Publisher's Guide

Self-archiving refers to the deposit of an article in an organisation's own publication archive, such as Theseus, with the permission of the publisher.

Self-archiving

• is different from publishing in open access journals
• is free of charge
• is more permissive than is generally thought, most publishers allow open access deposit
• significantly increases the visibility of the article - and thus its potential impact

Many universities, research institutions and funders require open access publication of research.

1. Ask for permission to self-archive from authors outside Centria, if any. Verbal permission is sufficient. Permission is also required for online storage of images, maps and other copyrighted material.
    
2. Please send the final draft file of the article, the last revised and peer-reviewed version of the article that does not yet show the publisher's final artwork, to julkaisutiedonkeruu@centria.fi when you announce the publication. Please mention in the email if you know that the publication has permission for self-archiving from the publisher and/or other authors.
    
3. The library will take care of checking and/or obtaining the publisher's permission, if necessary, and co-storing in Theseus.

Open access to a publication can be achieved through the openness of the publisher's version or the self-archiving.

Open access to the publisher's version of a publication means that the publication is immediately and permanently available on the publisher's service. The publication may have been made open access without a fee or the publisher may have been paid to make the publication open access. Where the publisher's version is "delayed OA", i.e. openly available only after an embargo period specified by the publisher, the publisher's version of the publication is not considered to be OA within the definition of the data collection, but information on delayed OA can be reported as part of the data collection.

Open access to the self-archived version of a publication means that the self-archived version of the publication is permanently available in the organisational or discipline-specific publication repository either immediately or after the embargo period specified by the publisher.

In all cases, open access to a publication means that the following conditions are met:

The publication is available on the Internet in its entirety free of charge and accessible for reading, printing and copying, at least for non-commercial use.
The publication is freely and permanently available on a service provided either by the publisher or by the research organisation that allows the descriptive data of the publication to be searched and the content to be indexed in other search services, and supports citation and linking to the publication using web addresses based on persistent identifiers (DOI, URN, Handle).
Depending on the publishing agreement or the publisher's policy, the freely available version of a publication is either the last co-stored version of the author's own work or the final version published on the publisher's service. In the case of a peer-reviewed publication, the freely available version must also be peer-reviewed.

(Handbook of Data Collection/Tiedonkeruun käsikirja 2024)