What is open access?

It is a model of publication and dissemination of scientific knowledge that emerges as an alternative to traditional publication in subscription journals. The scientific literature published in open access is available in digital format and free of charge for readers, without prejudice to the copyright and use licenses applicable to them.

There are two ways to materialize open access to scientific publications:

  • Golden way: it consists of the publication in peer-reviewed open access journals in which, since there is no income from subscription fees, it is usual for the author to pay some fees for management expenses (APCs, Article Processing Charge).
  • Green way: it consists of the publication of works in open access repositories, whether institutional or thematic.

What is the Institutional Repository of the Regional Health System of the Community of Madrid?

It is an open digital space whose objective is to collect, preserve and make available to the entire scientific community, and society in general, the scientific production of the Regional Health System generated by all its professionals in the exercise of their care, teaching and research

Who can upload documents to the Repository?

All professionals assigned to any of the centers dependent on the Regional Health System of the Community of Madrid can deposit their jobs, for which they must have access codes.

What types of documents can be uploaded to the Repository?

You can upload the following types of documents:

  • Articles
  • Congress communications
  • Research data
  • Disclosure documents
  • Training and teaching material
  • Reports and technical documents
  • Books and book chapters
  • Multimedia material

What advantages does it have for authors to deposit their work in the Institutional Repository?

Depositing a work in the Repository has many advantages for the authors, but the most important are the following:

  • Increase the visibility of your publications, which means you are more likely to be cited when you reach a greater number of readers
  • It allows to give legal compliance to the policies and mandates of open access in the case of publications generated as a result of works financed with public funds
  • Guarantees perpetual access to your publications, since one of the functions of the Repository is to preserve the deposited content
  • It serves as an assessment criterion in the case of possible calls that may arise in which the deposit in open access is an evaluable aspect
  • It allows positioning with the philosophy of open access that prevails in the current scientific community, especially in the field of Health Sciences

How does my publication give visibility to uploading it to the Repository?

The Repository has standardized interoperability mechanisms that allow deposited documents to be collected by other national and supranational repositories, as well as indexed by search engines. This facilitates greater dissemination of scientific production and, therefore, greater visibility and probability of being cited.

How can I check the publications of an author included in the Repository?

There are two ways to do it:

  • Browsing the author index
  • By selecting the author field in the “Advanced search” form and writing the name of the author you wish to locate

Can I modify the bibliographic data of a publication that I have uploaded to the Repository?

Yes. You can modify or update a record if you detect errors in the bibliographic description or if you want to expand the information initially entered. It is important to note that you can only modify those records that you have deposited personally. In case of detecting any error in a record uploaded by another author, you must notify the administrator of the Repository.

Can I modify the file of a publication that I have uploaded to the Repository?

Yes. There are several circumstances in which it will be necessary to modify the file associated with the bibliographic reference (incorrect file, replacement of versions, etc.). This is a procedure in which special care will have to be taken since, depending on the reason for the modification, it will entail some additional changes to the registry.

Is it necessary to have access codes to consult the documents included in the Repository?

To consult, view and download the documents included in the Repository it is not necessary to have access codes. These are only necessary to deposit works, as well as to subscribe to the alerts service to receive information about new content uploaded to a certain collection.

How can I check the scientific production of my center?

The structure of the Repository is based on four large areas that we call communities (Hospitals, Foundations and Research Institutes, Primary Care Centers and Other centers dependent on the Regional Health System). Within each of them are the sub-communities, which correspond to the different centers that depend on the Regional Health System. You can know the scientific production of each center by browsing the different sub-communities.

How can I check the latest posts uploaded to the Repository?

On the home page there is a section called Last Documents that shows the last five works that have been included in the Repository.

It is also possible to know the latest publications included in each of the four areas or communities in which the Repository is structured (for example, in Primary Care Centers), or the latest uploaded publications belonging to each of the centers of the Regional Health System (for example, a specific hospital). This information is shown by clicking on each area or work center, at the top, under the heading Recent Submissions.

What is the self-archive?

It is the process that allows authors to deposit their publications in the Institutional Repository. The self-archiving involves the introduction, by the author, of the descriptive data of the document, as well as the upload of the file that contains it and the acceptance of a non-exclusive distribution license. For more information, consult the “Self-archive guide”.

What is the delegated file?

It is the deposit of a job in the Institutional Repository, on behalf of and on behalf of the author, by a third party, usually a librarian or other person designated internally by each work center to perform this function. The Repository administrator is in charge of assigning the permits to be able to make delegated deposit to those who have been formally designated, permission that will only be activated to deposit within the collections of their own work center.

Those who wish to request the delegated file of their work must provide the following information:

  • Name and surname of the author / s
  • Affiliation Center
  • Work title
  • Full bibliographic citation
  • Identifier (PMID, DOI, ISBN, etc ...)
  • Other data considered of interest
Likewise, it must be attached on a mandatory basis:

What version of the document can I upload to the Repository?

In the process of writing a paper, from the first draft to the final version published, different versions of the document follow:

  • Pre-print: is the version sent to the editor that has not yet been peer reviewed or accepted for publication
  • Author's post-print (manuscript accepted): it is the version that has been peer reviewed and accepted for publication that includes the modifications indicated by the editor
  • Editor's version: it is the peer-reviewed manuscript and accepted for publication, which may be prior to the final layout or present the format published in the journal, usually in PDF.
The version allowed by the editor will always be uploaded. There are tools such as Sherpa Romeo or Dulcinea in which you can consult the editorial policies of many magazines to find out which version the author can archive in a repository.

Frequently, publishers do not allow the deposit of the final version of the article, so it is convenient that the author keep the different versions of the document prior to the final version of the editor in the event that they can be deposited.

Can I upload a work that has already been published in a scientific journal to the Repository?

Yes, as long as a version allowed by the editor is uploaded and the established embargo period is respected, if any, in accordance with the editorial policy of the journal in which it has been published.

Can I withdraw a publication that I have uploaded to the Repository?

One of the purposes of the Repository is the preservation of the scientific production of the professionals of the Regional Health System. In this sense, only the administrator of the Repository has permissions to delete or delete complete records and may do so, without the prior consent of the author, when there is a sufficiently justified cause (duplication, copyright infringement, plagiarism, etc.).

Can I upload a publication of which I am co-author with other colleagues to the Repository?

Yes, it is possible to do so. In this case, before uploading the document, it must be verified that it has not been previously deposited by any of the authors to avoid duplication. However, it must be take into account that to upload a document to the Repository it is necessary to accept a non-exclusive distribution license in which the depositor guarantees that it is done in the name and with the consent of the other co-authors.

If I change my workplace, should I notify the Repository?

Yes. Each professional of the Regional Health System is assigned to a work center, so that when filing a document it will be associated to that center and will be part of the scientific production of the same. If you change your workplace, you must communicate this circumstance so that you are reassigned to your new center and can correctly deposit your future jobs.

What format should the file upload to the Repository have?

Many file formats are allowed, the PDF being the most recommended. To know the supported formats, you can consult this table.

Why are there my publications in the Repository that I have not uploaded?

In the case of publications subject to Creative Commons or similar licenses, which allow the diffusion and distribution online without restrictions, their inclusion in the Repository by an administrator or validator does not constitute any infringement of copyright.

Another possibility is that it is a collaborative work and one of the co-authors has uploaded it to the Repository. The Law of Intellectual Property establishes, for this type of works, that the copyright corresponds to all of them, so the consent of all co-authors is required to disseminate the work.

Who can I use to ask a question about the Repository?

To find out what your point of contact is for everything related to the Repository, you can consult this table.

What are Creative Commons licenses?

Are those that allow the author to decide the way in which his work can be used by third parties, retaining the rights to it. When the author applies a Creative Commons license, he does not assign any rights but establishes conditions for their use. For more information about these licenses, see the Creative Commons section.

Is it essential to attach a file during the self-archiving process?

Yes. One of the process steps is the upload of the file that contains the text of the document. However, throughout the entire self-archiving process, the information entered up to that moment can be stopped and saved, being able to resume it at another time until all the steps are completed.

What name should have the file of a job that is going to self-archive?

The files must be named following the following premises: last name of the first author, year of publication and three first words of the title, separating the three data by an underscore.

Example: Smith_2018_Clinical decision support.pdf