Documents affected by obligatory deposition

The ULg's Administrative Board decided on May 23rd, 2007 to make compulsory:

  • the introduction of references for all publications by ULg members, backdated to 2002;
  • the repository of the full electronic version of all articles published by ULg members, backdated to 2002.

The reference has to be placed in ORBi as soon as the publication has been accepted by the publisher or as soon as the document can be considered to have been concluded with, e.g. in the case of oral communications. Documents having been submitted to the publisher, but not yet accepted, must not be entered.

Access to the full text

As well as being referenced, every article that has been published in journals by the members of ULg from 2002 onwards needs to be loaded onto ORBi. The author will permit open access to the full text of the documents each time that conditions allow him/her to do so.

However, when:

  • the publisher imposes an embargo before rendering the document freely accessible;
  • the publisher does not permit distribution on Open Access;
  • the author has made contact with the publisher and is waiting for the publisher’s consent to make the full text freely accessible;

the researcher will ensure placement of the full text of the document into  restricted access or in   open access with embargo, which means that users outside of the Institution, as well as students, will only have access to the full text by way of a request-a-print link addressed to the owner via ORBi.

As for full texts with an embargo, after its expiry as defined by the depositor, ORBi will convert them automatically to open access, making them freely available to all users.

The obligation to deposit the full text of documents in ORBi only concerns articles published in journals, but it is in no way restrictive. ORBi can, in fact, cater for electronic versions of any other type of publication (monographs, reports, conference presentations, lectures for the general public, posters, course notes...)

Which version to load?

Once the publication is accepted, the author will load his final version of the article. Thereafter, he/she will complete the submission process by adding the official version with the publisher’s lay-out (publisher's postprint) as soon as it is available. The objective is in fact to place on ORBi the full text of the articles as soon as feasible so as to improve distribution.

The author will choose a type of access (open, open with embargo or restricted) for all of the uploaded versions, especially according to the contracts which he/she might have signed with the publisher.

Once the process has been completed, the bibliographic reference of the document will always be visible, regardless of whether a full text in open or restricted access is associated therewith.

For further details go to:

Imported references

In order to facilitate the authors' work, more than 20,000 bibliographic references of the members of the Academy have been imported into ORBi, viz.:

  • references of publications by ULg members existing in the Web of Science (2002 to February 2008) and in Medline;
  • references of target groups.

Such importation was effected thanks to the development of specific import scripts with an integrated double entry detection process.

These references are incorporated in the authors' personal workspace within MyORBi. It is up to them to complete or to make corrections and, if need be, to add to them the full text of the document. Pending these operations, the references are not visible to the other users.

The integration into ORBi of the doctoral theses available at BICTEL/e-ULg and BICTEL/e-FUSAGx is also anticipated.

Finally, more than 600 full texts of target group publications (see the pilot phase) have straightaway been deposited in ORBi.

Warning:
While awaiting validation by the author(s), these imported references, as well as the added electronic versions, are not visible to the public.

Document types and metadata

ORBi has been developed to cater for the greatest possible majority of the University's research output. Thirteen types of document and around thirty subtypes have been defined to correspond to the research output in the various sectors of the Institution. For obvious reasons of harmonization, certain groupings had to be undertaken, which also allow for an interoperability with similar initiatives in Belgium and abroad (projects Driver, NARCIS...).

Visualizing the ORBi's complete typology and it's définitions.

A conceptual schema of metadata which are specific to each type of document has been defined and integrated into the reference submission process. This means that the submission form automatically adapts to the control functions of the types and sub-types, thus providing the depositor only with data referring to the selected type of document.

These metadata have been designed to respond to the particular requirements of the Institution while at the same time complying with international standards (Dublin Core, Qualified Dublin Core, OAI-PMH) with a view to permitting the gathering of data by international tools. Specialists at the Institution, teachers and researchers alike, have given their input to the ORBi's development team to ratify the metadata structure concerning given types of document.

It could be that some metadata appear to be of little use or obscure. They were added because they corresponded to a real need within certain sectors of the Institution. Other metadata could also have been added; however, it was judged preferable not to overburden the submission forms and to only leave in what would really be relevant to ORBi's users.

Classification by discipline

All references within ORBi must, at the beginning of the submission process, be linked to one or several thematic disciplines and sub-disciplines. This indispensable categorization has the purpose of structuring the repository and in particular permits the user to scan through it or to subscribe, by RSS feed, to the recently archived submissions in line with its centers of interest.

These classifications have been inspired by the ISI classification of Current Contents as well as by various national and international classifications. Numerous ULg lecturers and researchers have also contributed to this value facet.

Like any classification process, our categorization is essentially imperfect and open to question. It was developed by deciding to avoid the multiplication of categories which would have led to it quickly becoming unusable, and also to avoid trying to slavishly correspond to the current structure of the Univerity's teaching and research. The Institution is in fact continuously evolving and also presents a series of epistemological interpretations which cannot be readily understood by foreign users of ORBi.

Visualize the ORBi's complete classification.