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About GW ScholarSpace

As the George Washington University’s institutional repository, GW ScholarSpace provides free, public access, broad visibility, and long-term preservation for the research and scholarly works created by GW’s faculty, staff and students.

What works may I contribute to GW ScholarSpace?

Work produced or sponsored by GW faculty, researchers and staff may be shared through GW ScholarSpace, as well as student works sponsored by GW faculty or programs.

What types of works are appropriate for GW ScholarSpace?

Appropriate types of work may include, but are not limited to journal pre-prints and post-prints, datasets, working papers, technical reports, conference papers, student works, annual reports, and newsletters.

What are the advantages of submitting my works to GW ScholarSpace?

● Permanent links to each of your scholarly publications ensure long-term access.
● Enhanced exposure to Google Scholar and other search engines increase your works’ visibility.

Will my works be publicly discoverable? 

Yes, GW ScholarSpace is intended for public access.  However, if your publisher requires a temporary embargo, we can facilitate that (see Embargoes).

What kinds of materials should not be submitted to GW ScholarSpace?

GW ScholarSpace is not appropriate for works that include sensitive data such as personally identifiable information (PII) or protected health information (PHI).

What file formats are accepted in GW ScholarSpace?

GW ScholarSpace welcomes works in most digital formats; however, using recommended preservation formats will facilitate long-term preservation and usability.

What do I need to do before submitting my work to GW ScholarSpace?

You must read and agree to the Terms of Use and terms of the Deposit Agreement in order to submit your works.

What is a Creative Commons license?

GW ScholarSpace allows copyright holders to apply specific creative commons licenses to their works. For more information on Creative Commons, please see the Creative Commons official website.

Using GW ScholarSpace to comply with GW's Open Access Resolution

The Open Access Resolution automatically gives GW a non-exclusive right to distribute the works, unless an opt-out waiver has been signed (see Opting Out). When signing publishing agreements for the publication of an article, the author(s) should let the publisher know that the agreement is subject to prior license agreement with The George Washington University. The Author's Addendum can be found at Open Access at GW.

As soon as an article is published, you will be able to upload a copy directly into the GW ScholarSpace repository. Currently, you may submit your work through our Deposit Form and the Library will notify you when the work has been uploaded.

Depositing your works

Where do I go to deposit my works to GW ScholarSpace?

To deposit your works, please use the GW ScholarSpace Deposit Form.

What is the maximum size of files that can be uploaded to GW ScholarSpace?

GW ScholarSpace has an upload size limit of 25 MB. If you would like to upload multiple files or a file larger than 25 MB, please send an email to scholarspace@gwu.edu.

Do I need to fill in all of the fields on the deposit form when submitting my work?

You, or a designated depositor, will need to fill in the required fields on the deposit form and accept the Deposit Agreement before being able to submit your work; however, if you can provide more information about your work in the optional fields provided, it will increase the discoverability of your work within GW ScholarSpace.

Visibility and Sharing

Works deposited to GW ScholarSpace are publicly discoverable except where embargoed.

Embargoes

Works deposited to GW ScholarSpace may be embargoed for a limited period if required by the publisher (see Open Access Resolution).

Preservation

GW ScholarSpace is committed to providing long-term access to all works submitted to GW ScholarSpace. Adhering to best practices, GW ScholarSpace and GW Libraries staff use digital preservation strategies that adapt to the changing technological environment.

All work submitted to GW ScholarSpace will be preserved at a basic bit-level. The characteristics of a work (such as format, mime type, date created) will be captured and stored as metadata during the deposit process to mitigate potential format obsolescence. All works deposited will receive a SHA-1 (Secure Hash Algorithm) checksum, which is used to document file integrity over time. Regular file integrity checks will be performed to check for changes (such as file corruption), and can even be scheduled on-demand.

Certain file formats (such as openly-documented, non-proprietary, lossless) are more easily preserved than others. To better assist contributors, please refer to the table below which details recommended preservation file formats.

What are recommended preservation formats?

Recommended preservation formats have been accepted by information technology, archival, and records management professional communities due to multiple factors such as: format longevity, acceptance and use in professional communities, long term accessibility of most viewing software, and incorporated metadata. For more information about digital preservation best practices and standards, please see the Library of Congress Recommended Formats Statement.

Type Recommended Preservation Format File Extension
Text PDF/A .pdf
Text Plain Text .txt
Text XML .xml
Text CSV .csv
Image JPEG .jpg
Image TIFF .tif
Audio Wave .wav

Withdrawal

Works submitted to GW ScholarSpace are permanent. Under certain circumstances a work in GW ScholarSpace may be removed from view (e.g. due to a violation of the GW ScholarSpace Deposit Agreement). To avoid loss of the historical record, all such instances will be documented via a statement attached to the record in PDF. The content of the document should be: “This work has been withdrawn from GW ScholarSpace. If you have questions, please contact __________.”

Related University Policies

GW Faculty Open Access Resolution
GW Copyright Policy
GW Public Access NIH Publications Policy
GW Records Management Policy
GW Office of Technology Transfer Policies
GW Information Security Policy