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OHSU Digital Collections

Everything you need to know about submitting works to OHSU's institutional repository
The final step in preparing to submit your work to the OHSU Digital Collections is to prepare the metadata (or information) that describes the key characteristics of the work, such as who created it and what it's about, so that you're ready to enter it into the submission form. Good metadata will assist others in discovering your work.

Do you need an ORCID iD?

When you submit your work to Digital Collections, you will be asked to optionally enter your 16-digit ORCID iD, if you have one. Not everyone needs an ORCID iD; the OHSU Library encourages submitters who have or intend to pursue research careers to register for an ORCID iD as they may be required when submitting grant applications or articles for publication.

Submitters who do not need an ORCID iD

  • Division of Management Students

Information from ORCID

Information from the NIH

Have you given credit to any co-authors?

Note: Some of the fields described in this section are not found in our current submission form, they will be available in the submission form in our new digital repository system rolling out in FY2024.

Individual Authorship

If you are not the sole author of the work, make sure you have given appropriate credit to all your co-authors.

Be prepared to enter the following metadata for each co-author when you fill out the submission form:

  • First and last name
  • 16-digit ORCiD ID (optional)

Individual Contributorship

You may also wish to acknowledge any non-author contributors to the work. In addition to supplying your contributors' names and ORCiD IDs, you may also indicate the role their contribution played in the work.

Organizational Authors

Works-for-hire should specify the employing organization as organizational author. Works created by OHSU employees as part of their normal work duties are OHSU Intellectual Property under OHSU Policy 04-50-001. Please specify OHSU as the sole organizational author for such works. You may acknowledge individual contributions by OHSU Members with the Individual Contributor field, and you may acknowledge departmental contributions with the Organizational Contributor field.

Organizations may also be given authorship credit when the work is the result of a collaboration by a named group (a committee, a working group, etc.)

Organizational Contributors

Use this field to acknowledge any non-author organizational contributions to the work.

Do you have a brief description, abstract, or executive summary of the work?

The submission form will ask you to enter the text of an abstract, description, or executive summary of your work. It will be entered as part of the metadata describing your work in order to aid others in discovering your work in the OHSU Digital Collections.

If the work already has an abstract or executive summary, you can reuse that text. Otherwise, write a brief description that will help researchers in your field or other people who might be interested in the work understand what it's about. For non-research submissions, such as submissions from students in the Division of Management, think about how you might describe the work to a family member.

OHSU Inclusive Language Guide

OHSU Inclusive Language Guide is a dynamic resource designed to assist OHSU staff in understanding and utilizing inclusive language in institutional communications, including patient care, teaching, and presentations.

Have you selected descriptive keywords and subject headings?

When you submit your work to the OHSU Digital Collections, you will be asked to specify both keywords and Medical Subject Heading (MeSH) terms that describe what your work is about. These terms will be used to aid discovery of your work.

Choosing Keywords

The following links provide guidance on how to choose keywords for your manuscript and tools to help identify the most prominent words in your text.

Keywords for works that include a systematic review

If you are submitting a work that is or includes a systematic review, please add the keyphrase systematic review when adding keywords in your submission form. This helps the Library make all the systematic reviews in the system discoverable together.

Selecting MeSH Terms for Topical and Geographical Subjects

You can use the MeSH On Demand tool to identify MeSH terms for your abstract or manuscript. MeSH contains over 30,000 terms that cover a wide range of topics, so you should be able to find appropriate terms even if your manuscript is not on a biomedical topic. Most of your MeSH terms will be added in the Topical Subject field. If your work is about a specific geographical region, please select the most specific appropriate term in the Geographical Subject field. For example, if "Oregon" is a topic of the work, select "Oregon", but do not select "United States" unless the work is also about other states or regions in the U.S.

Does the work need a DOI?

Digital materials, including journal articles, books, datasets, and other research outputs, can be assigned unique alphanumeric IDs called DOIs. A few advantages of using DOIs for published work are listed below:

  • Citations: Because DOIs offer a uniform, stable identity that is simple to incorporate in bibliographies, they make it easier to correctly cite digital work.
  • Discoverability: As DOIs are easily indexed by search engines, library catalogs, and other databases, they increase the discoverability of your digital content.
  • Interoperability: Since many different systems and organizations use DOIs, thier use can promote integration and interoperability between various platforms and software.
  • Metrics: Publishers and authors may track usage of their content thanks to DOIs, which provide helpful statistics for assessing and evaluating the content's impact.
  • Permanent links: DOIs create a permanent link to a piece of digital content, making it accessible even if the URL changes.
  • Version control: Different versions of digital content can each be given DOIs, enabling users to quickly access and compare various versions over time.

If you would like a DOI assigned to the work you are submitting to the OHSU Digital Collections, simply select 'yes' to the "Generate DOI" question in the Submission Form. If you have any questions about DOIs, please contact the OHSU Library.


Do you have a citation for any previously published versions of the work?

If you are self-archiving a work that has been previously published elsewhere, be prepared to enter its full citation into the submission form. Many publishers have self-archiving policies that require including the full citation of the published version and/or a link to its DOI. The citation will be added to the metadata record for your work in the OHSU Digital Collections. You can use the tools below to check the sharing permissions for specific works and to look up journals' self-archiving policies.

Is the work a Dissertation, Master's Thesis, Capstone, or MD student Scholarly Project?

All students submitting a Dissertation, Master's Thesis, Capstone, or MD Student Scholarly Project will be asked to enter the name of their academic advisor into the submission form.

Students submitting a Dissertation, Master's Thesis, or Capstone are advised to provide:

  • Name and ORCID iD (optional) of your committee chair
  • Names and ORCID iDs (optional) of any other members of your committee
  • Names and ORCID iDs (optional) of any PIs, Co-PIs, Mentors, Co-Mentors, etc. (with their permission).