How to Register Academic Papers and Research Data (For University Members)

1. The library collects information such as the titles of papers you wish to make public (about once a year).
2. The library checks the publication conditions set by the publisher (academic societies, publishing companies, etc.).
3. The library will send you an email. Please follow the instructions in the email to register your paper data.
   ※ If the paper is Open Access (OA), this step is skipped.
4. The library registers the paper in SWAN.

Please email the following information to the University Library:

a) Publication details (paper title, journal name, ISSN, volume/issue, pages, publication date, publisher name)
b) DOI (Digital Object Identifier)
c) Whether co-authors have given consent


Contact: University Library, Content Section cat[at]lib.shimane-u.ac.jp
(Please replace [at] with @)

After receiving your email, the library will perform the following tasks:

1. Check the publication conditions set by the publisher.
2. Confirm whether the paper can be made public on SWAN and request the paper data from you. If clear information is not available, we may ask about the agreement made with the publisher at the time of submission (e.g., copyright transfer form).
3. Register the paper in SWAN.

Notes

• To ensure a smooth process, please save manuscript data at both the initial draft and acceptance stages, and obtain permission from co-authors to publish on SWAN at the time of acceptance.
• If there are co-authors, please obtain their consent to publish the paper on SWAN. The method of obtaining consent is up to you. If you need a consent form, please use this template.

In principle, research data is published together with the full text of the paper or the DOI of the publication. However, if the publisher requires the data to be published first, we can accommodate that—please consult with us.
Before registering research data, please provide the following information:

• Publication details of the corresponding paper (title, journal name, ISSN, volume/issue, pages, publication date, publisher name)
• DOI (can be provided later if not yet available)
• Whether co-authors have given consent
• Label name of the research data
• File size of the research data
• File extension of the research data
• Data availability statement (e.g., which CC Licenses)
  　- If not specified, we will apply CC BY 4.0.

Please note that depending on the file size and extension, we may not be able to publish the data in the university repository.
If there are multiple data files for one paper, please bundle them into a single .zip file per paper.

[How to Create a .zip File]
1) Create a simple description of the research data in .txt format titled “README”.
2) Combine the README and all related data files into one folder.
3) If you have multiple papers, create separate folders for each.
4) Compress all folders into a single .zip file.

All papers published in university bulletins are registered in SWAN. Authors do not need to apply for registration.
Bulletin editors or administrative staff should send the following to the University Library via https://www.g-ipc.shimane-u.ac.jp/service/webfilesystem/ or OneDrive when a new bulletin is published. We cannot accept data delivered via USB or CD-ROM.

• Full text of the bulletin (PDF)

Contact: University Library, Content Section cat[at]lib.shimane-u.ac.jp
(Please replace [at] with @)

After receiving the data, the library will perform the following tasks:

1. Register the bulletin in SWAN.
2. Notify the editor or administrative staff of the URL of the registration page once completed.

Doctoral dissertations are required to be made public under the “Shimane University Degree Regulations.” Authors do not need to apply for registration in SWAN. Please submit the necessary documents to the administrative office of your faculty.