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PropylaeumDok – FAQ

Policy / What is Propylaeum-DOK?

Propylaeum-DOK is the specialized repository of Propylaeum, the Specialized Information Service Classics funded by German Research Foundation and provided by the Heidelberg University Library. The publishing platform offers scientists worldwide the opportunity to make publications from the different fields of classical studies available online, at no cost to readers, according to the principles of open access publishing.

The documents will be stored and their long-term availability guaranteed by using standardized addresses (URN, DOI) and metadata (OAI-PMH). They are also accessible through the German union catalogues and search engines. In this way you gain wide availability for your texts.  Art-DOK supports the aims of the "Budapest Open Access Initiative" (BOAI) and the principles of Open Access.

The goal of the Open Access movement is to make scholarly articles freely available in digital form worldwide with minimal restrictions on their use. Self-Archiving and a new generation of open-access online journals (Self-Publishing) with peer-review are the ways to attain this goal. Self-Archiving refers to the depositing of postprints (documents which have already been published) and preprints (contributions which are intended for publication in a journal) in an institutional or discipline-specific open-access repository, e.g. Propylaeum-DOK.

Further information on Open Access.

According to the recommendations of the Wissenschaftsrat academics are encouraged to retain their right of posting the document on institutional repositories - if necessary after a certain retention period - in the copyright agreements with the publisher [see Empfehlungen zur digitalen Informationsversorgung durch Hochschulbibliotheken. Hrsg. v. Wissenschaftsrat, Greifswald 13. Juli 2001 (10.12.2001), S. 26]. Authors/Editors of electronic documents are responsible for complying with the applicable copyright and exploitation right.

How do I publish documents on Propylaeum-DOK?

All documents will be uploaded, launched and made available by the Propylaeum-DOK staff. To publish your documents on Propylaeum-DOK, please contact the Propylaeum-DOK team. In order to publish your work, we need your signed copyright agreement, your document in electronic format (PDF-files are preferred) and a brief abstract (max. 5,000 characters), preferably in German and English. For more information, please read "Publishing".

What kind of documents can be published on Propylaeum-DOK?

Propylaeum-Dok publishes the following document types:

If your institution compiles or makes available documents for download on its own internet pages, Propylaeum-DOK provides a repository platform for permanent, secure and citable long-term archiving. Departments or faculties, which publish their own monographic series can store those on Propylaeum-DOK, too.

Can I republish my Propylaeum-DOK documents?

In compliance with the copyright law authors retain all rights of use of their documents. Authors who publish a document on Propylaeum-DOK transfer to the University Library of Heidelberg a single, non-exclusive right of use. This permits the author to publish the document later, e.g. as an article in a journal or monograph.

What file formats are recommended?

Our file format we prefer is PDF (Portable Document Format) . However documents can be submitted as a PostScript or HTML version, too.

Is there a way of changing or deleting Propylaeum-DOK documents? How long will documents be available online?

The possibility to delete documents is not given. If the author wishes to make a correction, he must re-submit the modified document. This corresponds to the process of a new edition in printed publications. Accordingly, the documents should be available online for an unlimited period of time. The documents are currently available for at least 5 years. Archiving beyond this depends on the availability of the format, viewing software, and conversion options.

Is it possible to cite Propylaeum-DOK documents?

Similar to print publications online documents can be cited without any problems. Documents published on Propylaeum-DOK are assigned a Uniform Resource Name (URN) and a Digital Object Identifier (DOI), which guarantees a unique and permanent identification of digital objects, independent of their storage location. The citation of online publications varies according to the subject area. Here you should observe the rules of your own subject area.

What about illegal copying and usage of Propylaeum-DOK documents?

Free access to online documents makes possible download to personal workstations, copying and further use, too. Copyright law is applicable to online publications as well as to printed publications. To use electronic online documents without making reference to them or to use them for commercial purposes without paying royalties is illegal and will be punished.

Do databases, search engines and reference systems provide references?

University Library provides reference in:

What about subject indexing of the documents?

All Propylaeum-DOK documents are indexed by using the terminologically controlled vocabulary of the Integrated Authority File (GND) and a DDC notation. Subject indexing is carried out by the Propylaeum-DOK team of the University Library of Heidelberg.  Authors can propose free and controlled subject headings (of the SWD).

In addition the staff of the Propylaeum-DOK team indexes the documents by subject fields, countries, document types and institutions to make possible a browsing entry to the document collection.

Which technology is used for Propylaeum-DOK?

Propylaeum-DOK is based on the free software EPrints, which was developed at the University of Southampton School of Electronics and Computer Science, England. It is one of the most widely employed institutional repository systems for online publications. As EPrints is an open-source repository it is continuously being optimized by its users.

The Propylaeum-DOK server is provided and maintained by the University Library of Heidelberg. Daily data backup of the online documents and of the database is carried out in the central backup system of the University of Heidelberg which is organised by the Computer Centre of Heidelberg University.

An automised query of the metadata can be done using an OAI-2.0 interface.

How is this usage statistics generated?

The counting method follows the internationally recognized COUNTER Code of Practice (Relaese 5). Accordingly hits from search engines and their crawlers, as well as of systems with conventional search engine query behaviour will not be considered.
New statistics are published within the first week of the following month.