OpenAIR is the primary means for researchers at RGU to make their work open access. Making research open access is important for a variety of reasons:
OpenAIR is a database of outputs created by RGU's researchers. This includes all RGU staff, research students (i.e. DBA, DInfSci, DPP, DPT, EngD, MPhil, MRes, MSc by Research, PhD) and any other person whose research has been supported by RGU (e.g. visiting academics).
The repository can hold a variety of media, both textual and non-textual. Content typically falls into the following output types, for which further details are available in the repository policy:
It is generally a good idea to know in advance the potential journal to which you intend to submit your work, so that the OpenAIR team can double-check the publisher's permissions around working papers for the specific journal. If we are allowed to upload the working paper, then you should always inform the publisher of the existence of the OpenAIR version at the point of submission. Additionally, once published, we can also include a link to the published version on OpenAIR. We have obtained information on the policies of the following specific publishers:
Generally you should not submit your thesis for publication verbatim; however, work based on theses that have already been made available in OpenAIR is usually accepted for consideration by publishers. You should always inform the publisher that your submission to them is based on work that is already publicly available and provide them with a link to the record on OpenAIR. We have obtained information on the policies of the following specific publishers:
You will not be able to upload your own thesis, as uploads can only be done by the OpenAIR team. You generally do not need to give the team a copy of your thesis, as this should be passed to us by Governance and Academic Affairs shortly after graduation. Embargoed theses are not passed to us until the embargo has ended. If you are concerned that your thesis has not appeared online, then please contact the team and we will investigate.
We are also gradually digitising our older theses. If you would like yours to be prioritised for digitisation, please let us know.
OpenAIR aims to store its contents in file formats that are as easy to use as possible, by as many people as possible, for as far into the future as possible. This means that we try to avoid proprietary formats (i.e. file types that require someone to purchase a specific piece of software) and instead prefer to store files in standard formats.
The vast majority of files on OpenAIR are in .pdf format. If you do not have a PDF version of your work, do not worry; the team will be able to do the conversion for you.
For research data, the following list of recommended file formats is taken from the UK Data Archive:
|Type of data||Acceptable formats for sharing, reuse and preservation||Other acceptable formats for data preservation|
Quantitative tabular data with extensive metadata
a dataset with variable labels, code labels, and defined missing values, in addition to the matrix of data
SPSS portable format (.por)
delimited text and command ('setup') file (SPSS, Stata, SAS, etc.) containing metadata information
some structured text or mark-up file containing metadata information, e.g. DDI XML file
|proprietary formats of statistical packages e.g. SPSS (.sav), Stata (.dta)
MS Access (.mdb/.accdb)
Quantitative tabular data with minimal metadata
a matrix of data with or without column headings or variable names, but no other metadata or labelling
comma-separated values (CSV) file (.csv)
tab-delimited file (.tab)
including delimited text of given character set with SQL data definition statements where appropriate
delimited text of given character set - only characters not present in the data should be used as delimiters (.txt)
widely-used formats, e.g. MS Excel (.xls/.xlsx), MS Access (.mdb/.accdb), dBase (.dbf) and OpenDocument Spreadsheet (.ods)
vector and raster data
ESRI Shapefile (essential - .shp, .shx, .dbf, optional - .prj, .sbx, .sbn)
geo-referenced TIFF (.tif, .tfw)
CAD data (.dwg)
tabular GIS attribute data
ESRI Geodatabase format (.mdb)
MapInfo Interchange Format (.mif) for vector data
Keyhole Mark-up Language (KML) (.kml)
Adobe Illustrator (.ai), CAD data (.dxf or .svg)
binary formats of GIS and CAD packages
eXtensible Mark-up Language (XML) text according to an appropriate Document Type Definition (DTD) or schema (.xml)
Rich Text Format (.rtf)
plain text data, ASCII (.txt)
Hypertext Mark-up Language (HTML) (.html)
widely-used proprietary formats, e.g. MS Word (.doc/.docx)
some proprietary/software-specific formats, e.g. NUD*IST, NVivo and ATLAS.ti
|Digital image data||TIFF version 6 uncompressed (.tif)||
JPEG (.jpeg, .jpg) but only if created in this format
TIFF (other versions) (.tif, .tiff)
Adobe Portable Document Format (PDF/A, PDF) (.pdf)
standard applicable RAW image format (.raw)
Photoshop files (.psd)
|Digital audio data||
Free Lossless Audio Codec (FLAC) (.flac)
MPEG-1 Audio Layer 3 (.mp3) but only if created in this format
Audio Interchange File Format (AIFF) (.aif)
Waveform Audio Format (WAV) (.wav)
|Digital video data||
motion JPEG 2000 (.mj2)
|Documentation and scripts||Rich Text Format (.rtf)
PDF/A or PDF (.pdf)
OpenDocument Text (.odt)
plain text (.txt)
some widely-used proprietary formats, e.g. MS Word (.doc/.docx) or MS Excel (.xls/.xlsx)
XML marked-up text (.xml) according to an appropriate DTD or schema, e.g. XHMTL 1.0
In general, when we talk about the "Author Accepted Manuscript" (AAM) we are referring to the version of the document at the point when it has incorporated any changes from the peer-review process and been formally accepted by the publisher, but before the publisher has started applying their logos and typesetting. This version is also sometimes called just the "accepted version" or "post-print". The following diagram of a typical publication process may help to illustrate this:
Identifying the AAM can sometimes be difficult - publishers may call it something else, or their publication process may be different to that shown in the diagram above. The table below lists the terminology used by several common publishers and gives examples of a typical AAM from that publisher, which can be compared with the same article in proof form and the final published version (also known as the "Version of Record", or VOR). We have not been able to obtain examples of proof versions for all publishers, but will hopefully add these in future.
|Publisher name||Terminology and notes||Example AAM||Example Proof||Example VOR|
"Accepted Manuscript" for AAM.
May have a coversheet. May also have an "Accepted manuscript" watermark. Usually does not have any publisher formatting.
"Author accepted manuscript" and "post-print" for AAM.
May have a coversheet. May also have a "For peer review" watermark. Usually does not have any publisher formatting.
"Accepted version" and "Pre-print version" for AAM.
Usually has no page numbers or IEEE markings, but otherwise may include publisher formatting.
"Version 2" for AAM.
May have a coversheet. May also have a "For peer review" watermark. Usually does not have any publisher formatting.
"Author's accepted manuscript" and "Author's accepted version" for AAM.
Usually does not feature final page numbers, publisher logos or final layout, but may otherwise feature publisher formatting.
|Taylor and Francis||
"Accepted manuscript" for AAM.
May have an "Accepted manuscript" watermark. Usually does not have any publisher formatting.
"Accepted version" and "Peer-reviewed version" for AAM.
Usually does not include any publisher formatting.
Links to articles used in above examples:
(Elsevier) = KAJAMA, M.N., SHEHU, H., OKON, E., ORAKWE, I. and GOBINA, E. 2016. VOC oxidation in excess of oxygen using flow-through catalytic membrane reactor. International journal of hydrogen energy [online], 41(37), pages 16529-16534. Available from: https://dx.doi.org/10.1016/j.ijhydene.2016.04.164. OpenAIR version available from: http://hdl.handle.net/10059/1519.
(Emerald) = BAXTER, G., MARCELLA, R. AND O’SHEA, M. 2016. Members of the Scottish Parliament on Twitter: good constituency men ( and women)? Aslib journal of information management [online], 68(4), pages 428-447. Available from: http://dx.doi.org/10.1108/AJIM-02-2016-0010. OpenAIR version available from: http://hdl.handle.net/10059/1452
(IEEE) = OCHEI, L.C., PETROVSKI, A. and BASS, J.M. 2016. Implementing the required degree of multitenancy isolation: a case study of cloud-hosted bug tracking system. In the Proceedings of the 13th IEEE international conference on services computing (SCC 2016), 27 June - 2 July 2016, San Francisco, USA. New Jersey: IEEE [online], pages 379-386. Available from: https://doi.org/10.1109/SCC.2016.56. OpenAIR version available from: http://hdl.handle.net/10059/1920.
(SAGE) = CROWTHER, S., IRONSIDE, P., SPENCE, D. and SMYTHE, L. 2017. Crafting stories in hermeneutic phenomenology research: a methodological device. Qualitative health research [online], 27(6), pages 826-835. Available from: https://dx.doi.org/10.1177/1049732316656161. OpenAIR version available from: http://hdl.handle.net/10059/1525.
(Springer) = SANI, S., WIRATUNGA, N., MASSIE, S. and COOPER, K. 2016. SelfBACK: Activity recognition for self-management of low back pain. In Bramer, M. and Petridis, M. (eds.) 2016. Research and development in intelligent systems XXXIII: incorporating applications and innovations in intelligent systems XXIV. Cham: Springer [online], pages 281-294. Available from: http://dx.doi.org/10.1007/978-3-319-47175-4. OpenAIR version available from: http://hdl.handle.net/10059/1973.
(Taylor and Francis) = PRATHURU, A.K., FAISAL, N.H., JIHAN, S., STEEL, J.A. and NJUGUNA, J. 2017. Stress analysis at the interface of metal-to-metal adhesively bonded joints subjected to 4-point bending: finite element method. Journal of adhesion [online], 93(11), pages 855-878. Available from: https://dx.doi.org/10.1080/00218464.2016.1172309. OpenAIR version available from: http://hdl.handle.net/10059/1619.
(Wiley) = CRAWFORD, L. 2016. Moral legitimacy: the struggle of homeopathy in the NHS. Bioethics [online], 30(2), pages 85-95. Available from: https://dx.doi.org/10.1111/bioe.12227. OpenAIR version available from: http://hdl.handle.net/10059/1583.
The Publications Team can provide you with an e-mail template to request the accepted manuscript from your co-author. To request a copy of the template, just ask us at email@example.com
We make sure to observe publisher's restrictions on material deposited in OpenAIR. In almost all cases, the publisher embargo only restricts open access to the full text, which means that we are still able to create a record on OpenAIR and deposit a restricted-access copy of the document before the embargo ends. This is fairly common, since funders and the REF require items to be deposited fairly quickly after they have been published, or accepted for publication.
While an item is embargoed, users of the repository must submit a request for a copy of the document. These requests are received by the OpenAIR team and redirected to the relevant researcher. This therefore gives our researchers the option of providing a personal copy of their work, which most publishers permit.
See the "Viewing statistics" section earlier in this guide for more information.
Unfortunately, RGU does not have any funds to cover the costs of Gold Open Access. However, there are a variety of offset deals which may reduce or negate these costs. See our "Open Access: Going 'Gold'" guide for more information on these deals.