What are eprints?
are electronic versions of academic papers. For the eprints@USM
repository you may submit:
Who can add eprints to the repository?
Schools, academic staff, students or project staff of the
GUIDELINES FOR DEPOSITING PUBLICATIONS TO EPRINTS@USM
provide here step-by-step instructions to deposit your publications to
the ePrints@USM repository.
can deposit your publication by one of two methods:
by using the ePrints@USM
online submission system
A. Deposit by E-Mail
need to send the electronic publication along with minimal bibliographic
information to us. We will deposit the publication on your behalf after
verifying the eligibility. As a minimum we need the following details:
text format file (notepad - *.txt) to enter the information and send it
by e-mail to email@example.com.
If you are able to supply electronic copies of your publications in PDF
or Word format please send these as attachments. Please note that we can
only use the publisher PDF version if this is permitted by the
publisher. If you do not have an electronic copy of the full text it may
be possible for us to download it via our subscription to the journal
(again depending on whether the publisher permits this). If you have
only sent bibliographic details and we cannot source a copy of the
electronic version we will contact you to ask if you are able to supply
you already make these details available on a personal web site you may
send details of the URL rather than including them in a e-mail.
staff will then establish whether the copyright agreement applicable to
each of your publications permits us to include them in the repository.
Material will not be added to the repository until this check has been
Personal web site: Some publishers will permit authors to make
copies of their publications available on a personal web site, but not
in an institutional repository. If this is the case we can link to
copies held on your personal web site. The details of your publication
will be made publicly available in the same way as if it was held in our
repository. Ideally this option should only be used where deposit in a
repository is not permitted.
Bibliographic details only: Where it is not possible for the full text to be
made available in the repository or on a personal web site we will only
make the bibliographic details available. If possible we will provide a
link to an alternative location, e.g. on a publisher’s
site. In this case only subscribers to the journal in question
will be able to follow the link and access the full text. This means
that people searching the repository will be able to find out about your
publication, although they will not all be able to access it.
B. Deposit yourself (self-archiving) using the ePrints@USM online
Follow the three steps explained below for online submission.
Step 1 : Determine if the publication is eligible for deposit
At least one author must be from USM
cannot accept submissions from other institutions or bodies unless they
have been co-authored by a member of the USM. In other words, at least
one author must be affiliated to USM.
Acceptable document types include:
Conformance to Publisher's Copyright Policy:
ePrints@USM repository has been developed to house the research
publications of USM researchers. The aim of such eprints repositories is
to make research freely available. One of the major concerns associated
with making material available in such repositories is publisher's
copyright concern is with journal articles. Journal publishers generally
require authors to sign some sort of copyright transfer agreement or
license to publish agreement prior to the publication of articles. Each
publisher has their own agreement, and so the rights that you retain
(for example the right to self archive/deposit an article in an online
repository like ePrints@USM) will vary. You need to find out if the
publisher permits such depositing. We provide the following guidelines
to help you with this.
Interpreting copyright agreements
may not be immediately obvious from a copyright agreement or from
information on a publisher's web site whether authors are permitted to
deposit their article in repositories or not. These are some points to
look out for.
Please note: this document can only provide guidelines and should not be
relied on for legal advice.
further information, please contact administrator, ePrints@USM, ext 2498
(Mr. Shahanaz) or 4250 (Mr. Amran), or e-mail firstname.lastname@example.org.
Step 2 :Convert publication to acceptable electronic format
format is Adobe PDF format.
It is not usually acceptable to deposit the publisher-produced PDF,
unless the publisher gives permission to do so. Therefore, you may need
to convert a copy of your document to PDF
Converting from MS Word to PDF:
you have access to the full Acrobat product (not just Acrobat Reader)
then use Distiller or PDFMaker to "print" from your Word
document (or any other application) and produce a PDF file. If your PC
does not have Adobe Distiller or PDFMaker, it may be available on some
of your department machines.
is possible to download free PDF conversion software. Once installed on
your PC, this software will convert any file (Word, Excel, PowerPoint,
email, HTML web page) to a PDF file. Try this website :
you need further help, contact ePrints@USM staff or send mail to email@example.com
Step 3 : Deposit the publication
you can begin to deposit publications in USM ePrints, you need to be registered.
Once you have completed the registration process, you can access your
ePrints@USM User Area using username and password obtained through the
registration process and deposit publications.
From the ePrints@USM home page, http://eprints.usm.my, click on the Create Account link. This will take you to the registration page.
ePrints@USM system will display a confirming message, and send an email
to your email account requesting confirmation of your registration.
you receive the email, follow the embedded URL to activate your account.
The URL will take you to a ePrints@USM screen, where you will be asked
to provide additional details about yourself (your School or Division,
Department, office location etc). This information will not be made
Checking if the publication is already available in ePrints@USM
proceeding to deposit your publication to ePrints@USM, first check if it
already exists. This can be easily done using the search and browse
features of ePrints@USM. If the publication already exists, you should
not submit the publication again.
Deposit your publication
the ePrints@USM home page, (http://eprints.usm.my)
click on the Login link. The ePrints@USM system will prompt you to
login. Enter your username and password.
on the "New Item" button.
depositing a publication, you must provide some information about it and
this will be used to construct a record for the publication. The
information in the record will be made available to the eprint search
Entering the information:
information requested includes:
Deposit type (mandatory)
the most appropriate type for your deposit. (e.g.
preprint, journal article, conference paper, etc.)
the publication you are depositing should be linked to any eprints that
have already been deposited in ePrints@USM, provide the ID number. This
could be where you are depositing a postprint version and you would like
it to be linked to the preprint version that is already in the
repository. It could also be where the eprint being deposited is a
commentary on, or critique of, another publication that has also been
deposited in ePrints@USM. The ID number is displayed in the brief record
of each eprint. Search by author or keyword to find the record. If the
publication is not linked to any other eprint, leave these fields blank.
entering all the required information, press the >Next button.
your document to the ePrints@USM server by clicking on the Add
Document button. Select the appropriate format e.g. PDF. Use the
Security Level field to indicate how widely it should be made available.
Select Anyone unless there are reasons to restrict access. Click >Next
Document file upload
PDF files, select File Upload and click on the Upload button.
Browse to find your file. Then click on Upload. For HTML files,
select Capture from URL. Provide the URL where this file can be found.
This ensures that all hypertext links in the document will work.
on the >Finish button to finish the file upload procedure.
Review your submission details
Deposit Verification screen displays the brief record for your eprints.
Check the record carefully for errors. Pay particular attention to the
reference that the system will create for your document from the
information your have entered. The reference will be displayed above the
PDF link to your document. Check that the reference contains all the
appropriate elements (e.g. author, year, title, journal name or book
you wish to make any alterations use the >Back button at the
bottom of the screen. Do not use the browser Back button on the toolbar
at the top of the screen as this will exit you from your ePrints@USM
you are satisfied that the record is accurate and complete, read the
deposit agreement whcih appears at the end of the page. Clicking on the >Deposit
EPrints Now button, indicates your agreement to these terms and
completes the deposit process.
submission will be checked by the ePrints@USM administrator and, after a
few days, it will appear in the public repository.
more information see the detailed user documentation available via the