Quick guide

This brief information for the storage of publication data and full texts for the employees of the PHBern is based on the detailed instructions of BORIS (repository of the University of Bern) as well as the associated FAQ.

Which publications can be recorded?

All publications of the usual formats can be recorded, including print publications, practice-oriented publications, editorships, dissertations or research reports (but not final reports of the PHBern-internal application procedure or similar administrative reports). Audiovisual materials or data sets belonging to publications can also be stored.

How are publications published on REPO PHBern?

The authors (or employees of the PHBern) enter the publication details (metadata) and deposit the full texts.
The editors check the publication details and verify the rights regarding the secondary publication of the full texts via REPO PHBern.
After the review, the publication details are published. The full texts are published after expiry of any embargo period, if this is legally possible. After release, the full texts are freely accessible worldwide.
You can also upload texts to REPO PHBern that may not be made freely accessible. They are then only available to registered users, i.e. PHBern internally.

How are publications recorded?

Register with REPO PHBern (PH Switch_Edu-ID)
Check whether the publication (e.g. by co-author) has already been recorded (via: Search for publication).
After logging in, publications can be entered in the "User Area" ("Manage Deposits"/"Mes Publications").
Enter or import metadata manually (recommendation: import via DOI). For explanations on manual entry, see the help function directly next to the individual entry fields, the detailed BORIS instructions or the glossary on the entry guidelines.
Import of the full texts (see below).

Please report any ambiguities regarding the submission to repo@phbern.ch.

Why is it advisable to upload full texts?

Since REPO_PHBern is indexed by search engines such as Google Scholar and Bielefeld Academic Search Engine (BASE), uploading freely accessible full texts to REPO_PHBern increases the findability and visibility of your publications. This also increases the chances of being cited by other researchers. All content is permanently stored in REPO_PHBern so that your texts are accessible here in the long term.

Which versions of the full texts are uploaded?

A distinction is made between the following three versions of the full texts:

Pre-print: submitted version/manuscript (before review)
Post-print/accepted manuscript: revised version approved for publication by the publisher, which has already passed the peer review. Equivalent in content to the published version, but still without a publisher's layout (no logo, no page numbers, no volume and issue numbers).
Publisher's PDF: final published version

Please upload your accepted manuscript, (post-print), and the published version of your article (PDF) to REPO_PHBern.
The publisher's PDF can also be subsequently uploaded to REPO_PHBern after the metadata has already been published.

Which versions of the publication are published?

Do not worry about distribution rights. Access rights and embargo periods are clarified and checked by the editorial team.
Many publishers allow the second publication of the accepted manuscript (post-prints) in an institutional repository such as REPO_PHBern, either immediately or after a certain embargo period.
Full texts that may not be made freely accessible are available to registered users (i.e. PH Bern staff). Readers who want to cite their text and need the publisher's version can request the original document using the "request a copy" function.
The guidelines of the publishers and journals for publication can be found in the database SHERPA/RoMEO.

Which data formats can be uploaded?

The REPO_PHBern has no formal restriction to certain data formats. However, only certain formats can be indexed, thus guaranteeing their long-term accessibility.
The following formats are recommended:

Texts: XML, ODT or PDF/A
Images: TIFF and PNG
Audio files: WAV, OGG and AIF
Video files: MP4

Since DOC, DOCX and JPEG are formats subject to proprietary restrictions, their long-term accessibility depends on the support of rights holders.

Can the recorded publications be corrected?

Corrections can be made subsequently by the authors who enter them. This is used, for example, when a journal article is integrated into an issue at a later date and page numbers are added. The full text can also be uploaded later.
In principle, an approved publication entry cannot be deleted (for ethical reasons, among others). It is therefore advisable to include a publication (e.g. journal article) in the REPO_PHBern only after it has been accepted (otherwise it remains in the REPO_PHBern as "submitted").

How does the publication data get onto my (project) website of the PHBern?

The publication data is regularly imported into the PHBern website (staff and project pages).

Questions?

Please contact repo@phbern.ch with any questions.