Deposited Item Lifecycle

Submitted Item

After you deposit a submission it will be inserted into a pool of submitted items. The item is not publicly available and waits for an editor to approve (or reject) it.

Edited Item

The task of the editor is to verify whether the submission meets our requirements in respect to metadata quality and completeness, bitstream consistency and IPR. The editor can return the submission to the data depositor describing the needed changes. This step is repeated until the editor approves the item. The approved item becomes a published item.

Published Item

Every item as soon as it is created obtains a PID (persistent identifier) which should, once the item is published, be used for referencing and citing e.g., The CLARIN.SI repository will ensure that the PID (more precisely, we use http handle proxy of the PID) will be resolved into a working web page (even if the current server infrastructure changes or is moved to a new domain) describing your resource.

Published items are available through our search interface, browsing mode. Metadata of all items are submitted to search engines and are available through OAI-PMH protocol (several institutes harvest our repository for item's metadata e.g., CLARIN VLO). Bitstreams of public submissions (see Restricted Submissions) are also available through OAI-ORE protocol.

Deleting a Published Item

Anybody can request deletion of published data (bitstreams) through our Help Desk. However, such requests will be evaluated on case-by-case basis.

We reserve the right to keep the metadata of published submissions available in case there is no very good reason why to delete the metadata. The reason is that this would be against the concept of PIDs (persistent identifiers). All PIDs are available through OAI-PMH interface even if only to inform that the item has been deleted.

Modifying a Published Item

We allow for minor edits of the submission (e.g., typos) through our Help Desk. We also allow certain additions to the metadata or data, e.g. adding keywords, adding information on a new publication about the submission or adding new bitstreams where the data is derived from existing ones. Suggestions for such edits are also evaluated on case-by-case basis.

Submitting a new version of an Item

If a new version of a resource was created, you need to create a new submission. However, you do not (in fact, should not) create a new submission from scratch, but follow the following procedure:

  1. Log in and go to the list of your existing Submissions. You can only create a new version from your previous submission, not from somebody else's – to do it yourself, you have to ask them to perform steps 1 – 3 in this list and Save & Share the entry with you, and then you will be able to finish it.
  2. Scroll down to Archived Submissions, tick the select box of the record you want to create a new version of, and select "Add new version".
  3. This creates a cloned record for you, just as if you created a new submission. This new submission has all the metadata from the previous one already copied. Click "Resume". Now you are in the submission workflow.
  4. Modify the metadata you want changed. You should at least modify the title by giving it a new version number, and, at the end of the description, briefly describe the differences to the previous version. If the size of the resource has changed, you should also modify the size information.
  5. Upload the data of the new version and finish the submission as usual.

Once the submission is finished, the old and new versions are automatically connected, so that the users can see that newer / older version(s) of the resource exists.

A more detailed description, together with screenshots is availble from the GitHub CLARIN-DSPACE site.

Restricted Submissions

First of all, all metadata are always publicly available. We support open access submissions; however, we also support restrictive licences for bitstreams which require e-signing before downloading the bitstreams. We keep track of these e-signatures in case there are IPR infringements.

See currently available licenses or ask us to add a specific one.

We also support putting embargo on bitstreams which means that the bitstreams become publicly available after specific dates.