Document upload: workflow and conditions

It is possible to enter already existing DOIs?

Yes. When importing or manually depositing publications in SONAR, it is possible to include existing identifiers (DOI, PMID, etc.). The attribution of DOI/ARK by SONAR is mainly meant for resources without other persistent identifiers.

Which access options are possible to choose: open, embargoed, others?

Open and embargoed publications are available in the Shared repository. Closed access is also possible in Dedicated repositories. More details on the IR hosting page.

Which licencing models are admitted for deposited publications?

These are the currently available options, but this list can be extended according to client’s needs:

What about author’s copyrights? Are they transferred to SONAR?

No. Currently, SONAR is a deposit facility; it retains no rights, apart from the (non-exclusive) right to store and index the contents and make them available online. Rights of use are determined by the depositing institution (see previous questions).

Which document types are accepted? Are datasets accepted?

Yes, datasets are accepted in two ways.

The exhaustive list of document types is available in the SONAR documentation.

Must a record entry contain a file or is it possible to only upload metadata?

It depends. In the Shared repository, only records containing an OA file are accepted. But in the Dedicated repositories, metadata-only records are admitted. It is up to the owning institution to define its deposit policies. More details about the conditions on the IR hosting page.

Which file formats are accepted?

All formats are accepted. Each institution defines its own acceptance policies.

What is the maximum file size accepted?

The limit for each file is currently set at 500 MB. Technically, we can set a higher limit, but we care about users who might find themselves downloading very large files without noticing it, for instance using a mobile terminal on a limited data plan, or in roaming.

Is the author charged a fee for publishing in SONAR?

No, not the authors directly. Institutions pay an annual fee for using the hosting service, which allows their authors to deposit. SONAR is not a publishing platform (maybe in the future!) but a deposit platform for publications.

Is the author able to deposit publications exclusively in his/her institution’s repository or also into the global SONAR portal?

Both. The global SONAR portal is an aggregator - it gathers publications deposited in the IRs that it hosts (Shared repository or Dedicated repositories) as well as in other existing Swiss IRs (external to SONAR). Hence, in the end publications are made visible in the global SONAR portal.

Is SONAR responsible for data quality checking?

No. The data quality is always the responsibility of the depositing institution, be it the Shared repository or in the Dedicated repositories. The web-based submission form already ensures a basic level of quality. A validation workflow can be used by the institution in order to handle data quality and licencing aspects.

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Are the full-text contents indexed, or only metadata?

Both. SONAR indexes all the full-text contents. By default, the search interface only provides results based on metadata search, for reasons of relevance. But a button easily allows the user to extend the search to the full-text contents.

Which sorting options are available?

For now, SONAR does not have sorting options, but it is on the roadmap: we intend to integrate a basic sort by date (ascending, descending) and title. Other are not excluded if there is a need.

In a Dedicated repository, are the search results coming from the global SONAR or only from that specific repo?

A Dedicated repository is self-contained and has a specific independent search interface. Its content might also be displayed in the SONAR global interface.

The Shared repository is searchable via the SONAR global interface and includes a landing page for each institution, with its logo and description.

What information is shown for each document, each search result?

The displayed information can be seen on sonar.ch. The following fields, among others, are displayed in the detailed view of a document (others can be added according to client’s needs):

Data export and harvesting

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Are the contents of SONAR searchable by search engines like Google Scholar?

Yes. The records are harvested by Google Scholar.

Is the OAI-PMH protocol available for 3rd party harvesting?

Yes. The OAI-PMH interface is available at https://sonar.ch/oai2d.

In the Shared repository, an OAI-PMH set exists for each institution.

In Dedicated repositories, custom OAI-PMH sets can be defined in order to allow selective harvesting of parts of the institution’s documents (e.g. per document type, per custom collection).

Which metadata export formats are available?

Metadata export is possible in Dublin Core via OAI-PMH. Other export formats (RIS, BibTeX, MARC21/XML) can be added later according to client’s needs.

User roles and permissions

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What types of user groups and permissions exist in SONAR?

There are four different roles – basic user, submitter, moderator, admin – with increasing permissions. More details in the SONAR documentation.

What are the policies concerning deleting documents?

Only persons with an “admin” role are allowed to delete documents. More details in the SONAR documentation.

Transition from RERO DOC

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How long does RERO DOC remain in service?

RERO DOC remains online until December 2021.

Will RERO DOC publications be automatically transferred to SONAR?

No. As the price model changes, institutions must adhere to the new service. They have been contacted by RERO+.

When can institutions migrate from RERO DOC to SONAR?

The migration process is taking place since January 2021.

Yes, in principle. This is under analysis, as some publications won’t be in SONAR, and some will be in RERO ILS.

General questions

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What is the price of the Institutional Repository as a Service?

It is determined on the basis of two criteria: an annual fee per document and an annual participation fee. The amount depends on the type of service (shared or dedicated). A fixed price for migration and set up must be included in the calculations. For pricing details, please contact us at info.sonar@rero.ch.

Is documentation available?

Yes. SONAR provides help pages. They currently exist only in English, but translations are being prepared.

Does SONAR provide a long-term archiving solution?

Not yet. Currently, SONAR includes basic archiving features, which means: backup and restore of metadata and files as well as version tracking. But that does not reach the high standard of formal long-term archiving (with preservation plans and metadata, recovery plans, auditing, etc.). We are considering outsourcing an OAIS-compliant archiving service and provide it as an option for interested clients.

Will SONAR move to the upcoming InvenioRDM platform?

Maybe in the future. The good thing is that InvenioRDM is based on Invenio 3, as is the case of SONAR, which means that common developments are possible. A complete move to InvenioRDM in the longer term is not to be excluded.