Full-text File Disclosure FAQ
What are the merits of disclosing full-text files?
Publications registered in the T2R2 system can be found through search engines such as Google andGoogle Scholar. This provides better exposure and raises the opportunity for your work to be seen
by researchers worldwide. Disclosing full-text files increases the possibility of acquiring new readers
and thus the number of paper citations.

How do I disclose a full-text file on T2R2?
Access the T2R2 academic data registration service via the “Tokyo Tech Portal.”* Follow the procedure to register your full-text file, and select “Wish to disclose.” Please see pages 2–3 for details.
*https://portal.titech.ac.jp/portal-e.pl

Are there any criteria for disclosing a full-text file?
The copyright of an academic article is often transferred from its author to the publisher. To disclosea full-text file, the author must comply with copyright policies defined by the publisher. The librarywill act as a proxy for checking the policies and disclosing the full-text file registered on T2R2.
If you wish to disclose a full-text file of co-authored work, note that you must obtain permission
from all co-authors. Please be sure to check with all of your co-authors before selecting “Wish to disclose.”Can I disclose on T2R2 a full-text file whose copyright is transferred to thepublisher?
Even an article whose copyright is transferred to the publisher may be disclosed on T2R2 if certain
requirements are met.
Some overseas publishers, for instance, permit disclosure of the post-refereed author-final version.
Other publishers permit disclosure of the post-refereed publisher version. And yet other publishers
permit disclosure of an article after a certain period of time has passed after publication.
If you select “Wish to disclose” and the registered full-text file is not the author-final version, thelibrary may request that you provide the author-final version.
Please see page 4 for details on the difference between the author-final version and the publisherversion.
Institutional repositories like T2R2, which disseminate the results of education and research conducted at universities and research institutions, promise to play a significant role in enhancing international communication of academic information fromJapan, as cited in “Infrastructure Development for Strengthening the Capacity of International Scholarly Communication,” pub-lished by the Council for Science and Technology in July 2012. Please see the following website for details.
https://www.mext.go.jp/b_menu/shingi/gijyutu/gijyutu4/toushin/1323857.htm

1How to register a full-text file in T2R2 (1)Log-inLog in to the “Tokyo Tech Portal,”* and select “東工大リサーチリポジトリ（T2R2）” on the list to accessthe T2R2 academic data registration service. From the Tool Box on the left side, under Register > Publication click New Registration Form and open the registration screen.
*https://portal.titech.ac.jp/portal-e.pl

Upload file
(For a detailed explanation, please visit the T2R2 academic data registration service and see
Publication Registration Procedure. )<Screen after log-in >1

2

The log-in screen looks like thescreenshot to the right.

From the Tool Box on the left
side, click Register and display
the menu that looks like thescreenshot below.

3

Under Publication click New Registration Form.

4

The Register New Publication screen will open.
<Register New Publication screen >5

On the Register New Publication screen click Upload File.
* Save the full-text file in PDF
format beforehand.

2How to register a full-text file in T2R2 (2)6The Upload File screen will open.

7

Click Find and select the full-text file.
(The display will differ by browser. The
screenshot shows the display for Internet Explorer.)

8

Click Upload to upload the file and returnto the Register New Publication screen.

Complete required fields and register
9

After the PDF file is uploaded, the Register New Publication screen will display the fields“Disclose this file outside of Tokyo Tech” and “Status of copyright.” Both are required fields
and must be completed.
* If the PDF file cannot be disclosed or is pending disclosure at the time of registration, select “Do notwish to disclose.” You can change the setting to “Wish to disclose” when the file is ready for disclosure.
* To display “Status of copyright,” select a specific item under Publication Type (e.g., conference proceedings, conference proceedings (abstract), commentary, survey or technical report.

10Enter information such as title and author,
and finally click Register.
* By clicking “Extract data,” you may be able toextract the information necessary for registrationin T2R2, such as title and author, from the PDF file(depending on the specifications of the PDF file).

Note on copyright and disclosure outside of Tokyo TechA

If “Wish to disclose” is selected under “Disclose this file outside of Tokyo Tech,” T2R2 administration will later check the publisher’s or journal’s requirements for disclosure, and disclose
the file if suitable. Please complete “Status of copyright” to the best of your knowledge. If you
are not sure, select “Not sure” and T2R2 administration will check the status.

B

The copyright of an academic article is often transferred from its author to the publisher. To
disclose a full-text file, the author must comply with copyright policies defined by the publisher. T2R2 administration will act as a proxy for checking the policies and disclosing the full-text
file registered in T2R2.
If you wish to disclose a full-text file of co-authored work, be sure to obtain permission
from all of your co-authors before selecting “Wish to disclose.”3

Full-text file version for disclosure on T2R2
What is author-final version?
The author-final version corresponds to A in Figure 1, and indicates the post-refereed final
draft held by the author immediately before publication. Many academic journals published overseas allow the disclosure of author-final versions
in an institutional repository.
As of January 2013, for instance, numerous author-final versions of articles that have appearedin journals published by Elsevier, Springer andIEEE can be disclosed on T2R2 in full-text fileformat. With this in mind, if you plan to disclosea file on T2R2, we recommend that you saveyour author-final version.
On a case-by-case basis, we may ask you toprovide the author-final version.

Figure 1. Copyright status of a manuscript

The following websites offer search functions for the copyright policies of society and academic journals on registration in institutional repositories.

[Journals published in Japan] Society Copyright Policies in Japan (SCPJ) https://jpcoar.repo.nii.ac.jp/page/133[Journals published outside Japan]

SHERPA/RoMEO

https://v2.sherpa.ac.uk/romeo/* An institutional repository refers to the series of services provided by a university to its community members forthe management and dissemination of digital materials created by the university and its members. At the Tokyo
Institute of Technology, this corresponds to the Tokyo Tech Research Repository (T2R2).

What is the publisher version?
The publisher version corresponds to B in Figure 1, and indicates thepost-refereed manuscript edited by a publisher for printing in its journal. Since copyright is often transferred to the publisher, the publisher
version may be disclosed on T2R2 only with the publisher’s permission. A PDF file downloaded from the publisher’s electronic journal
corresponds to the publisher version.

(2)

(1)

Here are some ways to identify the publisher version.
If any item from (1) to (3) is present, the manuscript may be considered the publisher version.
(1) Publisher’s logo(2) Journal title(3)(3) Journal information
Others: ©, Copyright and Digital Object Identifier (DOI)

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