You should have a metadata record. If you only have a file such as PDF, but no metadata record, web search to find the metadata record. If you have a metadata record but not a file, use the metadata record to open the file if possible.

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• When the item is out-of-scope, cross it off
• When an item is available for free on the web, write "free" next to it.
• When an item is on a Creative Commons License, write "CC license" next to it.
• When an item is a U.S. Federal Government Publication, note "fed gov doc" next to it.
• When the item is in ArXiv, note "arxiv" next to it.
• If the item was published more than 20 years ago, write "20+ years" next to it.
• When both a file and link can be added, note "SS" on the item. 
• When only a link can be added, note "SS-link only" on the item.  
• When we can't find a version we can post, note what versions we can post, and Michelle will contact the author to ask for a version we can post.
• If the item is a book chapter, note "book" on the item.
• Note a question mark when you don't know how to process an item. 

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Determining if an Item is Available for Free on the Web

• Materials in databases that UMBC subscribers to may appear free when they are not. If there is a UMBC logo or mention of UMBC on the page, it's a subscription and not free, unless the record states that the item is open access or available for free. If open access, check for a Creative Commons license or terms. 
• Science Direct is a subscription database and not free, even though UMBC isn't mentioned on it, unless the record says it's Under an Elsevier user license, or open access, in which case that particular item is free. If Open Access, check for a Creative Commons license or terms. Note that when it says "Elsevier user license" we can link to the item but not load a file.

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Creative Commons License

• See if there is a creative commons license on the work itself or on its record. If there is, the item can be added. Add on the same Creative Commons license that it was published on. For items on a Creative Commons license, we'll add both the file, and a link to the item on the publisher's website.

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• If the item was submitted to ArXiv, ask the UMBC author(s) permission to add the item to ScholarWorks@UMBC. The license will be a screenshot of the author’s emailed permission. With the authors permission, both a file and a link to the file in ArXiv can be included. Without the authors permission, only a link to the document in ArXiv can be included.  If you've emailed the author for a file, note that on the list you're working from. Note that ArXiv is not a publisher, and items in it have not been published.

Determining if an Item is Available for Free on the Web

• Materials in databases that UMBC subscribers to may appear free when they are not. If there is a UMBC logo or mention of UMBC on the page, it's a subscription and not free, unless the record states that the item is open access or available for free. If open access, check for a Creative Commons license or terms. 
• Science Direct is a subscription database and not free, even though UMBC isn't mentioned on it, unless the record says it's Under an Elsevier user license, or open access, in which case that particular item is free. If Open Access, check for a Creative Commons license or terms. Note that when it says "Elsevier user license" we can link to the item but not load a file.

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• The distribution of files is governed by copyright law. Because of copyright law, adding files usually requires checking publisher's policies (in the "Policies on File Document," the "herpa-Romeo database, or on the journal or publishers website) and abiding by them when adding files. If we can't abide by the publisher's policy, because we can't obtain a version of the article that allows us to distribute a file, then we do not post a file, but only record a note on the print-out saying what version is needed. If the item is available for free on the web, it can be posted with  link only, as copyright law doesn't apply to links. Be aware that items may appear free when they're not–see below about this.
• Materials in databases that UMBC subscribers to may appear free when they are not. If there is a UMBC logo or mention of UMBC on the page, it's a subscription and not free, unless the record states that the item is open access or available for free. If open access, check for a Creative Commons license or terms. 
• Science Direct is a subscription database and not free, even though UMBC isn't mentioned on it, unless the record says it's Under an Elsevier user license, or open access, in which case that particular item is free. If Open Access, check for a Creative Commons license or terms. Note that when it says "Elsevier user license" we can link to the item but not load a file.
• When posting only a link, copyright law doesn't apply. If an item available for free on the web, the item can be submitted with just a link even if the files can't be submitted. Because copyright law doesn't apply, there is no need to abide by the publisher's terms for self-archiving.
• When adding a file, a link to the final published version of an item should always be included. 

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