting the opt out box for your article.

What will happen in the reporting system if I DO NOT opt out?

The Libraries will run a report in the reporting system that generates a dataset with citation information for articles subject to the open access policy. If a faculty member has not opted out, we will check the publisher’s self archiving policy. If the publishing agreement allows, we will deposit a PDF of the article in IUSW Open and send the faculty member a confirmation email. If the publishing agreement requires another version of the article or does not allow self archiving, we will be in touch by email with next steps.

Image 1: Arrow with workflow of submitting work to the repository

What will happen in the reporting system if I DO opt out?

The Libraries will run a report in the reporting system that generates a dataset with citation information for articles subject to the open access policy. If a faculty member has opted out, we will generate a letter waiving the University’s license to the article. This article will be sent to the author by email.

What about my existing publishing agreements? How will I know if I need to opt out?

If you already know that you need to opt out for an article, you may do so while completing your annual report or using IUSW Open. Otherwise, we will do the rights checking for you and get in touch if you have an incompatible publishing agreement or if we cannot access your publishing agreement.

Do I need to manage all of my publishing contracts, waivers, and potential addenda myself?

Not by yourself. While we do recommend that faculty keep records of documents signed in the publishing process, the Libraries will keep track of the agreements we receive from faculty and publishers.

Can I apply a blanket opt out to all of my articles?

Blanket opt-outs are not possible. The BFC policy states that faculty must opt out for each article subject to the policy. If you wish to opt out for all of your articles, the easiest way to do so is to check the opt out box for the articles as you enter them in DMAI.

What if I make the wrong choice or need to opt out later?

The archival status of an article subject to the policy can be changed at any time and our systems accommodate this. Contact us at iusw@indiana.edu to make the change.

Who can I contact with questions?

You can contact us by email at iusw@indiana.edu or reach out to your liaison librarian. The openscholarship.indiana.edu website will connect you to open access guidance and instructions for depositing in IUSW Open. If you have further questions, the policy FAQ may also be helpful.

 

Open Scholarship for All: Resources for Students, Faculty, and Staff

The IU Libraries support open scholarship for students, faculty, and staff across the Bloomington campus (and on other campuses as well). Read on to learn more about which services are available to you.

Undergraduate students

Graduate Students

  • IUScholarWorks is available as a resource to graduate students who wish to share their research as long as they have authorization from their sponsoring department. Any faculty member in the department can provide authorization.
  • Graduate students who are writing theses and dissertations do not need authorization to deposit in IUScholarWorks. Some units require a copy of graduate student theses and dissertations to be made available in IUScholarWorks. To make your thesis or dissertation available, use this submission form.
  • IU Open Journals support graduate student publications and students are encouraged to contact us if they are interested in starting a journal. Examples of student-managed IU Open Journals publications include:
    • New Views on Gender – research and creative work (poetry, short stories, photography, artwork, etc.) that deals with issues of gender and sexuality
    • Indiana University South Bend Graduate Research Journal – a multidisciplinary journal specifically for graduate students. The goal of the Journal is to publish the best research and/or critical graduate work produced at IU South Bend every year.
  • Research Data Services are available to graduate students at any level who need support planning, organizing, sharing, and publishing research data. For students applying for federal agency funding and required to provide a data management plan (DMP), a DMP review service is available.

Faculty

  • IUScholarWorks is available as a resource to faculty who wish to share their research. Examples of research output faculty share in IUScholarWorks include:
    • Submitted manuscripts (as sent to journals for peer-review)
    • Accepted versions (author’s final peer-reviewed drafts)
    • Published versions (publisher-created files)
    • Supplementary files, including streaming multimedia or datasets of any size
    • Gray literature (conference papers, working drafts, primary evidence)
    • Negative results or work that will not be finished
  • Our CV Service is available to faculty who would like all of the publications on their CV to be systematically deposited into the IUScholarWorks repository.
  • Coming soon, IUScholarWorks Open will be made available to all IU Bloomington faculty publishing work subject to the IU Bloomington Open Access Policy. For more information on the policy, visit our new Open Scholarship site.
  • The Office of Scholarly Publishing Journals provides publishing services to a select group of faculty-run journals at IU Bloomington. Examples include:
  • Research Data Services are available to faculty who need support planning, organizing, sharing, and publishing research data. For faculty applying for federal agency funding and required to provide a data management plan (DMP), a DMP review service is available.

Staff

  • IUScholarWorks is available as a resource to staff who wish to share their research.
  • IU Open Journals support staff publications and staff members are encouraged to contact us if they are interested in starting a journal.
  • Research Data Services are available to staff who need support planning, organizing, sharing, and publishing research data. For staff applying for federal agency funding and required to provide a data management plan (DMP), a DMP review service is available.

Other IU Campuses

 

If you have questions about whether you are eligible for a service or would like to learn more contact us at iusw@indiana.edu

Easily transmit data, video, and large files to IUScholarWorks

If you produce large datasets, create video or images, develop software or custom virtual machines, or rely on large packages of files and data in your research, we are pleased to introduce you to a new wiki-based widget for transmitting your work to our repository team.

Image: Screenshot of IUScholarWorks Box upload area
URL: https://wiki.dlib.indiana.edu/x/swRNHw

With true drag and drop functionality, the widget allows users to transmit files of almost any size, from a 500 MB .mp4 video to a 10+ GB bundled virtual machine. All material dropped on the window or uploaded by browsing to a file on your machine will be synced to a dedicated Box folder owned by the Scholarly Communications Department. From there, our staff can ensure your material is placed in the appropriate preservation environment and mapped correctly to one or more IUScholarWorks records.

The tool gives IU researchers an accessible and straightforward method for transmitting material for deposit. It will be useful for the deposit of big datasets as well as files that merely exceed the 25-50 MB limit imposed on email attachments. Even for those who prefer to self-submit their own datasets, the simplicity of the tool makes the process of pushing data files to the Scholarly Data Archive less demanding. This is especially true if you are dealing with transmitting multiple small files. Compressing and/or packaging them as a zip or tar file will enable a smoother upload.

For any questions about using this tool or to let us know what you’ve uploaded, contact us at iusw @ indiana (dot) edu.

Open Access Policy Guide: Opting Out

This post is the first in the “Open Access Policy Guide” series. This series will address components of the IU Bloomington Open Access Policy and its implementation. We have written other posts about passing the policy, leveraging the license (Part I & Part II), and resources to support it.

What is Opting Out?

The IU Bloomington Open Access Policy is an opt-out policy. This means that if faculty do not wish to make a version of their published article openly available, they must opt out of the policy. When a faculty member opts out of the policy, a waiver letter signed by the Vice Provost for Faculty and Academic Affairs is generated. This letter waives the university’s license for your article.

The Scholarly Communication Department is working to make it as easy as possible to opt out of the policy and generate a waiver letter. Are you a faculty member who needs to opt out of published articles? There are two methods you can use to opt out.

Method One

In IU’s annual reporting system – Digital Measures Activity Insight – faculty will see a new option in the Publications/Scholarship of Discovery category. This option is “Opt out of the open access policy for this article (IUPUI & IUB only).” To opt out of the policy for an article, simply click this box. A waiver letter will be generated and emailed to you.

Image 1: video of how to opt out in DMAI
Opting out in DMAI

Method Two

This is the best opt-out method if you need a waiver letter instantly and prefer not to wait for us to email you one. In IUScholarWorks Open (our repository extension to support the policy which will be launched shortly), complete the ‘Opt-out’ submission form. Enter your name, article title, and journal name (ISSN and DOI are recommended but optional). Select submit, and a waiver letter will be automatically generated for download. You will also receive an email with the waiver letter as an attachment. If you opt out using this method, you are not required to check the box in method one – we will track your waivers and ensure that it applies when you complete your annual report.

Image 2: video of how to opt out in IU ScholarWorks Open
Opting out in IUScholarWorks Open

Frequently Asked Opt Out Questions

Do I need to opt out for every article I have ever published?

No. The policy only applies to articles published after it was passed on February 21, 2017.

What if I forget to opt out for an article but realize later that I need a waiver?

The policy states that you are able to change the archival status of an article at your discretion. Please contact us to make this change and generate a waiver letter.

What if I co-author a paper with another IU Bloomington faculty member and one of us opts out in DMAI but the other does not?

In the event that there are multiple IUB faculty members who have co-authored an article and one opts out in DMAI, we will honor the request of the faculty member who opts out. Or, as the Head of our Copyright Program puts it, “While the creator of a joint work can license a work separately, their license cannot override another co-author’s denial of a license.”

I want to opt out for all of my articles, how do I do that?

According to the policy, “Upon express direction by the Faculty member, the Office of the Vice Provost for Faculty and Academic Affairs, or his or her designate will waive application of the policy for a particular article.” This means that faculty members must opt out for each article published after February 21, 2017. The fastest way to achieve this is by clicking the opt out button for each article when you are completing your annual report.

My publisher says that I need to apply an embargo (make an article unavailable for a predetermined amount of time) – does this mean I need to opt out? How do I make it available when the embargo has elapsed?

You do not need to opt out for an article that requires an embargo period before it can be made openly available. The IUScholarWorks Open repository will restrict the article and automatically release it after the designated amount of time has passed.

I have more questions – where can I find help?

We have an FAQ for the policy available on our website that provides helpful answers to a range of policy questions. We are also available by email at iusw @ indiana . edu and will soon be announcing drop-in sessions to answer questions about the policy.

Why DOI?

Image 1: Oprah with text “You get a DOI, everything gets a DOI”While many researchers have heard of Digital Object Identifiers (DOIs), some may not know why and when they should be used. The single most important characteristic of DOIs is that they can be attached to just about any digital, online research output. If something has a URL, or a specific location on the web, it can be assigned a DOI. The versatility of DOIs means they can be tied to journal articles, datasets, supplemental material and addendum; to video, audio, streaming media, and 3D objects; to theses, dissertations, technical reports, and visualizations. More recently, DOIs are being assigned to pre-prints of articles, acknowledging the pre-print’s role in some disciplines to be as valuable as the published version.

Why does this matter? As the APA Style Blog explains,

The DOI is like a digital fingerprint: Each article receives a unique one at birth, and it can be used to identify the article throughout its lifespan, no matter where it goes. (https://shar.es/1VECYv)

This digital fingerprint grows in importance as we move into an era that scholar Péter Jacsó has described as a “metadata mega mess.” Keyword searches by title or author in Google, for example, and even Google Scholar, which relies on mechanisms rather than unique IDs, often return inaccurate information: titles are attributed to the wrong authors, especially those with common names; citations of articles are mistaken for the original article; publication years become volume numbers; and a score of other inaccuracies. Researchers who rely on Google Scholar often quip that the service provides an easy way to begin a citation search, but that sources must be verified by DOI through Crossref and other registries. An article with a DOI reduces its risk of becoming lost in this “metadata mega mess” (Péter Jacsó, “Metadata mega mess in Google Scholar”, Online Information Review 2010: 34.1: 175-191, https://doi.org/10.1108/14684521011024191).

The second essential feature of the DOI is that it is persistent. As a unique identifier, it enables digital objects to be found anywhere, anytime with a one simple click on a link. This means that a paper or dataset is accessible and discoverable without requiring a separate search. Incorporated into a citation, the DOI becomes a guaranteed location for the item cited because it will always resolve to the right web address (URL). When attached to a resource, the DOI is also machine-readable, supporting online discovery as well as targeted aggregations and indexes.

The Anatomy of a DOI
Every DOI has three parts:

anatomy of a doi diagram
Source: http://www.ands.org.au/online-services/doi-service/doi-policy-statement. CC-BY
  • Resolving Web Address. Like web addresses (URLs), DOIs enable research output to be discoverable and accessible. Online publishing and digital archiving have made them almost a necessity for scholarship, and they have become the de facto standard for identifying research output.
  • Prefix. The prefix is the beginning of a unique, alphanumeric ID that irrefutably represents a digital object, and as such it creates an actionable, interoperable, persistent link to the work. The prefix is almost always associated with the entity or organization, and can allow users to trace the digital material back to its source.
  • Suffix. The final part of the alphanumeric ID is unique to its assigned object.  Integrity of DOIs are guaranteed because they do not rely alone on URLs and the web’s DNS (Domain Name System) servers for resolution. A DOI, then, is both an online location and a unique name and description of a specific digital object. Moreover, while the DOI base infrastructure is a species of the Handle System, DOIs run on a managed global network dedicated to their resolution.

A recent data DOI created for a data set in the IUScholarWorks repository (https://doi.org/10.5967/K8SF2T3M) illustrates one of our unique prefix “shoulders” (10.5967/K8) and a randomly generated alphanumeric string that is unique to this object (SF2T3M). Our open access journal system, on the other hand, is configured to create DOIs that are more semantic and tell us more about the object. This DOI (https://doi.org/10.14434/v17i3.21306) also has a unique prefix for Indiana University’s open journal system (10.14434). What’s more, the rest of the ID tells us that it is from Volume 17, Issue 3, article number 21306 of its originating journal.

So, Why DOI?
The short answer is that DOIs increase the reach and impact of your work. Publishers, repositories, aggregators, indexers, and providers of research and academic profiles are now relying on DOIs to identify specific works accurately, which in turn more reliably links that work to its authors and creators. Furthermore, metadata and information about individual works are increasingly tied to DOIs.

Crossref — one of the largest providers of DOIs for publications and the provider of DOIs for our open journal program — continues to expand the metadata that can be tied to DOIs, thereby increasing what your work can do in the world. The Scholarly Communication Department plans to deploy two specific Crossref programs that use DOIs to improve the accuracy and accessibility of usage data, bibliometrics, research profiles, and altmetric impact. Cited-by uses an object’s DOI to track where and how a digital publication or data has been cited, and can be displayed alongside an article with other metadata, such as authors’ bios (https://www.crossref.org/services/cited-by). Event Data, a program currently being rolled out by Crossref, goes even further. It will leverage the increasing ubiquity of DOIs to enhance the metrics available to scholars for their work. Known commonly as altmetrics, Event Data will collect a publication’s appearance on social media and online communities, such as Wikipedia, Reddit, Twitter, Stack Exchange, and blog posts (https://www.crossref.org/services/event-data).

Furthermore, for any research products — from software and datasets to technical reports and presentations –created and authored by IU faculty, staff, and students that do not have a previously assigned DOI, the IUScholarWorks Repository can mint them free-of-charge for any and all submissions.