Digital Depository FAQs
The TXST Digital Collections Repository serves as the university's institutional repository and is a collection to showcase the expertise in research and scholarship among our university community. The TXST Digital Collections Repository centralizes, preserves, and makes accessible research and scholarship including faculty publications, theses & dissertations, digitized materials from The Wittliff Collections, the University Archives, and other materials unique to Texas State University. It is a professionally maintained archive that gives the university’s intellectual and creative output increased visibility and accessibility over time.
In addition to the Digital Collections Repository, the Texas State University Dataverse provides a platform for archiving, sharing, and providing access to our university's research data. For more information about getting started and complying with grant funding agency requirements, visit our Dataverse LibGuide.
The Digital Collections Repository is intended to showcase and provide wider access to a variety of research and scholarly work including articles, academic posters, presentations, book reviews, books, chapters, reports, artwork, proceedings, photographs, audio/video recordings, etc. Materials with a short life cycle (such as most syllabi) are typically not added to the Digital Collections Repository. Appropriate content will be posted in the Texas State Digital Collections Repository as long as:
- It is in (or can be converted to) a technically feasible file format, such as a PDF.
- It does not infringe upon anyone else’s copyright (the university library can help authors with copyright compliance issues email firstname.lastname@example.org or email@example.com).
In general, the Digital Collections Repository does not accommodate the posting of bibliographic citations or abstracts alone, without the referenced paper or work. However, exceptions may be considered on a case-by-case basis.
If you have any questions concerning the appropriateness of potential content, or if you would like to submit material that is not in electronic format, please the Repository Administrators.
Texas State University faculty and staff can login to submit new content. If the author does not have an existing account, they will need to create one. See our Add Your Work page for information on getting started and Submission Instructions.
Once logged in, authors can click the Submissions link under the Account section located on the left menu bar. This will take you to the Submissions and Workflow Task box. Click on Start a new submission. In the course of the submission process, authors are asked to enter basic information about the work (author, title, keywords etc.) and to agree to the non-exclusive distribution license for each item.
If you'd prefer to have items uploaded for you, simply email us and attach the item via email: firstname.lastname@example.org. We'll let you know if we need any additional information for the metadata and email you the permanent URL once the item(s) are uploaded. Easily share your scholarly work and increase your impact!
The University Libraries Digital & Web Services offer digitization of research materials and collections to be made available in the TXST Digital Collections Repository. Your original content, from paper documents to books and photographs, will be digitized consistently and accurately. For more information on Digital & Web Services or to inquire about digitizing your work, contact: email@example.com
Authors retain their rights for all content posted in the Texas State University’s Digital Collections Repository. Authors are free to make other copies of their work available on other web sites or formally publish their work without permission from the university. As part of the submission process, authors must agree to a non-exclusive distribution license that gives the Alkek Libraries permission to post the material openly on the web and to take the necessary steps to index and preserve the material, including later conversion of the file(s) into a different format if the existing file format becomes obsolete.
If submitting previously published works, it may be necessary to review agreement terms made with the publisher or seek permission, if rights have been surrendered. We're happy to help with this. Simply contact the Repository Administrators with any questions about copyright status or permissions.
Yes. An Author Addendum is a legal instrument that can be added to a publishing agreement in order to allow an author to retain certain rights to their work. For example, including sections of your article in later works, providing copies to students or colleagues, or placing on a web page or institutional repository. The Scholarly Publishing and Academic Resources (SPARC) website provides information for authors on securing their rights and provides an Addendum to Publication Agreement that authors can download and include as a supplement to their publishing contract.
Authors may retain sufficient rights to deposit previously published works in the TXST Digital Collections Repository, or can request permission. To determine what rights you have retained, read the agreement you signed with the publisher. If you are unsure, we're happy to request permission for you or check your contract.
If you transferred “exclusive” or “all” rights to the publisher or you no longer have the agreement, check the publisher’s general copyright and repository policies on the Sherpa/RoMEO site. Sherpa/RoMEO outlines the policies for most publishers and journals and lists permissions that are normally given as part of each publisher's copyright transfer agreement.
Please note that there may be special instructions or restrictions that limit your submission to a specific version of the work. For example, a publisher may allow a pre-print (i.e., submitted manuscript version) or the the accepted manuscript (i.e. accepted copy without logos and typesetting) but not the publisher’s PDF version to be self-archived. Some publishers allow authors to submit the publisher PDF versions with proper citation credit and we are happy to help determine the copyright permissions for your work. If you find that only the Author Accepted Manuscript version is allowed in the repository, the Direct2AAM site offers guidelines and instructions to find your manuscript version.
If your publisher is not listed on the Sherpa site, or if you need help interpreting a copyright agreement or publisher’s instructions, please contact us: firstname.lastname@example.org
Some publishers will allow only the accepted manuscript version of a publication to be included in a repository. This is the version that has been reviewed and accepted, but is not the final PDF with typesetting and logos. Direct2AAM offers guides and a simple set of instructions to find your Author Accepted Manuscripts.
Most journals and publishers do not consider self-archiving in a repository to constitute prior publication. Including your work in the TXST Digital Collections Repository is not considered "publishing" and only serves to compliment traditional publication and increase the impact and access to your scholarship.
Authors should read any rights transfer agreement with the publisher carefully. If a publisher’s standard agreement seems to preclude either prior or later deposit in an online repository, the author may be able to add wording to the agreement recognizing the existing deposit or allowing a future deposit. For example, the original contract may read:
“The author transfers exclusively to the publisher copyright (including all rights hereunder) in the work for the duration of copyright and all extensions and renewals thereof, in all languages, throughout the world, and in any form or medium now known or hereafter developed.”
To secure sufficient rights to deposit the work the Texas State University Digital Collections Repository, and to reuse their own work, the author could modify the language as follows:
“Notwithstanding the above language, I reserve the right to use this work in my teaching and research, for my colleagues at the Texas State University to use this work in their teaching and research, and I also reserve the right to place an electronic copy of this work on a publicly accessible web site.”
More information about negotiating publishing agreements can be found at the following sites:
- Author’s Rights – part of the Alkek Library Copyright LibGuide
- Resources for Authors: Practical guidance when submitting journal articles (from SPARC, Scholarly Publishing and Academic Resources Coalition, sparcopen.org)
- Faculty Copyright Information - Encouraging Retention of Intellectual Property Rights (from Cornell University, ILR School, Digital Commons)
The TXST Digital Collections Repository has been established as a permanent archive and items are intended to be permanent contributions to the repository, in their final form. Authors or editors of works should ensure that the works they submit are factually accurate and ready for public dissemination and that they have the right to make them publicly available.
If you have questions about submitting or revising/removing content, please contact us: email@example.com
Yes. The Digital Collections Repository can host online journal publications to provide wider access, persistent identifiers, and preservation of content. Also, the University Libraries can provide information on free journal hosting through Open Journal Systems (OJS) which is a service provided through our membership in the Texas Digital Library consortium.
If you are interested in using the repository for your online journal publication or series, or would like information to get started with OJS, please contact us as: firstname.lastname@example.org
Digital Collections can send you statistics on a monthly basis. You will see the number of Views and Downloads of each of your items in the repository. To receive those statistics, you must log in to the TXST Digital Collections Repository, and click Profile (under Account in the left navigation). On your Profile page, under Monthly Statistics, click on the box “Receive monthly file download statistics” and click Update to begin receiving monthly usage and download statistics on the first of each month. If you are interested in other statistics, or need any help setting this up, contact us: email@example.com
What if I have questions or need help?
We're happy to help answer any questions or assist with submissions, copyright, and otherwise. Technical issues, datasets, preservation -- please feel free to get in touch.