Self-archiving

Self-archiving means making a version of a published work available in an open repository such as DiVA, the university’s publication database. Self-archiving is a way to achieve open access free of charge, even when access to the publisher version is not free. This is sometimes referred to as green open access or parallel publishing.

Benefits of self-archiving

Self-archiving preserves your publication in the long term, which can help increase the visibility, use, and impact of your research.

There are also other benefits of self-archiving:

• You achieve open access free of charge.
• Others have direct access to your publication.
• You fulfil the open access requirements of most research funders.

You need to check that the publisher allows self-archiving

When you create a work, you own the copyright to it. When you publish open access, you usually retain full copyright and can share your work freely. In this case, the publication usually has a Creative Commons licence.

If you don't publish with open access, you often sign over the economic rights to the publisher. The economic rights include the right to share your publication in various ways. Therefore, you need to check the publisher's conditions for self-archiving.

Copyright and open licences when publishing

Check the publisher's conditions in Sherpa Services

Most publishers allow self-archiving but may have restrictive conditions. In the Sherpa Services database (formerly Sherpa Romeo), you can search for journals or publishers to see the publisher's conditions for self-archiving. If you are going to self-archive in DiVA, check the conditions for "institutional repository". We recommend that you always read the terms and conditions directly on the publisher's website (links to the publishers are often available in Sherpa Services).

Sherpa Services

Check the terms and conditions directly with the publisher

You can check for information on the publisher's website if the journal or publisher is not listed in Sherpa Romeo. If you are still not sure whether self-archiving is allowed, you can contact the publisher and ask permission to deposit in DiVA. If the publisher approves, you must upload the written approval with the publication in DiVA.

Self-archive in DiVA

According to university policy, you should, if possible, deposit a full-text copy of your publications in DiVA. Before depositing in DiVA, you must ensure that you have the publisher's permission. At the same time, check whether the publisher has any requirements regarding, for example, embargoes or cover pages. If you have funding from a research funder, you must also check that the funder accepts self-archiving.

How to deposit a full text in DiVA

1. Log in to DiVA and go to either Add publication/Upload files or Edit/Delete record.
2. Go to the step to upload files in the form.
3. Select the version of the publication and upload the file.
4. Set the publication time (if embargo).
5. Enter any text to be displayed on the cover page.
6. Upload any potential approval from the publisher as an archived attachment.
7. Save and publish.

The publication will become visible after the library has checked that it can be published, which may take a few days.

Contact the library if you cannot upload a file or edit a record in DiVA.

Frequently asked questions about self-archiving

Do I fulfil the funder's open access requirements?

If you have funding from a research funder with an open access policy, you need to check that they accept self-archiving and that their requirements match the publisher's conditions.

Which version of my manuscript should I use?

In self-archiving, you should usually use the peer-reviewed and accepted version of a publication. This version is called post-print or the author's accepted manuscript (AAM). It is the version after peer review but before the publisher has made the final editorial adjustments to layout and proofing.

Self-archiving of the accepted version of your publication fulfils many research funder’s requirements for open access publishing. Some funders require you to self-archive your publication in a repository even when the publication is open access on the publisher website. In this case, the requirement usually applies to the final published version.

When can I self-archive?

In most cases, it is appropriate to self-archive simultaneously as your work is published.  

Some publishers use an embargo period, meaning your publication can only be made available in an open archive once a specific time has elapsed. Embargo periods are incompatible with many research funders' immediate open access requirements.

Where should I self-archive?

You can self-archive in the university's publication database, DiVA, to fulfil funding requirements and ensure long-term access to your publication.

You can also deposit your work elsewhere to increase its dissemination and access. Remember that publishers may have different conditions depending on where you want to share your publication.

Umeå University's policy for scientific publishing

Do you have questions about self-archiving?

The library can guide you when you want to publish your research results. Contact us if you have questions about open access, agreements with publishers, choosing a Creative Commons licence or DiVA.