publish.UP | Potsdam Publication Portal

Guidelines for the Publication Server

§ 1 Objectives and content-related criteria for the Institutional Repository of the University of Potsdam

  1. The Institutional Repository offers to all members of the University of Potsdam the organisational and technical framework for the prompt electronic publication and long-term storage of scientific results with a high degree of relevance for research as well as teaching and documents related to the cultural heritage. Born-digital documents are collected, archived, stored, indexed and made available online. Furthermore, the offer serves the rapid and global communication in the scientific community. It also supports the open and technically as well as legally barrier-free access to specialised information in the sense of Open Access [Berlin Declaration on Open Access to Knowledge in the Sciences and Humanities].
  2. Generally, documents published by the University Press are made available online on the institutional repository of the university. They can also be published both in form of a printed book and online on the institutional repository.
  3. As regards content, the service is provided by the publications department of the University Library and the University Press. It is technically hosted by the Kooperativer Bibliotheksverbund Berlin-Brandenburg (KOBV).
  4. The electronic documents receive quotable persistent identifiers in form of URN addresses which provide permanent access to the resources with the help of the resolving mechanism of the German National Library (DNB). Access takes place via national and international library catalogues, search engines, OAI service providers and other reference systems. Long-term archiving of the submitted dissertations, diploma and magister theses as well as other original documents is ensured.
  5. Operation and further development of the institutional repository is embedded in national and international initiatives and projects like the “Open Archives Initiative (OAI)”, Dublin Core Metadata Initiative or the German initiative for network information (DINI).

§ 2 Legal Aspects

  1. A publication on the institutional repository presupposes the permanent transfer of the simple right of online publication for public access from the authors to the provider. Beyond that, the author is free to publish the complete work as a pre- or postprint without restrictions elsewhere, before or after its appearance on the institutional repository, in print or online. The work can also be published in a modified form or in extracts.
  2. The author grants the following utilisation rights to the provider of the institutional repository:
    • the right for electronic storage, especially in data bases
    • the right to convert the submitted document for long-term archiving or visualisation (while the original file is also preserved)
      and in case of publication:
    • the simple right of use for providing public access to the document in international networks (according to § 19a UrhG)
    • the right to notify and transfer the document to a long-term archive
    • the right to grant unrestricted access to the metadata (especially the abstract and the table of contents) to everyone
  3. The provider is committed to support the authors or editors with their publication projects, to archive the documents and to keep them accessible with justifiable effort. The authors and editors alone are responsible for the content of the documents.
  4. It is incumbent on the authors or editors to clarify the legal situation as to potentially affected copyrights of third parties or to obtain the consent of the latter. In the case that the author receives information on existing or pending legal obstacles, he will inform the University Library without delay. Potsdam University Library is not liable for damages which are the result of copyright infringements, provided that no gross negligence or deliberate action is involved on the side of the library.
  5. The copyrights of the authors remain protected. Through granting a Creative Commons licence, certain utilisation rights can be conferred to the public. Publication on the Institutional Repository of Potsdam University Library does not conflict with a further publication of the documents in journals, as monographs or on other servers. According to the recommendations of the German Council of Science and Humanities on the digital information supply through university libraries, p. 26 (Greifswald 13th July 2001), all scientists of the University of Potsdam are requested to reserve the right for self-archiving their work in the Institutional Repository and to publish their documents additionally, possibly after expiration of a waiting period, on the publication server.
  6. The metadata of the documents published on the Institutional Repository can be accessed by everyone via an OAI interface. They may also be stored and be made available (for example in enriched form or as a selection) to third parties. Metadata is licensed under the Creative Commons License CC0 1.0 Universal. In case of primary publication on the Institutional Repository, a link in form of a URL or URN to the front-door of the resource on the Institutional Repository should be included.
  7. Published documents will not be deleted from the server. In the case of secondary publications and preprints, online access may be restricted in exceptional cases where legal reasons indicate this procedure. Preprints may also be withdrawn for content-related reasons by the authors or the editors. However, the documents will remain in the archive.

§ 3 Basic Conditions on the Promotion of Technically and Legally Barrier-Free Scientific Publishing in the Sense of Open Access (Open Access Guidelines and Metadata Policy)

  1. The University Library Potsdam encourages authors to assign a Creative Commons Licence conforming to Open Access in order to dismantle barriers of copyright law for the free circulation of ideas and the distribution of scientific findings. The rights of the author are preserved in this case because of the obligation to state the name of the author. In case of the distribution of the unedited document, the Uniform Resource Name (URN) should be used to ensure an unambiguous identification of the internet resource.
  2. The published documents are generally free of technical protective devices and methods of digital rights management (DRM) in order to preserve them as part of the digital cultural heritage and to make them available to the scientific community as well as the public.
  3. For increasing the visibility of the service, the Institutional Repository is registered with the directories of Open Access journals Open Access Repositories (ROAR) and Directory of Open Access Repositories (OpenDOAR).
  4. The institutional repository is the online service of Potsdam University Press. The latter is listed at its own proposal as a “Green Press” in the SHERPA/RoMEO directory.
  5. The metadata of the documents published on the Institutional Repository can be accessed by everyone via an OAI interface. They may also be stored and be made available (for example in enriched form or as a selection) to third parties. Metadata is licensed under the Creative Commons License CC0 1.0 Universal. In case of primary publication on the institutional repository, a link in form of a URL or URN to the front-door of the resource on the institutional repository should be included.

§ 4 The Electronic Document

  1. The term “electronic document” is, in the sense of these guidelines, a document which is based on text and graphics, is stored in digital form on a data storage medium and is distributed via computer networks. The publication of multimedia documents which include audio and video material is also possible.
  2. A document to be published on the institutional repository fulfils the following conditions:
    • It is intended for distribution in public.
    • It is not a dynamic document. If changes are necessary, the edited electronic document will be stored as a new version.
    • It complies with the technical requirements set up by the University Press.

§ 5 Rules for Archiving Electronic Documents

  1. Scientists, students and other persons whose contributions are connected to the University of Potsdam can submit publications in an accepted file format to the archive or commission the staff of the University Press with archiving them. A change of the content of the documents is ruled out.
  2. The following kinds of electronic documents are stored:
    • Scientific publications from members of the University of Potsdam like journal articles (also pre- and postprints), monographs, parts of monographs, public lectures, research reports, studies, scientific series,
    • parallel publications of documents published in print form with Potsdam University Press,
    • documents published by members of the University of Potsdam like compilations, electronic journals and conference proceedings,
    • publications and series from persons or institutions associated with the University of Potsdam,
    • significant lectures and speeches (e. g. inaugural lectures) which are important for the history of the University of Potsdam,
    • documents which have to be published according to the examination regulations,
    • theses from students of the University of Potsdam (diploma, magister and master theses as well as the German government licensing examination called “Staatsexamen”) in case that the publication is approved by the supervisor or a faculty member and is graded as “very good”,
    • important documents of the cultural heritage.
  3. For the formal and content-related indexing of the electronic documents, nationally and internationally defined standards like the Dublin Core Metadata Standard, the guidelines of the Open Archives Initiative (OAI) or the definitions of METADISS from the German National Library are used. The metadata are assigned by the data providers via the online submission form and checked, corrected and, where applicable, amended by the library. Authority data can be selected from the German normative file of subject headings (Schlagwortnormdatei – SWD) from the German National Library which is integrated in the electronic submission form. They can also be supplemented by free keywords in German and English. Dissertations and habilitations are provided with an abstract in at least two languages by the author. The documents are described through the assignment of notations from the classification scheme for academic libraries called Regensburger Verbundklassifikation(RVK) and the Dewey Decimal Classification(DDC) by a specialist in the subject area concerned. Submitted PDF files are supplemented by a bookmark bar through Potsdam University Library for better navigation.
  4. Generally, archived documents are (when indicated after a waiting period) made available online for public access if no legal obstacles conflict with publication.

§ 6 Particular Technical Features of the Institutional Repository

  1. Documents are provided with a permanent and individual persistent identifier in form of an URN address which allows immediate access to them.
  2. Statistics evaluate the number of views of every document per month, the use of the institutional repository per day and the indexing through search engine robots per month.
  3. The providers of the institutional repository guarantee an archiving period of at least 5 years. For documents in XML, digital long-term archiving is ensured. The period in which accessibility of the documents can be guaranteed depends on the availability of the format, the software for displaying the documents and the possibilities to convert their format.
  4. The preferred presentation formats currently are PDF and HTML.
  5. The electronic documents can be searched in local, regional, and supraregional library catalogues, search engines and OAI service providers (e. g. OAIster). A search function for the bibliographic metadata and the full text is available on the website of the institutional repository.
  6. As a registered OAI data provider, the institutional repository fulfils the requirements of OAI-PMH in version 2.0.

§ 7 Organisational Regulations

  1. As regards content, the service is provided by the publications department of the University Library and the University Press. It is technically hosted by the Kooperativer Bibliotheksverbund Berlin-Brandenburg (KOBV).
  2. The electronic publication is free of charge for members of the University of Potsdam and their associated institutions.
  3. Submission of the electronic documents for dissemination on the Institutional Repository as a rule occurs via an upload form on the Institutional Repository.
  4. Additional operations necessary for publication like the preparation of documents or the conversion into different formats are attended to and executed by the staff of the publications department.
  5. The contact persons for questions concerning the Institutional Repository are the staff of the publications department at Potsdam University Library.


fax: +49 (0)331 977-2292 Postal address:
Potsdam University Library
Universitätsverlag (University Press)
Am Neuen Palais 10
14469 Potsdam

Office address:
Potsdam University Library
Universitätsverlag (University Press)
Campus II - Golm, Building 18 - ICMC
Room 1.21 - 1.25 and 1.31
Karl-Liebknecht-Str. 24 - 25
14476 Potsdam

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