Rationale for Deposit Immediately Upon Acceptance

[Stevan Harnad]

There are multiple reasons for depositing the AAM (Author Accepted Manuscript) immediately upon acceptance:

1. The date of acceptance is known. The date of publication is not. It is often long after acceptance, and often does not even correspond to the calendar date of the journal.

2. It is when research is refereed and accepted that it should be accessible to all potential users. 

3. The delay between the date of acceptance and the date of publication can be anywhere from six months to a year or more.

3. Publishers are already trying to embargo OA for a year from date of publication. The gratuitous delay from acceptance could double that.

4. The date of acceptance is the natural date-stamp for deposit and the natural point in the author’s work-flow for deposit.

5. The AAV at date of acceptance is the version with the least publisher restrictions on it: Many publishers endorse making the AAM OA immediately, but not the PV (Publisher’s Version).

6. Having deposited the AAM, the author can update it if and when they wish, to incorporate any copy-editing and corrections (including the PV).

7. If the author elects to embargo the deposit, the copy-request button is available to authorize the immediate automatic sending of individual copies on request. Authors can make the deposit OA when they choose. (They can also decline to send the AAM till the copy-edited version has been deposited — but most authors will not want to delay compliance with copy requests: refereed AAMs that have not yet been copy-edited can be clearly marked as such.)

8. The acceptance letter provides the means of verifying timely compliance with the deposit mandate. It is the key to making the immediate-deposit policy timely, verifiable and effective. And it is the simplest and most natural way to integrate deposit into the author’s year-long workflow.

9. The above timing and compliance considerations apply to all refereed research, including research published in Gold OA journals.

10. Of the 853 OA policies registered in ROARMAP 96 of the 515 OA policies that require (rather than just request or recommend) deposit have adopted the immediate-deposit upon acceptance requirement. 

Below are references to some articles that have spelled out the rationale and advantages of the immediate-deposit requirement.

Stevan Vincent-Lamarre, Philippe, Boivin, Jade, Gargouri, Yassine, Larivière, Vincent and Harnad, Stevan (2016) Estimating Open Access Mandate Effectiveness: The MELIBEA Score. Journal of the Association for Information Science and Technology (JASIST) 67(11) 2815-2828 

Swan, Alma; Gargouri, Yassine; Hunt, Megan; & Harnad, Stevan (2015) Open Access Policy: Numbers, Analysis, Effectiveness. Pasteur4OA Workpackage 3 Report.

Harnad, Stevan (2015) Open Access: What, Where, When, How and Why. In: Ethics, Science, Technology, and Engineering: An International Resourceeds. J. Britt Holbrook & Carl Mitcham, (2nd edition of Encyclopedia of Science, Technology, and Ethics, Farmington Hills MI: MacMillan Reference)  

Harnad, Stevan (2015) Optimizing Open Access Policy. The Serials Librarian, 69(2), 133-141  

Sale, A., Couture, M., Rodrigues, E., Carr, L. and Harnad, S. (2014) Open Access Mandates and the "Fair Dealing" Button. In: Dynamic Fair Dealing: Creating Canadian Culture Online (Rosemary J. Coombe & Darren Wershler, Eds.) http://eprints.ecs.soton.ac.uk/18511/

Postings about the immediate-deposit requirement in Open Access Archivangelism