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What is the NOAA Institutional Repository?

NOAA's Institutional Repository (IR) is a digital space curated by the NOAA Libraries to collect and disseminate materials published by NOAA authors. It was created in response to the White House Office of Science and Technology Policy Memorandum Increasing Access to the Results of Federally Funded Scientific Research and the subsequent NOAA-authored plan to increase access to scholarly research carried out with NOAA funding entitled NOAA Plan for Increasing Public Access to Research Results (PARR Plan). The NOAA Institutional Repository ensures that NOAA published research is preserved and made available for all present and future researchers, and allows for better assessment of the current and future impact of NOAA research.

Who should submit their publication to the repository?

All NOAA authors and grantees are required to submit their publications no later than one year after publication to the IR according to the NOAA Public Access Policy for Scholarly Publications (Public Access Policy). Grantees include those who receive funding via NOAA Cooperative Institutes or Science Centers or those who have received direct funding (grant or contract) from any NOAA Office.
As some NOAA offices are submitting on behalf of authors, please check with your program manager or supervisor to see if this situation applies to you. However, it is the responsibility of the author to ensure their publication is submitted to the NOAA IR.

What publications are required to be submitted into the repository?

NOAA authored publications with one or more NOAA authors (federal, contractor or cooperative) or NOAA funded publications. The following types of NOAA research publications are required to be submitted to the IR:
NOAA Series Publications:

  • NOAA publications include:
    • NOAA Technical Memorandum
    • NOAA Technical Reports
    • NOAA Atlases
    • NOAA Professional Papers
    • Other NOAA non-series publications. For more information on accepted types of non-series NOAA publications please see the Central Library's NOAA IR Document Policy.
  • Documents must be in their final form. Draft publications will not be accepted. All publications should be submitted in PDF format.
  • All NOAA Publications must be Section 508 Compliant (please see section about 508 Compliance) upon submission to the NOAA IR.

NOAA authored/funded journal articles:

  • Any peer-reviewed journal article with one or more authors employed by or who have received funding from NOAA must be submitted to the NOAA IR. All submissions should be published AFTER October 1, 2015.
  • Journal articles that are submitted must be manuscripts with the final edits, but before the publishers’ formatting (e.g., pagination, logos, etc.) has been added. These files will be made available 12 months after their publication date. Open Access articles will be accepted in their final published form and made available immediately.
  • Journal article manuscripts should be Section 508 Compliant (please see section about 508 Compliance). To request manuscript remediation please submit your journal article manuscript in PDF format to our Remediation Request Form.

Please note: NOAA authors or NOAA-funded authors whose manuscripts are deposited into the National Library of Medicine’s PubMed Central (PMC) do NOT need to submit the author manuscript separately to the NOAA Institutional Repository to be compliant with the NOAA Publications Policy. The NOAA IR will harvest all NOAA authored or funded materials from PMC annually.

Must submitted documents be Section 508 Compliant?

Section 508 requirements vary depending on the type of document you are trying to submit.

  • All NOAA publications must be Section 508 Compliant upon submission to the NOAA IR. Non-compliant documents will not be accepted (see What publications are required to be submitted into the repository? for the definition of a NOAA publication)
  • Open Access journal articles will be accepted in their final published form.
  • Articles from journals that allow archiving of the publisher’s version will be accepted in their final form.
  • Journal articles not meeting the previous criteria should be submitted as Section 508 compliant manuscripts (meaning they are the final version with edits, but before the publishers’ formatting (e.g., pagination, logos, etc.) has been added). However, the NOAA Central Library does offer Section 508 remediation services for manuscripts. To request these services please fill out our Manuscript Remediation Form. Submitting your document for remediation services will also fulfil your requirement to submit the publication to the NOAA IR.

Section 508 of the U.S. Workforce Rehabilitation Act of 1973 mandates that all electronic and information technology developed, procured, maintained, or used by the federal government be accessible to people with disabilities, including employees and members of the public.
NOTE: If a document in the NOAA IR is not accessible please contact us and we will provide an accessible version.

What is a post-refereed, pre-publication manuscript?

Sometimes referred to as a post-print or post-refereed, it is a draft of a manuscript after it has been peer reviewed but does not have publisher added content like pagination and logos. This is the version of the manuscript that we are looking for. Please see the following IR entries for some examples:
https://repository.library.noaa.gov/view/noaa/20748
https://repository.library.noaa.gov/view/noaa/20381

How do I submit my material?

There are 2 submission methods:

  • Submission Form: The submission form is available to anyone with a noaa.gov email address. Submitters will enter some required metadata (title, authors, DOIs for the publication and dataset where applicable) and upload a Section 508 Compliant PDF of the document. The form also supports batch submissions. In order to submit this way, submitters should compile the PDFs in a Google Doc folder, along with a completed batch submission spreadsheet documenting each file included (make a copy of it to your account and then edit that version). On the form, you will need to indicate if your files are open access and input the URL of the Google Drive folder with your spreadsheet and PDFs.
  • Email: You are also able to submit to the repository by emailing noaa.repository@noaa.gov. Single item submissions should include an attached Section 508 compliant PDF or a link to the item in Google Drive, a citation of the document, and any additional supporting materials. For submissions with multiple entries , include the batch submission template. Use the spreadsheet to provide document links to either an outside web source or to a Google Drive file/folder. For both single and batch submissions include information on the primary point of contact (if it is different from the submitter). See more information below, What if I have a lot of files that I want to submit?
What if I have a lot of files that I want to submit?

Please send batch submission to the NOAA IR email (noaa.repository@noaa.gov).

  • We ask that batches of documents be submitted using our submission template. To use this, just go to "File -> Make a Copy" and add it to your own drive folder. (It may be blocked if you have a pop-up blocker on your browser!) Don't forget to attach your files .
  • To Attach your files you have two options :
    • Google Drive Folder: add all documents to a Google Drive folder. Make sure that the folder is accessible/shared with the noaa.repository@noaa.govaccount. Include the link to the drive folder in the Excel template under the Website heading.
    • Link from public website: Copy the link and place it in the Excel template under the Website heading.
  • If you have a large number of journal articles that you would like to submit to the NOAA IR, you can compile a list of these articles(Excel file with title, publisher, date, author, and DOI information preferred) and email this to noaa.repository@noaa.gov. The NOAA IR team will review the list and notify the submitter if any manuscripts are required; any OA articles or those that we are allowed to harvest the publisher’s version will be processed without further action from the submitter.
How do I include supporting materials or datasets with my publication?

When submitting a single file via the form, there is a field to provide the URL/DOI of a data set. For supplementary files that support the main document, you can either upload them in the form (up to 4 supplementary files plus the main document) or email them to noaa.repository@noaa.govwith a citation of the main document. For batch submissions, add the link in the column labeled "Supporting Documents URLs or Filenames (if applicable)".
If you have additional supporting materials for publications (i.e., appendices, slides, etc.) or if you would like to report funding information such as a grant number, we ask that you use the email method for submitting to the IR and include all materials as attachments. If your publication is already held in the NOAA IR, but you would like to add a supporting file, please include the file in an email to the noaa.repository@noaa.govaccount and include the main document’s URL in the repository for the corresponding document.

How do I submit my Biological Opinion?

The National Marine Fisheries Science Centers (NMFS), Office of Protected Resources Division (PRD) for the Endangered Species Act (ESA) Section 7 Biological Opinions post 2018 are to be submitted through the Environmental Consultation Organizer (ECO) system. ECO is authenticated by your Common Access Card (CAC) Card. Biological Opinion submissions require a DOI Request within ECO from the Review tab under Send DOI Task. Once your Consultation is completed the 508 Compliant PDF version of your document titled by the Consultation number is to be uploaded to the ESA Documents for NOAA Repository Google Drive. Metadata within ECO will be exported from the Summary tab under Export DOI Metadata. After inputting your metadata it is to be downloaded from the Download Metadata button in ECO. Upon completion your metadata will be available in an Excel file and you will copy and paste the row of metadata into the ECO Metadata sheet. Please note *do not make any changes to your metadata once it is inserted into the Google sheet*. From here the NOAA IR Team will process your submission.

How do I get a DOI for my publication?

The NOAA Central Library will automatically assign a DOI to all NOAA series publications issued after January 1, 2015. For more information about DOIs please contact the IR's service account noaa.repository@noaa.gov.
If you wish to embed a DOI into your final version of your document prior to submission to the IR, you can request a DOI using the DOI Request Form.
If you are submitting a document using NMFS' Environmental Consultation Organizer (ECO), you must also request a DOI through ECO and not through the DOI Request form, the exception being pre-2018 Biological Opinions noting ‘pre-2018 Biological Opinion’ in the series name and number field of the form. Journal article DOIs are assigned by the publisher not by the library. If an article has a DOI, it will be included in the record for that article in the IR.

How long before my submission is available in the repository?

Submissions will usually be available in the repository within 2 weeks of receipt. Journal articles under embargo will be available 6-12 months after publication. If you submit a list of publications for the IR staff to review, this can take anywhere between 1-4 weeks. Processing of OA articles can take up to 6 months, but will be counted towards PARR compliance for the Fiscal Year they were submitted in.

I would like to request a report of what my office has submitted to the IR. How do I do that?

To receive an IR Stakeholder Report, please submit a request via the IR Report Request Form. Reports are generated by combining the NOAA IR’s API data (available via JSON) with pre-existing CDC usage report data. Data is applied to return specific items from the NOAA IR. These data include: title, series statement (if applicable), publication date, DOI (if applicable), and the NOAA IR link. In addition to combining these data, the following information is included about each item: 1) how long an item has been archived in the IR (based on the date added); 2) the average number of downloads per month; and 3) the average number of page views per month.

Have more questions?

Contact the NOAA IR Team via noaa.repository@noaa.gov with any other questions or concerns.