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Using DepositOnce

How do I get a user account?

Members of TU Berlin can self-register using their TU email address.

Former members of TU Berlin who, for example would like to upload their dissertation, but  no longer have a TU account should contact the Dissertation Office

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Why do I need a user account?

Only registered users can upload and archive their research results in DepositOnce.

Once you log in, you can access your personal profile which provides you with the following functions:

  • You can create data sets with your publications and upload files. You can interrupt the process at any time, save the data entered and continue working with it at a later time.
  • An overview shows you all your publications in DepositOnce.
  • You can change your password.

An alert function informs you about new publications in your fields of interest. You can activate or deactivate this alert function whenever you wish. 

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Can I try out DepositOnce?

The DepositOnce demo system (testrepo.ub.tu-berlin.de) allows you to upload research data and/or publications and describe them with metadata. Please note that the data is not stored on a permanent basis and is visible for any other user of the demo version.

Please contact the SZF team with any questions you may have.

 

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How is DepositOnce structured?

The structure used in DepositOnce is based on the organizational structure of TU Berlin. Research results are published on the level of academic chairs or other organizational units at TU Berlin (referred to in DepositOnce as “collections”). For every academic chair or other organizational unit a distinction is made between publications and research data.

If you wish to publish a research result, you first have to select your chair or organizational unit (this could also be a research alliance) from a list.

If you do not find your unit on the list, please contact the SZF team and ask them to add your unit to the list.

 

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How do I upload files? How does the workflow function in DepositOnce?

See also: Userguide Submission DepositOnce (step-by-step instructions, including screenshots, in German), Download.
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DepositOnce guides you through a step-by-step workflow from the first entry to the upload of your research results:

» Login

» Select your academic chair, research alliance or unit ("collection").
If your unit is not yet included in the list, please contact the
SZF team and ask them to add your unit.

» Enter the meta data (title, author, abstract, ...) in the predefined categories

» Upload one or more files

» Consent to the Deposit license.
As soon as you have uploaded the data set, it will automatically be assigned a DOI (Digital Object Identifier), a permanent Internet address which you can enter or cite in your publication.
Your data set is now in a temporary storage and you can no longer edit it.

A message is automatically sent to the SZF team who will then take the next steps:
» Qualitative verification of the metadata

» Publication

You will be informed by email as soon as the dataset has been published.

 

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Can a dataset be edited/modified? Is there the option of versioning?

As long as a dataset has not been published, it can be modified. You can interrupt the uploading workflow at any time, save entered data and resume editing at a later time. 

Published datasets can no longer be modified in accordance with the rules of good scientific practice.

DepositOnce provides a versioning function to enable you to document modifications and new findings. Former versions are retained so that a cited research result can be verified in the long term in the cited form. Every new version receives a new DOI; former and current versions are automatically linked and reference each other. 

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Which data types/file formats can be stored in DepositOnce?

DepositOnce is a generic repository suitable for a wide range of disciplines and there are no restrictions regarding data types and file formats.

Useful information:

  • PDF/A is the required file format for text-based documents. We have set up a PDF/A conversion service to enable you to validate/convert your text documents into PDF/A.
  • If a PDF file is available, files do not have to be additionally stored in the original format (LaTeX, DOC ...).

You should use ZIP files only if it is required by the file size or if you have a set of related files.
Please note that the contents of a ZIP file are not searchable.
If you store research data as a ZIP file, please store the corresponding publication independently and not as content of the ZIP file, so that it can be indexed and the content can be found via the full text search. 

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Is there a size limit for uploaded files?

There are no limitations concerning the size of files. However, you can only upload files up to 5 GB by yourself. If you wish to upload larger files, please contact the SZF team.

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