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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- 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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- 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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You still don't know how to handle:
- See if you can find a current policy on self-archiving by searching by journal name in Scherpa/Romeo, here: http://www.sherpa.ac.uk/romeo/index.php. If the publisher allows their version to be included, you can go ahead and add the item to the spreadsheet, and be sure to abide by their terms. If the publisher only a allows a pre- or post- print to be included, if you doncan't have find the file already, ask the author for it. If you're emailed the author for a file, note that on the list you're working from.
- If you still don't know the journal's policy, check the journal and publisher websites for a policy. If the publisher only a allows a pre- or post- print to be included, if you don't have the file already, ask the author for it. If you're emailed the author for a file, note that on the list you're working from.
- If the item is available for free online, and you don't have a version you can post, or you can't make a determination if an item can be posted or not, add the item with only a link to the free version online. Do not link to versions that can't be lawfully posted.
- If you don't know the journal's policy, and you can't link to the item, assume that only a pre-print can be added.
The Remaining procedures should be done for items that you've been trained to handle that we'll be adding. For other items, skip these steps.
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