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eDoc FAQs

... for scientists

What is the Max Planck Society eDoc Server?
Who can use eDoc?
How can I use eDoc?
What publication types are stored on the eDoc Server?
Why should one self-archive?
Why should one self-archive via eDoc?

... for submitters

How can I get an eDoc login?
How do I submit a paper?
Who can change my submission/record?
In what format should I upload my full texts?
How is the quality management organized?
In what way can I re-use the data I have submitted to the eDoc Server?
Is data on eDoc properly backed up?

... for publication managers

How can I enter data on eDoc?
What export formats does eDoc support?
How can I link to my eDoc collection/institute?
How can I create a list of publications of my department?






FAQs for scientists

What is the Max Planck Society eDoc Server?

The eDoc Server serves as the institutional repository of the MPS and therefore stores, archives and presents scientific output of Max Planck researchers, independent of publication types or file formats.

The institutes decide what material (peer-reviewed or not peer-reviewed) they want to store and disseminate via eDoc according to their own approach to the communication of research and the practices of their discipline.

All documents and material on eDoc are organized in collections. Documents are submitted to collections and administered there. Responsibilities and user roles are defined on the collection level. For every collection at least a moderator and an authority have to be assigned, who are in charge of the quality control process. Typically the collections correspond to organizational units (e.g. departments of an institute or research schools), and the head of this unit defines the policy for the material accepted, e.g. articles and posters, talks, un-refereed articles and what the rules for the quality assessment shall be for the collection in question.

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Who can use eDoc?

Anyone who is working for or is affiliated to an MPS institute, research unit or dependent unit can register as user on eDoc, even if the affiliation is temporarily restricted. Please contact your local eDoc-Manager for registration and corresponding rights. As unregistered user you may browse and search the eDoc Server. Nevertheless, you may see only entries which have passed already the local quality control of collection moderators and collection authorities. Please be aware that access to full texts depends on the access level given by the author and the moderator who is responsible for the respective collection. For any further information, please contact the .

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How can I use eDoc?

As non MPS member you can browse and search the eDoc Server for research results of the Max Planck Institutes. Please note, that it is subject of the institute to decide if they want to use eDoc as showcase for their scientific output or not. The institutes that are displayed in bold characters have released their data to the public, whereas institutes that are not displayed in bold currently use eDoc for internal documentation only.

As MPS scientist you have the possibility to:

  • manage your publications (articles, reports, etc.) in a secure and sustainable database environment
  • present the data within the context of your institute/department
  • benefit from quality control secured on publicly available data by the local moderator and authority

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What publication types are stored on the eDoc Server?

eDoc wants to provide access to all scientific output of Max Planck researchers, independent of publication types or file formats. The institutes decide what material (peer-reviewed or not peer-reviewed) they want to store and disseminate via eDoc according to their own approach to the communication of research and the practices of their discipline. Each collection should have a defined policy which provides explanations on the scope of the collection (see info link at the right side of the collection name). All institutes are invited rather than obliged to use the eDoc Server, which leads to a dynamically growing number of institutes making full use of the potentials of providing open access to research results and thus increasing impact of research.

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Why should one self-archive?

Self-Archiving

  • increases the visibility and accessibility of the research,
  • maximizes the usage, uptake and impact of the work,
  • enlarges the citation of your work,
  • makes scientific output easier to use,
  • accelerates research,
  • gives you the possibility to join the growing, worldwide movement to bring the benefits of open access to all,
  • can bridge the delay between acceptance and publication,
  • enriches education,
  • makes it possible to share knowledge among rich and poor nations.

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Why should one self-archive via eDoc?

Via eDoc, scientists can make their work openly accessible online with the technological and institutional backing of the Max Planck Society.

The eDoc Server also provides a quality control mechanism on institute level, so the research output disseminated on eDoc has undergone a quality review process in the institutes, as defined in the collection policy. Nevertheless self-archiving should not be misconceived as self-publishing, as self-archiving is merely about making research output online available, which has undergone (or will undergo) a quality control process elsewhere.

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FAQs for submitters

How can I get an eDoc login?

The user administration is handled by the local eDoc managers of the institutes. Please ask the for contact details of your local eDoc manager.

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How do I submit a paper?

If you have a login and at least depositor rights on eDoc you can submit documents on eDoc. After you have logged into eDoc, please click on the link "new submission'' on the left navigation bar. Before you can start your submission, please specify what type of paper you want to submit (Article, Report etc.). According to the publication type you have chosen, you get a mask with metadata fields you can fill. On the last step of the submission you can attach one or several full texts to your document and specify the access level of the document (world wide, MPS wide, Institute wide etc.).

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Who can change my submission/record?

Your record can be changed only by authorized persons of your institute, dependant on the status of the document in the eDoc workflow. If the record is not yet released, it can be changed by the Metadata Editor, who checks the metadata on collection level or by the collection moderator and by the collection authority, who have to accept and authorize the document, before it is publicly available.

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In what format should I upload my full texts?

eDoc supports all known document types. We strongly recommend uploading PDF files, if the document is a text object. Firstly, because the search engine on eDoc can search through the content of PDF files. Secondly, PDF is a commonly accepted format which can be read/viewed on all systems. Nevertheless, we propose to upload also the source file of a document before it was converted to PDF. For Software the source and the compiled version should be archived. All other media types are also welcome.

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How is the quality management organized?

Every document on eDoc has to undergo the eDoc workflow. After the depositor has submitted a document, the moderator checks the document and metadata submitted to the eDoc collection. Additionally to that the collection authority reviews the quality of the submitted document. Only if the moderator and the authority agree on the document, the data is public available.

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In what way can I re-use the data I have submitted to the eDoc Server?

On eDoc you have various possibilities to export your data. The offered formats are: XML, HTML, EndNote Export Format, RIS Format, BibTeX, RTF and PDF.

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Is data on eDoc properly backed up?

The data backup is managed by the GWDG in Göttingen. The backup complies to today's standards (remote located servers and tape robots etc.).

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FAQs for publication managers

How can I enter data on eDoc?

You have two possibilities to enter data on eDoc:

  • manually: distributed web-based data submission
  • automatically: data uploads from EndNote, Reference Manager, Web of Science or XML (only if it conforms to the eDoc XML import schema)

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What export formats does eDoc support?

eDoc supports the export to: EndNote, Reference Manager, XML, BibTeX, PDF (citation style), RTF (citation style) or HTML (citation style).

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How can I link to my eDoc collection/institute?

Go on browse collections, click on your institute and then on your collection. Your web browser gives now the exact address of your collection, e.g.: http://edoc.mpg.de/display.epl?col=62&grp=315. If you want to link to all data of your institute on eDoc, then replace the grp="number'' by grp=ALL.

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How can I create a list of publications of my department?

In order to get a list of publications of a certain department, please use the "advanced search'' and select the appropriate MPS unit from the pull down list. You have now the possibility to print the result set in citation style or you can put the records in a basket (only if you are logged in on the system) and export the results to various formats, see question about re-use of submitted data.

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Last changed: 14 March 2006