京都大学学術情報リポジトリ Kyoto University Research Information Repository

Registration of Content

How to Register Content

If you wish to register your content on KURENAI for open access, contact the Kyoto University Library’s Electronic Resources Section
The Kyoto University Library will register it in the Repository database for you, but will register and offer public access to it only after checking the status of its copyright with respect to the original publisher, etc. and ensuring that the submitted content has no problems regarding copyright or any other rights.

Eligibility for Registration
Any current or former staff members or students of Kyoto University are eligible to register content provided that they were involved in the preparation of the content. Registered content does not need to be removed even after you have moved to another institution or graduated from Kyoto University
Content to Be Registered
Any academic output or intellectual products created from educational or research activities at Kyoto University may be contributed to KUREANAI. In particular, they include peer-reviewed journal articles, dissertations, theses, bulletin papers, grants-in-aid for scientific research reports, preprints, technical papers, conference papers, lecture or symposium papers, lecture transcripts and teaching materials.
How to Submit Content
To submit a small-size electronic file: Send it as an e-mail attachment.
To submit a large-size electronic file or multiple content: Send a copy on appropriate media, such as a CD-R disc, by intra-university mail, etc.
If you only have a print copy: Send a print copy by intra-university mail, etc. The Kyoto University Library will scan it into a digital format.

※When sending content, attach the Kyoto University Research Information Repository Registration Form[Word or Text file] in the body of your e-mail message.

Also include metadata information (information about the content, such as the title, author, original publisher, page numbers, and keywords).
Example: Takashi Koga, Access to government information in Japan: a long way toward electronic government?, Government Information Quarterly, 20(1), 47-62, 2003.
File Formats
You can submit content in any format, including a PDF, Word, Excel, PowerPoint and TeX file (although we recommend that you convert your files into a PDF format for maximum security). You may save the main text and charts in separate files; we will later combine them together into a single PDF file. However, if you do, please note that you may not have a neat layout as you would from professional print publishers.

Establishing a System for Repository Registration Application & Approval Procedures for Dissertations/Theses

Dissertations and theses are one of the most important outputs from Kyoto University’s research and educational activities. KURENAI wishes to positively encourage the registration and publishing of dissertations and theses not only by individually recommending candidate degree earners to submit a Repository Registration Application & Approval Form, but also by establishing a system for application and approval procedures in cooperation with each faculty, department or laboratory.

As a result of discussions with the Graduate School of Engineering in FY2006, in FY2007 a system was put in place in which doctoral candidates are requested to submit [1] a Kyoto University Research Information Repository Registration Form (for all candidates) and [2] an electronic file of the dissertation (for only those who wish to register it with the Repository) upon submitting an Application for Review of Doctoral DissertationSee also: Graduate School of Engineering:"About the Treatment of Doctoral Dissertations" (Japanese)

学位論文のリポジトリ登録の流れ

(1) Dissertation (in a volume of bound paper)
(1)学位申請論文(冊子体)
(2) Kyoto University Research Information Repository Registration Form
(3) Electronic data file of (1) on media such as a CD-R disc or transmission by e-mail
2. Administrative Staff at the Graduate School
The administrative staff sends (2) and (3) above to the Kyoto University Library within a specified period (e.g. one month) from the award of a doctorate.
3. Kyoto University Library (Electronic Resources Section)
After checking the Registration Application Form, the Kyoto University Library registers the dissertation in the repository.
If a specific date has been designated, it will be posted for open access on the designated date. If the decision is left up to the advising faculty member, dissertations will be posted for open access in six months unless otherwise specified.

With these steps, the registration procedure is incorporated into the regular process of submitting a dissertation, which is expected to be much faster since it is hassle-free for not only authors and departments hoping to promote public access but also the student affairs staff in charge at graduate schools, departmental libraries and the main library which handle administrative affairs.

If your graduate school, department or laboratory is interested in registering and publishing dissertations/theses on the repository, like the Graduate School of Engineering, please consult with the Kyoto University Library (Electronic Resources Section).

The following content is especially welcomed

As we mentioned above, many types of content are eligible for registration--especially, dissertations, theses, grants-in-aid for scientific research reports, and conference papers, all of which are not easily accessible due to their limited distribution even though they are valuable academic and scholarly output.

Dissertations/Theses
Send us your electronic file if you have one. If you only have a print copy, send it to us. Since the library keeps all doctoral dissertations, we can reproduce them in an electronic format whenever we are given the author’s approval.
Grants-in-Aid for Scientific Research Reports
Send us your electronic file if you have one. If you only have a print copy, send it to us. Since the library keeps most of the grants-in-aid for scientific research reports submitted in 1988 and beyond, we can reproduce them into an electronic format whenever we are given the author’s approval.

Other types of content which we absolutely encourage you to register include bulletin papers, which contain a lot of KU’s unique research output, and peer-reviewed journal articles showing cutting-edge research findings.

Bulletin Papers
We can make bulletins issued by your faculty or department into e-journals all together from the first issue. The library will reproduce them in electronic formats and prepare a space to post them on the Web for open access so they can be handed down to future generations.
Peer-Reviewed Journal Articles
As we mentioned elsewhere, as the trend toward open access to academic output is becoming increasingly predominant, a majority of publishers now permit self-archiving of the author’s final version of articles already printed in their journals. It is an effective measure to complement the old systems of academic communication now failing to function effectively.