Deposit guide

If you are a member of the University of Nottingham then we would like you to deposit copies of your published articles and conference papers on our eprints server by carrying out the following steps:

1.  Create a PDF
2.  Register with the archive
3.  Deposit your eprint

Please note that you must comply with any restrictions on use you agreed with your publisher when signing the contract for your article. Check your copy of the contract, or for a summary of standard conditions for each journal, check the RoMEO database.

Create a PDF

There are various ways of producing a PDF file and we provide guidance on several methods below. However it doesn't matter how you produce your PDF file as long as you create just one file and it is a faithful and accurate copy of the paper version of your article.

Normally, publishers do not allow you to archive their publisher-produced PDF (check RoMEO). Instead, create your own version from the final version of your manuscript.

Word 2007, which is installed on computer room PCs and available on University owned PCs, offers a 'save as PDF' option. Open your word document, click on the Office button on the top left corner, go to save as, then click PDF. This will save your document in a PDF format.

For more information on getting Word 2007 or the PDF add-in, please see the Office 2007 pages. PDF Converter Pro 5 is also available from the NAL.

For Unix users who have used LATEX to produce your article, use the freeware application Ghostscript to turn a PostScript file into a PDF file. See the Software library for more information.

You may find installed on some older computers, MakePDF or PrimoPDF. We do not recommend you use this software to create PDFs.

Register with the archive

  1. Go to the Create an Account page and register your email address and other details
  2. The system will email you requesting confirmation of your registration
  3. Activate your registration as instructed in the email
  4. Fill in your personal details

Deposit your eprint

  1. Login and then click on "New Item".
    It is useful to have the following information to hand:
    • the full title & author list for your article
    • the publication details for your article
    • the abstract of your article
    • a PDF-format version of your full article
  2. Fill in the bibliographic details (author, title, abstract etc)
  3. Upload (copy) your PDF to the ePrints archive
  4. Review your submission details
  5. Your submission will be checked and, after a few days, will appear in the public archive