Library Blog

Are you a researcher adding research outputs to the university’s institutional repository, Research Portal? If so, please help the Open Access Team to avoid duplicate records.

Duplication of Pure records occurs when an author adds a research output that has already been added by a co-author.

Taking the following steps will help to reduce duplication:

1. Before adding a record to Pure, select Research Output and use the search box at the top of the page to search by title for your article, conference paper, poster, etc. You will first of all have to temporarily remove the ‘My content’ filter so that you may search across all content in Pure.

2. If a co-author has already added your research output to Pure, check that you are   included as one of the authors. You can upload a document to the existing record and this will be flagged for validation by the Open Access Team.

If your name is missing, use the ‘Mine – claim content’ feature to alert us. We will do the rest.

3. If you have searched Pure for your research output and it hasn’t already been added, use the “Add New” button to create a record or import your record from a bibliographical database such as Scopus or PubMed.

If importing a record from a bibliographic database Pure will alert you if a duplicate exists so that you can avoid creating one.

If manually creating a record, Pure will alert you if the record already exists by displaying the message ‘View possible duplicates’ beside the title field.

You can click on this message to view the other record(s) that already exist and this will let you assess if a genuine duplicate is being created. If so, please exit the new record without saving it. This can be done by clicking the ‘x’ button on the top right of the record.

Sometimes the ‘View possible duplicates’ alert is triggered by a distinct but similarly worded publication. In that scenario, carry on creating the new record and save it.

4. If you create a Pure record it is possible to update that record when further publication dates become available; you do not need to create a new publication record; For example, if you initially add a Pure record when your paper has been accepted, you will need to update the record with additional publication details when the paper is published in a volume and issue.

Updating a record is simple, just open the record and make any changes to the metadata that you require. Remember to use the blue ‘Save’ button when closing the record.

For further information on different publication states take a look at our blog on recording the different stages of publication.

If you need more information on open access at Queen’s, please see our Open Access LibGuide, email us at openaccess@qub.ac.uk or follow us on Twitter.

Pure offers the option to record the different stages of publication for an article. More than one date can be added and we encourage you to enter all the dates you have. In particular from 1^st April 2018 the Open Access Policy for REF2021 requires you to deposit the accepted manuscript version of all journal articles in a subject or institutional repository within 3 months of acceptance (previously within 3 months of publication). It is particularly important therefore that the date on which your article was accepted for publication is recorded on the Pure record so we can identify the records that the policy applies to.

The following are some guidelines to use when creating a Pure record.

In the publication status section there are a number of options:

• In Preparation –  this is when you are preparing an article for submission. When an article is marked as ‘In Preparation’ it is not checked or validated by the Open Access Team and does not appear on the Research Portal.
• Submitted – the date you submitted your article to a journal for consideration.  This publication state does not appear on the Research Portal.
• Accepted  – the date an article has gone through peer review and been accepted for publication but has not yet been assigned a volume and part. This is the most important date to add as it lets us identify the records that the Open Access Policy for REF2021 applies to.
• Early online date  – the date a journal article appears online but before it has been assigned a volume and part.
• Published – select published when the article has been assigned a volume and issue /part. For journals that only publish online they usually assign just an article number and volume.
• Unpublished – this is rarely used but may be selected for a working paper

All these dates can now be added to the Pure record. Click on the Add Publication status and date.. button to add a further entry:

For further information or assistance with depositing, check out our Pure Deposit Guide  or our  Open Access LibGuide

If you have any further queries please contact the Open Access team.

The Library’s Open Access Team has submitted, on behalf of the University, an Article Processing Charges (APCs) expenditure report to Jisc Collections for 2015.

For the last two years Jisc Collections have been working with higher education institutions to collect and openly release article-level data on their APC expenditure.

In 2015 Queen’s University Belfast had a total APC spend of £138,039 which enabled 123 articles by Queen’s authors to be made open access via the gold route. This is a significant increase in both APC spend and the number of articles made open access in comparison to 2014.

The full report can be viewed on Queen’s Research Portal.

If you would like to know if your paper is eligible for Gold Open Access check out our LibGuide or email openaccess@qub.ac.uk.