How to deposit the materials into DiRROS?

Data about the materials can be imported from COBISS (abbreviation for Co-operative Online Bibliographic System & Services) or entered manually.

 

When can the materials from COBISS be entered into DiRROS?

The materials must first be entered in COBISS before they can be imported into DiRROS.

 

How do we import material from COBISS into DiRROS?

We import material in the repository's administration section by selecting the option ''Import material''/''Uvoz gradiv'' from the menu on the left, then selecting SRU/SRW (or Batch import) and entering the COBISS ID (or multiple COBISS IDs) in the window that opens. When the search egine finds the material, cofirm the entry with the ''Import'' command.

 

What do we do after importing material into DiRROS?

After importing material into the repository, the bibliographic data from COBISS must be supplemented in accordance with the purpose of archiving and the requirements of the financier, namely:

 1. In the ''Basic''/''Osnovno'' tab above:

-from the ''Organization'' drop-down list, select the institution for which you are entering the material;

-if you are entering an article, select the correct publication category from the ''Publication status''/''Statu publikacije'' drop-down list, select the appropriate version from the ''Publication version''/''Verzija publikacije'' drop-down list, and if the article is peer-reviewed, check the box next to ''Peer-reviewed''/''Je recenzirano'' and enter any information about the availability of the material (Type of embargo and Embargo until);

-under ''Material confirmed''/''Gradivo potrjeno'', check the box if you want users to see the material in the public section of the repository.

2. In the ''Additional''/''Dodatno'' tab above:

- fill in the information under ''Copyright'' and the information under ''Licenses'' in accordance with the information on the material;

-if you are paying for open publication, also fill in the information under ''Type of publication cost''/''Vrsta stroška objave'' and ''Total publication costs''/''Skupaj stroški objave''.

3. In the ''Projects''/''Projekti'' tab above:

-select the ''Add project''/''Dodaj projekt'' option and select the funder from the drop-down list, then find and select the appropriate project from the project code list of the selected funder (enter the project number in the box, confirm, and the remaining information will be transferred automatically). If you cannot find the appropriate funder in the funder code list, select the option ''Other - Other funder or multiple funders'' and then enter all the information manually. If you are entering material from multiple projects, select the ''Add project''/''Dodaj projekt'' option again and repeat the steps until you have entered the information fol all projects.

4.  In the ''Files''/''Datoteke'' tab above:

-you can add various types of files (articles, book chapters, research data, video recordings of reports, etc.) or links to the material;

-select the option ''Add file''/''Dodaj datoteko'', then ''Upload new file''/''Naloži novo datoteko'', select it and confirm to save;

-it is important to select the correct option under ''Purpose''/''Namen''

• when saving a TEXT file in a format that will be accessible to the public (usually an archival PDF), select ''Presentation file''/''Predstavitvena datoteka'';

 

• if you are entering material that has a URL link to the publication filled in COBISS record 856u, the link is automatically transferred to the ''Files''/''Datoteke'' tab when importing the material, therefore, as a rule, we only need to check whether the appropriate purpose ''Original URL''/''Izvorni URL'' is displayed (if there was no URL data in field 856 in the COBISS record, we select the ''Add URL''/''Dodaj URL'' option, and then select ''Original URL''/''Izvorni URL'' from the drop-down list under ''Purpose''/''Namen''), because the link leads to the original publication on the publisher's website (e.g., if the publisher's policy does not allow us to store an archived PDF document, at least users who have subscribed access to this publisher's content can access the full text);

 

• in COBISS the material may have more than 856 links, so after importing it into DiRROS, we remove those taht do not provide access to the full text.

 

Finally, we complete the record of the material in COBISS

In DiRROS, in the ''Basic''/''Osnovno'' tab at the top, we copy the link to the location of the material in DiRROS and paste it into the 856u field of the material record in COBISS (transferring data from DiRROS back to COBISS is not yet possible, so we manually transfer links to material in DiRROS to the appropriate COBISS-ID record. Once ''two-way'' data exchange is established, this will no longer be necessary).

 

Why is it necessary to store PDF files of publications/materials in DiRROS?

From the perspective of permanent storage and the general purpose of the repository, it is mandatory to add the relevant files of publications/materials to the records in DiRROS. Otherwise, it is merely a matter of citing metadata of publications/materials to which end users do not have permanent, reliable access via the repository.

The storage obligation is also imposed by the Regulation on the Implementation of Scientific Research Work in Accordance with the Principles of Open science. In accordance with the Regulation, scientific research performers must ensure open access to digital versions of scientific publications and other research results within the framework of research co-financed by public funds in the amount of at least 50%. Article 3 of the Regulation stipulates that open access shall be implemented in such a way that the machine-readable digital form of the published version of the scientific publication (VoR) or peer-reviewed manuscript (AAM) accepted for publication, is stored in a trusted repository for scientific publications, and immediate open access to the scientific publication stored in the repository is enabled.

 

Do we store authors' statements authorizing the storage of their works in DiRROS in the "Statements" tab of the administration interface?

In the mentioned tab, we store statements and authorizations from authors authorizing the storage of their works in DiRROS. Storing authors' statements and confirmations for entry into DiRROS is optional, and the decision is left to the organizations. The statements are primarily intended to assist those entering data into the repository and serve as proof that the author agrees with the entry into the repository. If an organization decides that statements are not necessary, they do not need to be stored in DiRROS.

 

We have noticed that there is a "Copyright" field in the DiRROS administration interface. Is it necessary to fill in this field? 

In the "Copyright" field, enter the copyright holder - copy the statement from the publication itself (example: © 2025 The Authors, © 2025 Authors, etc.). By including this statement, the end user is informed about who is the copyright holder of the stored work.