Archiving Your Life's Work

Archiving Your Life's Work

Presentation by Brianna Marshall for the UW-Madison Retirement Association, April 2015.


Brianna Marshall

April 06, 2015


  1. 3.
  2. 5.

    • Scholarly works with copyright permissions cleared • Maybe datasets

    (it depends) • But we can’t just take your hard drive 
  3. 6.

    Self-submit workflow: • I create the collection • You (or

    a student) upload and describe the files • Voila!
  4. 7.
  5. 10.
  6. 13.
  7. 14.

    • Public health researcher focusing on drug and alcohol consumption

    • Total of 200+ articles • Also had related datasets (SPSS files + questionnaires) • Majority of publications dated back to the 1970s and 1980s
  8. 15.

    1. Content inventory - What do you have? What do

    you want to prioritize? 2. Get organized (online workspace) 3. Identify copyright permissions - SHERPA/RoMEO - Journal website - Email to journal editor 4. Locate/create article versions 5. Upload + describe
  9. 21.
  10. 22.
  11. 24.

    Is the article unpublished? You’re probably the rightsholder. Is the

    article published? You’re probably NOT the rightsholder, which means…
  12. 26.
  13. 28.
  14. 29.
  15. 30.
  16. 31.
  17. 33.

    DEFINITION First draft, prior to peer review. NOTE It can

    be extremely hard to track down pre-prints, depending on how much time has passed since the article was written. If possible, ask to upload a post- print or publishers version instead!
  18. 34.
  19. 35.

    DEFINITION Accepted, peer reviewed version of the article minus publisher

    formatting. NOTE The simplest way to create a post-print is to copy and paste from the publisher version. Luckily, most online versions of articles are OCR-compliant.
  20. 36.
  21. 37.

    DEFINITION Final published version of the article. NOTE If you

    have appropriate permissions, you can just grab a copy from any database. In some cases publishers may even send you a version of the article to use.
  22. 38.
  23. 39.
  24. 40.
  25. 42.

    1. Content inventory - What do you have? What do

    you want to prioritize? 2. Get organized (online workspace) 3. Identify copyright permissions - SHERPA/RoMEO - Journal website - Email to journal editor 4. Locate or create article versions 5. Upload + describe
  26. 43.

    • If it’s not a priority it won’t happen. •

    Hiring a student worker could help. (SLIS!) • Staying organized is key. • Published articles can be tricky enough – book chapters, especially from books currently in publication, are likely not worth the effort.
  27. 44.

    • We considered sending three emails to publishers as a

    good faith effort; if they didn’t respond, we uploaded the article. • You do not need to contact your co-authors unless you wish to notify them as a courtesy. • Remember that you can always ask the publisher for an exception beyond what SHERPA/RoMEO lists as your author rights.
  28. 45.

    The University of Minnesota undertook a similar project to upload

    the publications of emeritus ecology researcher Dr. Eville Gorham to their IR. Main difference? Rather than organizing privately, created a public bibliography using RefWorks. UMN’s project guide: Read more at:
  29. 46.

    • Consider an author addendum for your work! • Encouraged

    by UW Faculty Senate “to ensure that academic authors retain certain intellectual property rights that facilitate archiving, instructional use, and sharing with colleagues to advance discourse and discovery.” • Spread the word to junior colleagues! authors-addendum/
  30. 47.

    • University Library Committee is exploring the possibility of a

    university-wide OA policy • Policy would enable UW to retain limited permissions to post article versions to IR • Many peer institutions have already implemented similar OA policies • For more information, see Karl Broman’s website:
  31. 48.

    Copyright resources from the UW Libraries copyright/ Scholarly Publishing

    Academic Research Coalition Liberating the Publications of a Distinguished Scholar: A Pilot Project