About Swinburne figshare

How to deposit

Are you a Swinburne staff researcher?

Start in Elements Claim or +Add then Deposit Librarians moderate

Login to Swinburne Elements
Claim or manually +ADD a work via the Research outputs tile
Deposit your file

(Swinburne-published works: deposit a draft version and request a DOI for typesetting - full instructions here (pdf))

Are you a Swinburne HDR student?

Start in figshare +Create new item Librarians moderate

Access Swinburne figshare
Log in with your staff ID
Use the +Create new item button.

HDRs without access to Elements can directly deposit into figshare.

Instructions are available here for how to directly deposit into figshare, to reserve a DOI and send a private/anonymous link to publishers for research data ahead of peer review.

For files larger than 2GB or multiple files, contact the repository team for assistance.

What kinds of works can be deposited?

Swinburne figshare supports a broad range of work types for Open Access deposit. For published works, we can still host versions of your manuscript even when publisher gains copyright over your work. For unpublished works (e.g. most NTROs), we can host a stable, citable version for you:

Final Accepted manuscripts = the latest version of your manuscript after responding to peer-reviewers but before the publisher’s typesetting, logos, etc was applied. This is the last version of the article, book chapter, or conference paper that you still own and it fulfills your compliance requirements for funder OA policies.

Preprints = the version prior to peer review and submission (if it’s not already hosted on an external preprint server). A preprint is valuable for getting your research out and read early, but it’s not sufficient to comply with funder OA policies.

NTROs* = Non-traditional research outputs where you own the copyright. This is a great way of getting a DOI and tracking citations and other metrics. These include:
- Commissioned research reports
- Policy submissions
- Research data
- Figures
- Software
- Unpublished conference materials and presentations
- Proceedings of Swinburne-hosted conferences and events
- Recorded audio/visual media
- Designs
- Registrations
- Workflows
Other material = any scholarly work where you own the copyright, such as educational resources or non-technical research summaries (e.g., the text of newspapers articles you’ve written or press releases).

What kinds of works can’t be deposited?

We can only host versions of works where you own the copyright, so there are a few you can’t deposit:

Published versions = journal articles, book chapters, or conference papers after the publisher’s typesetting, logos, etc are applied. If it’s a closed-access publisher, they now own the copyright and we are not allowed to host this version. If it’s an open-access publisher, there’s no need to deposit, they’ve already made it available!

Other copyrighted work = sometimes contracted research includes handing over the copyright of your outputs. Check your agreement beforehand.

What happens after contributing?

All deposited works are moderated by a Library team (contact figshare@swin.edu.au), who check to ensure that curatorial standards for discovery, preservation, copyright and funder requirements are applied.

Once approved, your work will be publicly available/Open Access via Swinburne figshare, and discoverable via web search.

FAQs

Help! Something is broken

Please report through any problems that occur during the Deposit process, or other systems issues with figshare: figshare@swin.edu.au

What is repository open access?

Every university in Australia has an institutional repository: a managed, Copyright-compliant open access (OA) collection that preserves and promotes public access to affiliated research and scholarly works.

Learn more about Open Access (OA) here.

Institutional repositories support self-archiving or Green OA. The self-archiving model allows researchers to make manuscript versions of their published works available for open access, in compliance with funder OA policies and publisher-held Copyright.

Institutional repositories are also publishing platforms for unique works not published elsewhere, preserving and hosting non-traditionally published research objects for open access, with a citable DOI and access to usage metrics.

An institutional repository is also an integrated part of internal university research management and reporting systems, and feeds data through to researcher’s public profiles.

Here at Swinburne, the institutional repository is Swinburne figshare.

I am a Swinburne HDR student, can I deposit to figshare?

Yes. Access your Swinburne figshare account, login using your SSO/staff details, and use the + Create new item button. Take care to change and select the Group appropriate to the submitted output type. This is a good option if you need to store a dataset and provide a private link and pending DOI for peer review ahead of publication.

How do I replace a file?

Contact the repository team, attaching your new file and indicating a replacement is required.

How do I edit my work?

Contact the repository team.

Can I get a DOI for my work?

Yes. All works in Swinburne figshare get a repository DOI.

To request a DOI in advance of publication, enter a comment while depositing from Elements.

Why should I license my works when I deposit to the repository?

Open usage licenses, such as Creative Commons and others, clarify how others can use, share, and build upon research, fostering greater collaboration and innovation.

When your works are preserved in an Open institutional repository, they reach a wider and much more diverse audience beyond just academic circles. A license statement encourages fair attribution while promoting the responsible dissemination of knowledge.

See more about licenses available in figshare here

I am a Swinburne researcher, why should I put my works into the institutional repository?

Researchers benefit from openly publishing/sharing their work in Swinburne figshare in multiple ways, including:

wider reach - Google scholar indexing
obtain DOIs for original works
institutional repositories meet compliance with funder OA policies
automatic integration into the university research management system
your work automatically appears on your university profile
preservation of your work for continued public access
increased impact and recognition of research
guidance on licensing and related OA issues
increased citation and attribution of non-traditional works
connecting and identifying researchers within the broader research community
transparency, thus supporting research integrity and reproducibility
supporting the responsible communication of research results
reuse by a broader diversity of researchers in other fields for different purposes

How do I access usage metrics for my works?

Usage metrics (views, downloads, and citations) are displayed in the public record for each item in Swinburne figshare, dating from when the item was deposited.

Please note: collection-wide statistics are also available going back to 2018.

How do I search and access research in Swinburne figshare?

field of research

Works are integrated with Swinburne Elements and Find an Expert, and selected types are also indexed by *search engines and other indexers.

Are there restrictions on how I can use works in the repository?

Please pay careful attention to the Licence, and/or Copyright statement, displayed for each work in Swinburne figshare.

Why can’t I upload my published PDF?

The preferred version for deposit of works already published is the manuscriptversion.

When your paper is accepted for publication, usually you (the author) sign a Copyright agreement with your publisher which assigns rights and licensing to the publisher. This means that you do not retain the right to deposit and share the published version in an Open repository, and we do not have permission from your publisher to host this version.

Also note: if the published version is already Open Access at the publisher’s website, there is no need to also deposit it for Open Access.