Self-archiving made easy at the University of Helsinki

The Helsinki University Library has launched a new self-archiving service. It is especially for full-texts of publications from 2017 and 2018. As there has been need for archiving also older materials, full-texts of publications from 2010–2016 are also welcome.

(Voit lukea rinnakkaistallennuspalvelusta suomeksi Tutkijan Open Access -oppaasta.)

Self-archiving; that is archiving a publisher-approved full text version of the article in an open, online repository. The idea of the service is that the researcher sends the final draft file of the publication to the library immediately after acceptance of manuscript and before publication. Alternatively, researchers can inform the library of their e-prints in arXiv. The library takes care of the self-archiving with the help of the information. If the researchers are used to self-archive they still can continue to do that.

The service has proven to be useful during these few months and it has got good feedback. The promotion of the service continues; there is still much work to do to make this service natural, essential and easy part of the researchers’ workflow.


The service development has led to this point after many years of open access services, and university libraries worldwide offer similar service. There are many reasons and demands for self-archiving. Open access contributes visibility and citing. Funders require open access and self-archiving fulfils the conditions. According to the Helsinki University’s Principles of Open Publishing “All scientific publications produced at the University are self-archived into the University’s publication archive HELDA. The publications are entered into the archive through the Tuhat research database. The obligation to self-archive also pertains to publications which are published directly in an open access publication channel (also known as “gold open access”). If necessary, the University can self-archive the publication on behalf of the author or authors. Comprehensive self-archiving of the publications in HELDA ensures that the University’s research activities are documented, permanently preserved and available for further use.” These principles were approved summer 2017.

What is the right version of the article?

One thing to consider when self-archiving is the version that is allowed to archive. The version that can be deposited depends on the journal’s open access policy. The open access articles and hybrid articles can be deposited as such (publisher’s version), but in many cases the allowed version is the final draft, also known as author’s accepted manuscript. It is the manuscript as accepted for publication, including modifications based on referees’ suggestions, but before it has undergone copy-editing and proof correction. The library does a lot invisible archiving on behalf of the researchers, archiving the above-mentioned open access and hybrid articles. Unfortunately, the final drafts are not found on the internet and the library needs the researchers’ help and asks them to send the copy.

How to proceed

  1. Send the author´s accepted manuscript file or the link to your arXiv e-print:
  2. Attach also publication information known already; the title and the number to come.

UH, Principles of Open Publishing
Open Access: Guide for Researchers

Marja Moisio, Helsinki University Library
ORCID: 0000-0002-5214-4773

University of Helsinki is celebrating the International Open Access Week from 22nd to 26th October. The main event of the week is in Science Corner 24th October, starting at 12 pm. You will find the program of the week here: Open Access Week 2018: Designing Equitable Foundations for Open Knowledge.