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Library for Staff: Step by step guide

Curious about how Wintec Library can help you? Here's a quick guide to what we offer.

How to fill a Research Archive Record for a NRO or a ORO

How to fill a Research Archive Record for a NRO or a ORO - Some changes in 2019

Things have changed. 

 

What needs to be included? And why it will be sent back 

 

There are three reasons why we need a complete Research Archive record.

  1. For recording all the information you need for your PBRF portfolio
  2. The OVI statistical information needed for Wintec Reports
  3. The Research Archive is a public-facing archive and the information should be retrievable and traceable

The Research Archive takes NROs (Nominated Research Outputs), OROs (Other Research Outputs) and RCs (Research Contributions)

 

Below is a step by step guide to inputting a NRO or ORO.


Here is the link for 'The Research Archive'

Step 1: Sign into the Research Archive

The sign in button is found at the top right hand corner of the page. 

Step 2

Step 2: Manage Deposits

  • Find 'Manage deposits' on the taps. It will be near your name.

  • The below screen will appear. This screen will show you all the records you have in the Archive. 
    • Green means that it is in the live archive. If you want to change anything contact Dawn from the Wintec library
    • Gray means it is in the hidden archive. If you want to change anything contact Dawn from the Wintec library

Step 3

Step 3: On the Edit item page choose the type of Research Output you want to enter.

Example of page below:

Why do I need to do this? This gives us the information we need for your PBRF portfolio and the OVI statistics

  • PBRF portfolio fields - Research Output Type
  • OVI statistical metadata – Types of outputs being produced

 

Step 4

Step 4: Choose the Category and weighting for you Research Output

Example of page below:

Why do I need to do this? This gives us the information we need for the OVI statistics

  • OVI statistical metadata – Wintec Categories and Weightings

Step 5

Step 5: Attach your Research output or any addition documentation/images/sound files etc. 

Please note these should be JPEGs, HTML and PDF files 

 

Please add you pre-submitted journal article here and change the visibility to “Repository staff only”.  

 

Fill in all the fields.

Example of page below:

Why do I need to do this? This gives us the information we need your for PBRF portfolio

  • PBRF portfolio fields - Main Research Object & Supporting Objects' URIs (Max of 4 additional URIs for supporting information for assessment and audit - This can also be in the form of URLs which can be added to the 'Edit Item' page) 

Step 6

Step 6: Edit Item (This is the Metadata)

Below is what to put in each field: 


Title:  A complete title is needed 

Abstract or Summary:  Always add an abstract or summary about your research output. This is a description of what your research is about. 

Keywords that describe the item Add all keywords that relate to your research output.  

Author/ Creator:  This is where you put the name of the main author or contributor to the output. Usually the one adding it to the archives. 

Corporate Creators: This is usually Wintec but if another group has overall ownership of the output put that here.  

Contributors: This is where you put everyone who contributed to the research output including yourself.  

Nominated Research OutputThis is where you add whether this is one of your five NRO’s that you will showcase in your PBRF portfolio at the next PBRF TEC Evaluation. 

Please note this can be changed to an ORO but it pays to put all the metadata in so that you are all prepared by the next ​

Divisions: This is important for the Research offices, as they use it to get the OVIs and your Research Leaders use it to get an overview of each school or centres outputs. 

Publication Details:  

  • Was your article peer reviewed? Important for the Quality Assured part of the PBRF portfolio.  

  • Status 

  • Journal or publication title 

  • ISSN 

  • Publisher 

  • Official URL (this is the URL of the fill text)

  • Volume 

  • Number 

  • Page Range 

  • Date – make sure you have a year. Very important for PBRF and OVI stats 

  • Date Type – Was it completed, published or submitted at this time 

  • ISBN – only if a book 

  • Unique ID (e.g. doi) - Many journal articles now have a Digital Object Identifier. This must be added if there is one. 

  • URL of the full text: This is very important. Even if it only directs to the where you can pay for the article. 

  • Identification Number: only if there is one 

  • Related URLs – Any additional URLs that will help the audits to find your information 

FundersMake sure you add who was the funder for your Output. Usually its Wintec. 

Name of project: If your output comes under an umbrella project please put it here so that it becomes searchable.  If someone just searchers the project they will get all the outputs associated with it.    

Contact Email AddressIf you want to be contact about your research put your email address here. If not, the default will be the Research Office email.  

References: If you have a reference list for your research output to have a complete PBRF portfolio you should add it here. 

Additional information max 1050words:  This is where you can put your Individual Contribution.  

Commentary max 1000words: describe the importance or impact of this piece of research.

Example of page below:

Why do I need to do this? This gives us the information we need for your PBRF portfolio, the OVI statistics and ease of Retrieval 

  • PBRF portfolio fields -
    • Title
    • Authors
    • Main Research Object Location
    • Supporting Objects’ URIs
    • Quality Assured
    • Year Available, Individual Contribution, Description
    • Output source – Bibliographic information
    • Individual Contribution
    • Description 
  • OVI statistical metadata – Titles, Wintec Divisions
  • Retrieval - This helps other people browse and search for your Research input

Step 7

Step 7: Subjects

Choose as many subjects as relates to your Research Output. Click on the + to reveal sub categories. 

Example of page below

Why do I need to do this? This gives us the information we need to help other people read your research

  • Retrieval - This helps other people browse and search for your Research input

Step 8

Step 8: Deposit Item

Here you have two options

  1. If you still have things to add then press “Save for Later”. This will mean that the Research Archive Entry will remain in your 'Manage Deposits' area, so you can update when you want to.
  2. If you press “Deposit now” that means it gets sent to the Review to check that you have filled in all the fields and made sure you have all the metadata needed for the PBRF audit, the OVI review and the School/Centre panel and that everything is hidden that needs to be hidden for copyright purposes.

  1. The reviewer will check it and if anything needs to be added they will send it back. (The Review will be a lot tougher from now on to make sure that all records meet the PBRF and copyright criteria's). If the item is not correct by the 4th time, then the reviewer may decide (in consultation with CRAG) to delete the entry.
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