This page contains guidelines on how to have your publication digitally published in Åbo Akademi University’s publication archive in Doria. The guidelines apply to various types of research-based books and collected works, festschrifts, series, etc., that you, as an ÅAU-affiliated author or editor, wish to publish in Doria.

Previously published popular scientific articles, reports, etc., can also be made available in the publication archive. Separate instructions are available for the publication of theses (master’s and doctoral theses) and publications that are parallel-published in AboCRIS.

Checklist:

1. You or one of the co-authors must be affiliated with Åbo Akademi University.
2. Ensure that you and the other authors have the right to publish the text and any accompanying images, etc.
3. Define how the work can be used and shared.
4. Convert the text into a uniform PDF/A file that meets accessibility requirements.
5. Send the PDF file and the signed agreement for digital publishing to the ÅAU library.

Contact abopub@abo.fi if you wish to publish in Doria!

Step-by-step process:

1. Affiliation with Åbo Akademi University

An ÅAU affiliation refers to someone who is employed by Åbo Akademi University, enrolled in studies or further studies at ÅAU, or conducting research at ÅAU with scholarship funding. If the affiliated individual is connected to other organizations, the work should be published by the organization where the primary work was conducted.

2. Can the text be published?

• When a text is published in ÅAU’s publication archive, the author(s) retain the rights to the text and can regulate its future use through an open license (see below).
• If you are the only author, the text is being published for the first time, and you hold the rights to the text and all supplementary material (e.g., images, tables), there are no obstacles to digital publishing in the archive. This also applies if the work was previously published as open access.
• You may also publish the text with another (e.g., commercial) publisher, but you should inform the publisher that the text is already available in a publication archive.
• If your text has been or will be published by another publisher, ensure that parallel publishing in the archive is allowed, and in what form, by consulting the publisher. The SHERPA/RoMEO database provides information about publishers’ policies regarding parallel publishing. Contact the publisher if needed.
• If the work has co-authors or contains sections with other or previously published co-authored material, all co-authors must grant permission for publication. The same applies to supplementary materials, such as images and tables, where the creator’s permission is required.
• Contact isbn@abo.fi to obtain an ISBN (and ISSN if necessary) for your work. It is recommended that research reports, festschrifts, and conference publications receive an ISBN, as it facilitates discovery.

3. Define how the work can be used and shared

One way to enable dissemination and use of the work is by assigning an open license, such as a Creative Commons (CC) license. CC is a widely recognized and used system that allows authors to regulate and facilitate the reuse of their work. According to ÅAU’s open science policy, the default approach is to publish open access and provide publications with an open license. There are several CC licenses to choose from. If CC licenses are not an option, the traditional “All rights reserved” approach (“The publication is protected by copyright”) can be used, which does not allow further dissemination of the work.

Consider the following when choosing a CC license:

• The choice of a CC license is final and must be made by the author. For collected works, a common CC license for the entire work is recommended. Such decisions are coordinated by the editor(s).
• All works licensed with a CC license should display the CC logo, preferably on the title page alongside the other publication information.
• Texts and other materials, such as photographs, images, and tables, may have different conditions for distribution and reuse. It must be clearly indicated which conditions apply to which parts of the work.
• If you reuse materials (e.g., texts, images, photographs, tables), ensure that copyright and any usage terms and restrictions are respected.

More information about CC licenses can be found in the OA LibGuide.

4. Convert the document to PDF/A in accordance with accessibility requirements

Accessibility legislation imposes requirements on publications that are published online. To publish the work digitally, the file must be in PDF/A format, the standardized format for long-term archiving in Doria. Digital publications must be identical to the original version.

Instructions for converting text to PDF/A:

• Open the text in Word.
• Select “Save as Adobe PDF” or “Save as” and choose the PDF file type.
• Before saving, choose “Options” and check “ISO 19005-1 (PDF/A)”.
• Save the file.

Instructions for accessibility are available here.

Adobe Acrobat Pro has an accessibility check tool (Tools → Accessibility → Quick Check/Full Check). A document can be made accessible using Tools → Action Wizard → Create Accessible PDFs. Word documents can also be checked and improved for accessibility (File → Check for Issues → Check Accessibility).

5. Send the file and signed agreement for digital publishing to the ÅAU library

The agreement must be signed by all co-authors and anyone who made an independent contribution to the work. Indicate your choice of CC license when submitting the agreement. Send the file and the agreement to Åbo Akademi University’s library by email to abopub@abo.fi. The agreement can also be sent by mail to: Åbo Akademi University Library, “Digital publishing,” Domkyrkogatan 2–4, 20500 Åbo.

The publication can be made available in Doria once all agreements have been received.

Questions? Contact abopub@abo.fi.