Y

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. 

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.

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• 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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• If it's available for free on the web, add with a link only, and write "20+ years" next to it. Otherwise, cross it off the list. 

Policies on File

• Check the policies on file document, here: Policies on File, for the publisher. 
• Determine what version or versions of the article that we can post. Then determine if the version you have is a version we can post. Note that this is usually not stated, but you have to figure it out. 

Published version or Version of Record–If it's posted on the publisher's website, it's the final published version. If it is identical the version posted on the publisher's website, it's the final published version. If there is a copyright statement, a publisher's logo, or page numbering that begins with a number larger than 1, it's the final published version. In case of doubt, compare the possible pre-print to the publisher's final published version. 

Preprint or submitted version– the version the author originally submitted to the publisher. Usually, but not always, a Word file. If we can post this version, you should do a web search to try to find this version.  It won't have a copyright statement, a publisher's logo, or page numbering that begins with a number larger than 1. In case of doubt, compare the possible pre-print to the publisher's final published version. 

Postprint or accepted version–the version the author submitted to the publisher after making changes based on peer reviewer comments. Also usually, but not always a Word file. If we can post this version, you should do a web search to try to find this version. It won't have a copyright statement, a publisher's logo, or page numbering that begins with a number larger than 1. In case of doubt, compare the possible pre-print to the publisher's final published version.

It may be simple to figure out that an item isn't the published version, but no way to tell if it's a preprint or postprint--if you can't determine if you have a preprint or postprint, assume that it's a preprint:

• If you don't have a version we can post, search the web for the title, and go through everything you find to try to find the version that we can post.
• When you can't find a version we can post, note what versions we can post on the printout, and move on to the next item. Michelle will contact the author to ask for a version we can post.
• When you do find a version we can post, note if there are terms from the Policies on File list, like a required statement or embargo period. If so, you'll need that information when filling in the spreadsheet, so keep the Policies on File document open in another window or tab.

You still don't know how to handle:

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