Self-archiving and copyright: How might we help researchers be more conscious of what versions of their work they can/can't share online? about doathon HOT 18 OPEN

After a great virtual afternoon of brainstorming, we came up with a number of challenges related to copyright and self-archiving frequently faced by authors, librarians and the community and possible solutions to address them.

These are only ideas at the moment, we welcome contributions from anyone in the world and will continue the discussion remotely, updates will be frequently made in the issue. If you would like to add anything, please leave your comments in the doc: https://docs.google.com/document/d/1oeg1-FwHPJmJp3NesJnkdYkpukLljHxAjUDBTxFSLOc/edit#heading=h.p3dhusq9al4 .Thank you for your contributions! :)

Challenges and possible solutions:

Fair dealing for copyright

would there be a way to have a database that help universities interpret the law? Librarians create guidelines, but there is not a formal "toolkit". Like https://policy.lumenlearning.com/ but for interpreting copyright policies, specially designed for institutions. The toolkit should take into account policies by country, and policies by institutions.

Solution:
mobilize the librarian section as much as we can in one direction, try to get an alignment on the topic and see if there is something that can be said in consensus.

Not all journal policies are listed in sherpa/ROMEO

many libraries come up with their own spreadsheet with lists of journal policies, but these are not shared outside their campus.

Solution:
Create a Sherpa/Romeo "on steroids"database that can be constantly updated by librarians worldwide. Put together all those individual spreadsheets institutions have into a massive one, and add information on deposit statements.

Things to think about:
Who would control the data? How can we make sure information in the spreadsheet is validated? Think about how wikipedia verifies data.

Side note: How do IRs staff handle deposit statements: They often create cover pages with the citation and the stage of the article the document is eg. "this is a preprint of xx .. ", The cover page provides a link to the article published version and acknowledges the publisher. Each institution has their own spreadsheet for journal deposit statements, but these are not often shared.

Resources are designed for already published and experienced authors

we often forget about those just starting in academia who have not yet published any research.

Solution:
Develop a toolkit for researchers to know about copyright and self-archiving in an early stage. It would be ideal to have training sessions when they are just enrolled in the institution. These efforts could be leaded by OA librarians and author's advisors.

Things to think about:
When and how someone should know about copyright: At what stage of research development would it be best for you to learn about copyright and self-archiving? The earlier the better.

How can we include authors when creating resources for them?

How can we make sure the language we are using is easy to understand? How can we take into account authors from all parts of the globe?

How will authors see the tool kit? It needs to be discoverable.

Creative commons licenses certificates and courses: they are interested in creating courses for librarians. Maybe a cc certificate for authors?

Authors never have time: integrating it in the ethics and the census
Graduate workshops
Supervisors teaching about policies
Library license

library vocabulary and Sherpa/ROMEO colours are hard to understand for authors and newbies

Solution:
To create inclusive resources it is important to move away from "librarian vocabulary" and come up with easy to understand terms. To do so, resources created must be shared with authors and listen to feedback from them before publishing final versions of created documents.

Authors have trouble finding copies of their AAM to archive

Solution:
Direct2aam https://docs.google.com/document/d/1TPOH664MgMVBW3zfsbbDgaPr6qv_C97Uhj6cESGb3F4/edit , others?

Authors don't know how the right copy looks

Librarians struggle with helping authors understand how the right copy they can archive looks / authors send the publisher's PDF, have trouble understanding the difference between all article versions

Solution:
openaccessbutton.org/versions-explained , Imperial's Accepted Manuscripts sheet:
https://docs.google.com/spreadsheets/d/1Nx8rt1LXVnqjb4eLyo6wuw3YkrI8Bm9qqdpRoojcDVQ/edit#gid=0 others?

Not enough resources for PAs and library admin staff

often PAs or admin staff take care of OA for authors, and there are not enough resources and training sessions to guide them in their day-to-day work.

Solution: Creating sessions and materials aimed specifically at this group.

Other challenges:

• It is unclear what IR librarians can ask for AAM in behalf of authors
• Authors confuse researchgate, social media sites and academia.edu with repositories.
• Social validation is an important factor to take into account when building resources.
• "I don't have the rights to share this" is a common response for newly published authors. How can we change this mindset?

from doathon.

Came across this online course Imperial offers to its doctoral students, great intro to copyright and licenses: http://www.imperial.ac.uk/study/pg/graduate-school/students/doctoral/professional-development/online-courses/

from doathon.

After a great virtual afternoon of brainstorming, we came up with a number of challenges related to copyright and self-archiving frequently faced by authors, librarians and the community and possible solutions to address them.

These are only ideas at the moment, we welcome contributions from anyone in the world and will continue the discussion remotely, updates will be frequently made in the issue. If you would like to add anything, please leave your comments in the doc: https://docs.google.com/document/d/1oeg1-FwHPJmJp3NesJnkdYkpukLljHxAjUDBTxFSLOc/edit#heading=h.p3dhusq9al4 .Thank you for your contributions! :)

Challenges and possible solutions:

Fair dealing for copyright

would there be a way to have a database that help universities interpret the law? Librarians create guidelines, but there is not a formal "toolkit". Like https://policy.lumenlearning.com/ but for interpreting copyright policies, specially designed for institutions. The toolkit should take into account policies by country, and policies by institutions.

Solution:
mobilize the librarian section as much as we can in one direction, try to get an alignment on the topic and see if there is something that can be said in consensus.

Not all journal policies are listed in sherpa/ROMEO

many libraries come up with their own spreadsheet with lists of journal policies, but these are not shared outside their campus.

Solution:
Create a Sherpa/Romeo "on steroids"database that can be constantly updated by librarians worldwide. Put together all those individual spreadsheets institutions have into a massive one, and add information on deposit statements.

Things to think about:
Who would control the data? How can we make sure information in the spreadsheet is validated? Think about how wikipedia verifies data.

Side note: How do IRs staff handle deposit statements: They often create cover pages with the citation and the stage of the article the document is eg. "this is a preprint of xx .. ", The cover page provides a link to the article published version and acknowledges the publisher. Each institution has their own spreadsheet for journal deposit statements, but these are not often shared.

Resources are designed for already published and experienced authors

we often forget about those just starting in academia who have not yet published any research.

Solution:
Develop a toolkit for researchers to know about copyright and self-archiving in an early stage. It would be ideal to have training sessions when they are just enrolled in the institution. These efforts could be leaded by OA librarians and author's advisors.

Things to think about:
When and how someone should know about copyright: At what stage of research development would it be best for you to learn about copyright and self-archiving? The earlier the better.

How can we include authors when creating resources for them?

How can we make sure the language we are using is easy to understand? How can we take into account authors from all parts of the globe?

How will authors see the tool kit? It needs to be discoverable.

Creative commons licenses certificates and courses: they are interested in creating courses for librarians. Maybe a cc certificate for authors?

Authors never have time: integrating it in the ethics and the census
Graduate workshops
Supervisors teaching about policies
Library license

library vocabulary and Sherpa/ROMEO colours are hard to understand for authors and newbies

Solution:
To create inclusive resources it is important to move away from "librarian vocabulary" and come up with easy to understand terms. To do so, resources created must be shared with authors and listen to feedback from them before publishing final versions of created documents.

Authors have trouble finding copies of their AAM to archive

Solution:
Direct2aam https://docs.google.com/document/d/1TPOH664MgMVBW3zfsbbDgaPr6qv_C97Uhj6cESGb3F4/edit , others?

Authors don't know how the right copy looks

Librarians struggle with helping authors understand how the right copy they can archive looks / authors send the publisher's PDF, have trouble understanding the difference between all article versions

Solution:
openaccessbutton.org/versions-explained , Imperial's Accepted Manuscripts sheet:
https://docs.google.com/spreadsheets/d/1Nx8rt1LXVnqjb4eLyo6wuw3YkrI8Bm9qqdpRoojcDVQ/edit#gid=0 others?

Not enough resources for PAs and library admin staff

often PAs or admin staff take care of OA for authors, and there are not enough resources and training sessions to guide them in their day-to-day work.

Solution: Creating sessions and materials aimed specifically at this group.

Other challenges:

• It is unclear what IR librarians can ask for AAM in behalf of authors
• Authors confuse researchgate, social media sites and academia.edu with repositories.
• Social validation is an important factor to take into account when building resources.
• "I don't have the rights to share this" is a common response for newly published authors. How can we change this mindset?

Thanks for writing this out so clearly Natalia!

from doathon.

You have described me! I would love to post without violating journal copyright agreements.

from doathon.

This is a nice start! :) https://figshare.com/articles/How_to_make_your_research_open_access_For_free_and_legally_/5285512

from doathon.

I am a fan of that infographic it is a great start!, also in Spanish here: https://figshare.com/articles/como-publicar-enOA_png/5425921

it would be great if we can come up with something like that but for authors who have already published their work behind a paywall and want to make it OA now/ don't know how a pre-print/post-print/accepted manuscript looks like.

from doathon.

Yes, That is my situation. I have published behind a paywall. If it helps, my publications are listed here http://dossier.nursekillam.com/publications/

As a newbie I am scared to violate copyright by posting the wrong thing.

from doathon.

Take a look at http://www.howcanishareit.com/ - designed to answer that question.

from doathon.

This is similar to sherpa/RoMeo but with less journal and publisher's info,

I think most of the info it contains is of publishers who are also "supporting organisations".

There are definitely already built tools out there containing this info, the problem is that authors don't know how to access them and don't know the difference between a pre-print/post-print/accepted manuscript. I manage requests received by the Open Access Button (this involves asking authors to make their research Open Access in behalf of students and researchers). And even though we constantly advice authors to check http://www.sherpa.ac.uk/romeo for journal policies, we still have the issue that many of them send us a version we can't deposit or make OA.

there are tools and there are many advocates who've done an excellent work. I think a modified version of @Protohedgehog's guide for author's who've already published could be a useful resource. maybe a document/info-graph that helps authors see how a pre-print/post-print/publisher's PDF looks. I've found it it is specially complicated for them to tell the difference between post-prints and publisher's PDF.

from doathon.

I wonder if a video of some sort would be a good potential solution for this? Simply describe and visualise the different manuscript stages, and what often can/cannot be done with them, and what the tools to check this are? #ASAPbio might have resources to pull something like this together! :)

from doathon.

Simply describe and visualise the different manuscript stages, and what often can/cannot be done with them

This is a great idea, specially the visualising part and it could be a useful educational resource in the future. Another thing we could do is try to find how many authors know the copyright policies of the journals they just recently submitted their research to (maybe through a small survey)?. This could help us demonstrate the real problem!

@jpolka @npscience @samantha @SamanthaHindle tagging you to see if Asapbio has any ideas/ is interested!:)

from doathon.

Ever since this challenge was submitted in OpenCon 2017, we've tried to address the problem as part of our efforts to increase self-archiving and promote green OA at the Open Access Button.

The Open Access Button request system contacts authors and helps them archive an Open Access copy of their articles, but in our day to day work, we've seen first hand how authors struggle to find the right copy to deposit, and we know from collaborations with librarians and the repository community we are not alone. As an effort to address these issues, we've created the "Article Version explainer" a guide that explains the key differences between all article versions, tells authors how to find them and where they can share them online with simple explanations and images for them to use as reference. You can contribute to the guide here.

We are also working on the creation of a set of Submission System Guides to help authors download their AAM from the Journal submission system they used when they published their research article. The guides, available for most major journals, provide simple to follow instructions for authors to obtain an Author Accepted Manuscript from their Journal Submission System, where the AAM is stored during the publishing process. These guides are soon to be launched, you can find a copy of our final release document here. and contribute to the guide here .

Both guides are intended to be a resource for the community and we'd appreciate feedback and insight on their use. Our current next steps for the guides include refining their content, , adding images, supporting data on which journals use which submission systems and A/B testing success with the guides. We are also interested in hearing user experiences from institutional repository librarians or folks who are familiar with the topic and want to help us improve our tools. If you are interested in contributing to our efforts, just comment on this issue, leave your comments on the guides or email me at [email protected]

from doathon.

If anyone at OpenCon 2018 wants to join, we are at table 22 and chatting using this link! https://appear.in/natalianorori

from doathon.

Collaborative document for OpenCon 2018 doathon here: https://docs.google.com/document/d/1oeg1-FwHPJmJp3NesJnkdYkpukLljHxAjUDBTxFSLOc/edit?usp=sharing

from doathon.

We’re back Natalia!

from doathon.

This is something that was talked about yesterday - great initiative on the use of pre-prints https://elifesciences.org/labs/57d6b284/prereview-a-new-resource-for-the-collaborative-review-of-preprints

from doathon.

from doathon.

@natalianorori thanks for the awesome notes here. The issue with the lack of policy info in Sherpa/Romeo made me think of TRANSPOSE, which is tackling a similar issue but for different policy areas: preprints and peer review. I've added a note to the GDoc. I'm sure the TRANSPOSE team would be happy to chat if you're interested to do this for (self-)archiving policies. I hope that's helpful!

from doathon.