Institutional Repositories (IRs) bring together all of a University's research under one umbrella, with an aim to preserve and provide access to that research. IRs are an excellent vehicle for working papers or copies of published articles and conference papers. Presentations, senior theses, and other works not published elsewhere can also be published in the IR.
The Association of Research Libraries is a good resource for information about Institutional Repositories. The following paper, "The Case for Institutional Repositories: A SPARC Position Paper" by Raym Crow, defines Institutional Repositories and argues their merits within an academic institution.
Your inclusion of published journal articles in the institutional repository is an extension of your copyright to the work. This site lists publishers' blanket policies , and you can also search for a particular journal.
Scholarly Commons at Miami University firstname.lastname@example.org
Yes--scanning printed pages is a great way to create PDF files for inclusion in the repository. There are two ways to scan a page: using OCR (Optical Character Recognition) or scanning the page as an image. Making OCR scans requires careful proofreading and loses the original formatting of the documents. Image scans cannot be searched. The best solution takes advantage of both of these methods. Many software applications allow for the OCR capture of image scans. When documents are scanned this way, users see the image scan but search the full-text of the document. This is the preferred method for scanning documents for the repository.
When copying abstracts from a word processing file or a PDF file, and pasting the text into the submission form, you are taking text from an environment that may support fonts and special characters (like symbols or "smart quotes"). Because the abstract is intended to be presented on the web, the format of the abstract needs to be reduced to plain text with no fonts or special characters.
The repository software supports the ISO 8859-1 character set (this includes the numbers 0-9, upper- and lower-case letters A-Z, and standard English punctuation). Although you may take advantage of the complete character set, we recommend you consider not using special characters as these may inhibit user searches, both on the web and on the site.
Combine all the sections together as one Microsoft Word file or PDF file and submit that.
To make one PDF file from multiple files, open the first PDF file, then choose Document>Insert Pages from Acrobat's menus to insert the second file (indicate it should go after the last page of the first file), and repeat for all documents. The result will be one compound PDF file which may then be submitted.
If you feel that the one large PDF file might be too large for some people to download, we suggest that you submit the consolidated file as the full text of the article, and then upload the separate chapters or sections of the document as Associated Files.
It depends on what the journal allows, which is usually specified in their agreement with the author. If it would not violate copyright to post the reprint on your repository site, you're welcome to do so. Permissions for many publishers can be found at SHERPA RoMEO.
Many journals do not have any restrictions on working papers that
preceded an article, especially if substantial revisions were made. The
faculty member should check his/her author agreement with the journal
to confirm that there is no problem with leaving the working paper on
the site. The repository would constitute noncommercial use.
It is a good idea to include the citation to the published article on the cover page for the repository working paper.