RIS Update: file version now required

If you are uploading documents to RIS (which Swansea researchers should be to ensure open access compliance with both the University’s mandate and the REF policy…) you will notice that on the “Upload file” screen there is now an additional required field to give the version of the output. This is one of several forthcoming changes to ensure that the system is capturing all the required information for open access compliance:

Screenshot of RIS showing the new "Set Version" field
(Click for full-size screenshot)

The options shown are taken from the NISO documentation and the “Help with setting a version” link will give more detail on what they mean (unfortunately we are required to use this slightly confusing terminology for external reporting purposes). The key ones to note are:

  • “Accepted Manuscript” – this is the version required by the REF policy as a minimum. Also known as the “Author’s accepted version” or “post-print”. This is also the version USUALLY permitted by publishers for self-archiving – see our previous post on how to check your journal’s policy. We would anticipate most files uploaded should be this version and not having any publisher formatting.
  • “Version of Record” – this is the published version. Unless you have retained the copyright to your output AND have permission to use the publisher’s formatted version, it is unlikely you would be permitted under copyright to upload this version. Again, see our post for how to check your copyright situation.

There is a detailed discussion of the various versions of an output on the “Versions toolkit“. As always, contact us on iss-research@swansea.ac.uk if you have any questions or concerns. We’d be glad to help!

The Guide to RIS has been updated to reflect this change – see p.7 for a step-by-step guide on uploading documents.

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