Table of Contents
- Using DigitalHub
- Uploading Files to DigitalHub
- Creating Collections (Sets or Groups of Files) in DigitalHub
- Copyright and Embargo periods
- Creative Commons Licensing
- Proxy Access to a Record or a Collection
- Related URLs
- Resource Types
If you need to report a problem with or share feedback about the DigitalHub, or would like to request assistance or consultation, please use the following contact option:
Service Hours: Monday - Friday 8:00 a.m. - 5:00 p.m. CST
System Maintenance Hours: To keep systems running at peak performance and to ensure the best possible service, routine testing and maintenance are performed during the daily maintenance window from 7:00 a.m. to 8:00 a.m. CST. During this time, systems and services may be affected.
Who can use DigitalHub?
Anyone can search DigitalHub. In order to deposit files into DigitalHub, you must be a Northwestern Medicine faculty, student, or staff, with a current Northwestern University network account (NetID) and password. Northwestern Medicine emeriti faculty may also use DigitalHub.
Does it cost anything to upload to DigitalHub?
No, the University provides this service at no cost to current Northwestern Medicine faculty, students, and staff and to emeriti faculty.
I'm interested in uploading my articles to DigitalHub to make it open access. How do I know what I can upload?
Typically, scholarly publishers allow researchers to upload the version of the article before it was published, i.e., the pre-print article, or the version of it after it was submitted and peer-reviewed, i.e., the post-print.
The best resource to consult on this is SHERPA/RoMEO, where you can look up the journal in which the article appeared, or the publisher of the journal, and see what they allow for deposits into institutional repositories. You can also reach out to Galter Library for assistance via our Contact Form.
I want to share my collection and grant access permission to another user, but that user’s name does not appear in my search. What can I do?
For a user’s name to appear in the drop-down menu, that person must have a profile in DigitalHub. When the user logs in to DigitalHub for the first time, a profile is automatically created, and his or her name will then appear in the drop-down menu when you search for that person. You can also email a list of users (names and Northwestern e-mail addresses) to DigitalHub@northwestern.edu and we will create the profiles.
What happens to my files in DigitalHub after I leave Northwestern University?
The files remain in DigitalHub and continue to be discoverable, accessible, and citable, since DigitalHub is a preservation as well as access service. If you have any questions or concerns about your files after you have left Northwestern University, you may submit them via our Contact Form.
How large can a file be to be uploaded to DigitalHub?
2 GB. This is not uncommon for web-based uploads. The larger the file, the more likely a timeout will occur. We recommend that any CSV or TSV files to be compressed before uploading.
Are there limits to how much I can deposit into DigitalHub?
At present, no. You may deposit as many files as you need to.
How can I get larger files into DigitalHub?
Submit your request through our Contact Form, and a service team member will get back to you.
Can I create a record for my article/project/resource without uploading an actual file?
No, you must upload a file in order to create a record in DigitalHub. If you do not have the rights to deposit the work, you may mark it "Private"; however, that will make even the record of the work invisible to users of DigitalHub. Another alternative would be to create a document containing only the abstract of the work, choose "Abstract" in the "Resource Type" metadata field, and link to the full publication in the "Related URL" field. That way, subscribers will be able to view the work, and non-subscribers may have the option of purchasing it. Please contact us if these options are not satisfactory; we may be able to come up with other ideas that will meet your needs.
How do I share an article that I’ve uploaded to DigitalHub with colleagues?
If you have chosen to make your article Open Access, you can simply send the URL that displays when you open your article's record in DigitalHub. If your article is marked "Private" (or restricted to Northwestern University users, and you wish to share it with someone outside the university), you can use the e-mail icon in the "Actions" section of the article's record. This will create a single-use link you can send to your friends.
If a document is made private in DigitalHub, who will still be able to see it?
The depositor and the administrators.
Who is responsible for entering metadata?
It is the responsibility of the depositor to enter metadata. We can provide support for entering metadata and uploading the articles. Please contact us.
I’ve uploaded my documents in other platforms. Does DigitalHub sync with other platforms so that I don’t have to duplicate my efforts?
Currently Digital Hub does not sync information from proprietary platforms.
How do I acknowledge people who helped in writing or preparing my scholarly work?
You can enter those names into the "Acknowledgements" metadata field.
Can I upload material from when I was working for another institution?
Yes, if you have the permission.
I tried to delete something that I accidentally uploaded to DigitalHub, but I can’t delete it. How do I go about removing it from the repository?
Please contact us at: DigitalHub@northwestern.edu and we will do that for you.
How do I create collections, or group my files, in DigitalHub?
Please see this user guide (PDF) on creating collections.
I have only private files in my collection, but I notice that my collection is public. Can people see the files in it?
If the files you have in your collection are private, then no one but you can see those files. (If you share those files with another Northwestern University user, then he/she will be able to see them.)
Is it possible to share collections, the way we can share files in DigitalHub, so that more than one person can administer or manage the collection?
Yes, you can share a collection with other users by giving them permission to either View/Download or Edit. You can also give permission to a whole group of users like for example your own department.
Can I delete a collection I've created?
No, at this time depositors will not be able to delete collections. If you have any further questions about this policy, please inquire through our Contact Form.
Once an item is in a collection, can you remove it from the collection?
Yes, you can remove an item from a collection. Navigate to “Edit Collection.” Once you select the file you wish to remove from the collection the “Remove from Collection” button will appear. Remember to save the changes.
How do I find out if there is an embargo period on my document from the publisher?
An embargo is a period of time that is set by a publisher before content becomes open access. During the embargo period the content is restricted to subscribers of the journal.
Many publishers have different embargo periods for different titles, so be sure to check the embargo period for each article you wish to deposit. You may deposit an embargoed item in DigitalHub, but you must mark it as "Private" until the embargo period ends.
We are working on a future enhancement to allow "Private" articles to be changed to "Open Access" automatically on a future date specified by the depositor, but that feature is not yet available in DigitalHub.
I checked my copyright policy information on SherpaRomeo site. Is there anything more I need to do?
While SherpaRomeo is a great resource, it may not completely cover the intricacies of all publishers' copyright policies. You can use SherpaRomeo as a starting point, but take the extra step of finding and reading the copyright policies on your publisher's website or by contacting them directly.
Is there guidance or best practice on permissions for photos uploaded to DigitalHub?
We encourage you to get written permission from everyone in the photo. Once uploaded, you should indicate that permission was granted, by providing text in the Description field, such as: “posted with permission”. You should also keep the written permission.
I have an article in a journal that does not allow me to upload any version of the article to an institutional repository. Should I write the publisher to ask if it can be allowed after the fact? What is the exact process for this?
If you have given the publisher exclusive rights to all versions of the article, they may indeed prohibit your posting it elsewhere. However, publishers do sometimes change their policies due to public demand, so it may be worthwhile to contact them and make a case for open access. We may be able to help you find the right people to contact about this issue.
How do you know if a conference allows a poster or paper to be uploaded to DigitalHub? What if the proceedings are published elsewhere? Can we assume the poster’s copyright is retained by the author? What about if the abstract is published in a journal?
The poster’s copyright is retained by the author but you can contact the conference organizers to find out if you have the permission to post your poster or paper in an institutional repository.
What is a Creative Commons license and how do I choose the right one?
A creative commons license is a public copyright license that enables the free distribution of an otherwise copyrighted work, used when authors want to give people the right to share, use, and build upon works that they have created. CC Australia has developed a very useful flowchart to help people decide which Creative Commons license (if any) is appropriate for what they want to do.
When choosing a Creative Commons license, you should ask yourself two questions:
- Do I want to allow commercial use of my work?
- Do I want to allow my work to be used in the creation of a derivative work?
For more information see: Creative Commons Licenses.
How do I get proxy access from a faculty member to edit or add metadata to their records, or upload more documents with their permission?
The faculty member needs to assign you as their proxy in order to upload material on his/her behalf.
How do I acknowledge the funding for my project/research/publication?
You can add the grant number to the "Grants and Funding" metadata field in DigitalHub.
My article is available in PubMed Central (PMC) or on a publisher's website. How do I provide a link to those websites from the article's DigitalHub record?
In order to provide a link to PMC or the publisher’s website (or other location), copy the link into the "Related URL" metadata field. This field is available when you are uploading or editing a record. Keep in mind that access to the article at the publisher's website may be restricted to subscribers or subscribing libraries.
Can I add my thesis or dissertation to the repository?
Theses and dissertations are welcome in DigitalHub, but you must first determine whether you hold the rights to deposit such documents, just as you must with any other publication you plan to deposit. Contact your Graduate School office to find out what your rights are as an author of a thesis or dissertation.
For step-by-step instructions on how to upload a file to DigitalHub: Getting Started
For step-by-step instructions on how to create a collection in DigitalHub: Collections