Guidelines on Leibniz Universität Hannover Institutional Repository

Goals and performance

Leibniz Universität Hannover Institutional Repository offers members and alumni of Leibniz Universität Hannover – regardless of their subject area – the basic organisational and technical conditions for electronically publishing scientific documents in accordance with Open Access.

Both primary and secondary documents can be published. Secondary publications can be posted in the Institutional Repository as preprints, postprints and final publisher's versions, depending on the content of any publishing agreements that may have been concluded.

The aim of this service offered by TIB is to make scientific publications available on the internet to researchers and teaching staff in compliance with recognised quality standards, and to ensure global permanent access to these documents, free of charge.

The documents posted in the Institutional Repository are described by high-quality structured metadata; are allocated with a digital object identifier (DOI) as a persistent identifier; and made accessible via search engines, national and international library catalogues, and other search and reference services.

In its capacity as a registered Open Archive Initiative (OAI) data provider, the Institutional Repository offers providers throughout the world the possibility to search and access metadata.

Usage information, e.g. download statistics, about publications contained in the Institutional Repository is processed and made available to the public via the Institutional Repository web interface.

Documents posted in the Institutional Repository are digitally preserved by TIB and will therefore be permanently available.

Concerning the operation and further development of the Institutional Repository, recommendations and standardisations proposed by national and international initiatives such as the Deutsche Initiative für Netzwerkinformation (DINI) or the Open Archives Initiative (OAI) are taken into account.

The repository's web interface offers extensive information all about the topic of Open Access and publishing in the Institutional Repository. Advice and training are provided free of charge.

Copyright/usage rights

By publishing documents in Leibniz Universität Hannover Institutional Repository, authors grant the operators of the repository a non-exclusive right of use only. All other rights remain with the authors. This means that additional non-exclusive or (provided that the publisher/institution to be granted the new rights has been notified accordingly) exclusive rights of use can be granted, enabling documents to be published in professional journals, monographs or other document servers.

The authors or editors are responsible for the content of their documents and for compliance with copyright and other rights of third parties. Leibniz Universität Hannover Institutional Repository shall assume no liability for such compliance. TIB provides information about copyright and usage rights under Rights.

In accordance with the recommendations made by the German Council of Science and Humanities and the Open Access Resolution of Leibniz Universität Hannover, all scientists are requested to publish their work Open Access or to exercise their right of secondary publication. Secondary publication may often still be possible, even if usage rights have already been assigned to the publisher. Many publishing companies give authors permission to publish documents simultaneously in an institutional repository. The SHERPA/RoMEO list gives an idea of what publishers allow in this context. However, any agreements that have been entered into with the publishers are binding.

In addition, in many cases authors from Leibniz Universität Hannover can benefit from special Open Access conditions, which have been agreed upon in writing with publishers such as AIP, De Gruyter, RSC or Sage in with the context of DFG-funded Alliance and National Licences. These licences stipulate that authors may often make available the publisher's version of their work without imposing an embargo on publication in an institutional repository. A checklist stating which publishing companies offer special Open Access conditions for members of Leibniz Universität Hannover is available at Rights.

Uploading or submitting a document to Leibniz Universität Hannover Institutional Repository does not entitle the document to be made available online. Public access to documents made available may likewise be barred for legal reasons.

The electronic document

For the purpose of these guidelines, an electronic document is a document that is

  • based on text and graphics
  • saved in digital form on a data medium
  • and distributed via computer networks.

In addition to traditional text publications, supplementary material, e.g. tables, may also be posted. Non-textual documents, e.g. multimedia files or 3D models do not come under this definition, and cannot be posted in Leibniz Universität Hannover Institutional Repository.

An electronic document must meet the following conditions in order to be published in Leibniz Universität Hannover Institutional Repository:

  • The electronic document must be intended for public distribution and may not be a dynamic document
  • Once the document has been published, it cannot be amended or deleted
  • If updates become necessary, the amended electronic document will be posted as a new version
  • The document must be free from technical safety measures and must meet the defined parameters.

Posting and accessing electronic documents

The following types of publication can be posted in the Institutional Repository in electronic form:

  • Journal articles and periodicals
  • Books and excerpts from books
  • Proceedings and conference articles
  • Research reports
  • Series of publications
  • Working papers and series of working papers
  • PhD theses and habilitations
  • Student theses (Bachelor, Magister, Diplom and Master's theses)
  • Other text publications

The authors or editors may use an online form to post electronic documents. The preferred submission format for (text) documents is PDF. Information about creating/converting files can be found in a tutorial provided by the University of Potsdam. EPUB and HTML formats are also acceptable.

Special data repositories (such as Pangaea) should primarily be used for adding supplementary material relating to text publications. If no suitable data repository is available for your research data, in some circumstances it may also be possible to add supplementary material to the Institutional Repository. There are no restrictions concerning the data format.

In order to ensure the effective search for content at the national and international level, each publication is made accessible by bibliographic and technical metadata according to the Dublin Core format; it must also contain at least an abstract, a classification and keywords.

Ideally, the authors will provide much of this data via an online form. To ensure a uniform quality standard, TIB staff will process the metadata editing, making additions and corrections wherever needed. TIB provides assistance in converting, posting and accessing electronic documents and, if requested, will be happy to perform these tasks on behalf of the author.

(Long-term) preservation and security of electronic documents

TIB ensures the digital preservation of documents, guaranteeing the possibility to retrieve and cite electronic documents posted in the repository on a permanent basis. This may entail the need to transform the document into other technical formats than used for submission or to transmit the document to other servers.

To ensure referencing that is long term, globally unique and independent of location, each document is allocated a Digital Object Identifier (DOI) in addition to a URL. TIB ensures the administration and maintenance of the DOIs.

Electronic documents can be retrieved via

Organisational Regulations

This repository is Leibniz Universität Hannover Institutional Repository; it is operated by TIB.

Documents can be published in the Institutional Repository free of charge. If requested, the (preparatory) work involved in publishing documents can be supervised or performed by TIB staff by arrangement. The entire publishing process may also be assigned to TIB staff.

If you have any questions concerning services related to the Institutional Repository, please contact:

Corinna Schneider
Technische Informationsbibliothek (TIB)
Königsworther Platz 1 B
30167 Hannover
Telefon: +49 (0)511 762-19869,
E-mail: kontakt@repo.uni-hannover.de

We are very grateful to the Electronic Publishing Work Group at Humboldt-Universität zu Berlin. The guidelines on the document server at Humboldt-Universität zu Berlin acted as inspiration for Leibniz Universität Hannover Institutional.