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Guide on Depositing Electronic Academic Papers with the Library


Electronic Academic Papers are digital copies of academic papers that may include:

  • An article from a journal or magazine.
  • A chapter or section from a book.
  • A monograph such as a working paper, project report, technical report or other documentation.
  • A paper, poster, lecture or presentation given at a conference, seminar, workshop or other event.

Electronic Academic Papers may be in the form of:

  • Author’s pre-print* (pre-refereed paper).
  • Author’s post-print* (post-refereed paper).
  • Publisher’s PDF*.

If the Author’s pre-print* or post-print* is archived in the digital repository, a link to the final published version will be included.


  • Author’s pre-print refers to the author's original submitted manuscript that has not gone through the peer review process.
  • Author’s post-print (or author’s version of the accepted manuscript for publication) refers to Work that has gone through the peer review process, but EXCLUDES the publisher’s further revisions and final typesetting. It DOES NOT CONTAIN the publisher's typesetting/layout/formatting or logo(s).
  • Publisher’s version/PDF (or Version of Record) refers to Work that has gone through the peer review process and INCLUDES the publisher’s further revisions and final typesetting. It CONTAINS the publisher's typesetting/layout/formatting and sometimes the logo(s).
  • Proof or Off-print copies of the Work, as supplied by the publisher, are not the same as the Author’s post-print. Most copyright agreements will not permit proofs or off-prints to be self-archived because they CONTAIN the publisher's typesetting/layout/formatting and sometimes the logo(s).

Copyright Permissions -- Is Self-Archival of Papers Allowed by Publishers?

Journal Articles:

Most journal publishers now allow authors to self-archive a copy of their papers. You may refer to for publisher policies.
Online guide:

When in doubt or when information is not available, always submit the Author’s post-print (or author’s version of the accepted manuscript for publication).

Book Chapters and Conference Papers:

For policies on book chapters or conference papers published in proceedings, it is best to contact the publishers directly. However, the library will archive conference papers not published in proceedings if the copyright belongs to the authors.


The library will check copyright permissions prior to deposit.

Steps on depositing papers

The steps are as follows:

1. Log on to the online Self-Deposit Form using your NIE Login Account.
2. Enter the details of your Work. TIP: You can use the APA citation style format.
3. Add your comments, if any.
4. Attach your paper in WORD (.doc only) or PDF format.
5. Submit the form.
You may upload only one paper (up to 2 files) per online form submission. If you have more than one paper to upload, you can also put all the files into a zip folder to be uploaded (up to 100MB).

Alternatively, you can also send your Author’s post-prints (post-refereed papers) to

If you need assistance, we can help to verify the version of your Work that you may deposit.

Restricting access to papers

You may choose to

  • Allow open access to your papers.
  • Restrict your papers to NIE staff and students only.
  • Apply an embargo period.

Processing Timeline

On average, the process takes 2-4 weeks. However, some full text papers may not be made publicly available until the appropriate embargo period has been observed.

What is an “embargo”?

An “embargo” is the period during which the articles published in a periodical may not be made available online. Publishers may include embargo instructions (e.g. for 12-48 months) in their self-archival policies. Please refer to for publisher policies.

We will upload the full text paper as normal. However, we will set an embargo on the full text as part of our copyright checking process. The metadata (i.e. citation details) of the embargoed items will be viewable immediately with the full-text remaining locked down.The embargo to the full-text will be lifted automatically once the embargo date is reached.

Citing papers from the repository

You may use the following format:
Tan, C. (2013). How to reference papers in repositories. Retrieved from National Institute of Education Digital Repository: (Replace the ‘xxxxx’ with the item handle found in the repository.)

Updating a paper in the Collection

The papers deposited are meant to be final versions. However, if there is a revision or addendum, we can add a new version in addition to the existing paper, with a note indicating which are the original and the revised versions.

Removing a paper from the Collection

The papers deposited are meant to be archived permanently. However, if there is a need to remove a paper, please email your request to

Benefits of depositing papers

  • Perpetual access to your academic papers. Each record is assigned a unique and permanent URI, such as that does not change. You can also add these hyperlinks to the citations in your own website or staff profile page in the library portal.
  • Wider and more rapid dissemination of your academic papers via Google and Yahoo! with priority indexing and ranking.
  • Increase in the visibility and research impact of your academic papers. Research shows that citation rates increase by up to 300% for works openly posted on the Web.

Need help?

If you need assistance on the archival of your academic papers in the digital repository, please email Research & Information Services at or call us at 6219-6115 or 6790-3631.

Last updated: January 26, 2018  

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