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Trace User Support

Frequently Asked Questions

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I. General

a. What is Trace?

b. How can I search for content?

c. I would like to search by specified fields (ex. Journal Title). Is it possible?

d. Can I create an alert for a special collection?

e. What is SelectedWorks?

f. How do groups, departments, centers, divisions, or programs affiliated with the University of Tennesse, Knoxville start a collection in Trace?

II. Contributing to Trace

a. Who can submit materials to Trace?

b. Why should I contribute my work?

c. What materials can be submitted?

d. Where can I submit my work?

e. If I want to submit a manuscript/article, do I have to create an account?

f. How do I create an account?

g. I don’t have electronic versions of old working papers that I’d like to include in the repository. Is it okay to scan the printed page to a PDF file?

h. How do I include accents and special characters in the abstracts and titles?

i. How do I revise a submission?

j. How can I submit a multi-part file, such as multiple chapters for a book?

k. Can I post related files (sound clips, data sets, etc.) alongside the published article?

l. A working paper in our repository site has been published in a slightly revised form in a journal. What should I do?

III. Copyright

a. If materials are freely available, does this mean content can be redistributed or re-used without permission?

b. Do submitters retain copyright to materials for works posted in Trace?

c. Does posting a published paper compromise the copyright?

d. Can I post a reprint from a journal?

 

Glossary

Short list of commonly used terms in defining areas and actions executed in Trace.

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General

What is Trace?

Trace is a digital repository that acquires, organizes, preserves, and provides access to the intellectual capital that makes Tennessee a leader in research and learning. Trace brings together in one place work produced by the UT community to make the content easily accessible.

How can I search for content?

There are many ways in which to find content within Trace. By browsing you can search by Collection, Discipline, or Author. Also, the option to browse dissertations and theses, as well as the SelectedWorks gallery are available. To search across collections, you can use the search function on Trace’s main page, and choose to search either ‘in this repository’ or ‘across all repositories’. Additionally, you may search within a particular collection or discipline by simply going to the desired collection and using the search box, then selecting in this collection from the drop-down menu. For more information, visit the How to Search page of this wiki.

I would like to search by specified fields (ex. Journal Title). Is this possible?

Trace currently supports an “all fields” search, so if the items you are looking for have been identified by a journal title, these will be returned when the journal title is searched within Trace.

Can I create an alert for a specific collection?

Trace allows users to subscribe to a collection and provides automated RSS feeds and automatic email notification to subscribers when new content is published.

What is SelectedWorks?

SelectedWorks allows you to create a personal web site, where you can include your picture, CV, papers deposited in Trace, links to or copies of papers not included in Trace, or other information about your research. It is easy to build the site, no technical skills are required, and your papers will reach a wider audience.

How do groups, departments, centers, divisions, or programs affiliated with the University of Tennessee, Knoxville start a collection in Trace?

Interested parties should contact the Trace Administrator.

Contributing to Trace

Who can submit materials to Trace?

Individuals affiliated with any University of Tennessee college, department, lab, center, institute or other campus unit can contribute content.

Why should I contribute my work?

Trace makes scholarship available in one central place online, enabling greater access to colleagues, students and new audiences. Because every item is assigned a unique, persistent URL, users can cite works freely without the worry or inconvenience of broken links. Studies have shown that articles are cited earlier and more often if they are made available in an open-access repository like Trace.

What materials can be submitted?

The work should be scholarly in nature. Because deposits are intended to be permanent contributions to the repository, works that are in progress or ephemeral in nature are not recommended for contribution. Some examples of eligible materials include: journal articles and essays, manuscripts, monographs, book chapters, conference proceedings and abstracts, newsletters, datasets, sound files, working (white) papers, videos, photographs, technical reports, and more.

Where can I submit my work?

On the left-hand menu, under the Contributors heading, select the Submit items to Trace. From this page, select the collection in which you would like your work to appear. This will open a form you will fill out and use to upload your work.

If I want to submit a manuscript/article, do I have to create an account?

Yes. To submit anything to Trace, you must create an account. Otherwise, you would not be able to access the status of your submission, or to make revisions to your submissions.

How do I create an account?

Although you can access and explore Trace without logging in, an account will allow you to sign up for personalized notifications and other email announcements, as well as to submit materials to the site. To create an account, select My Account from the left navigation column and then select the New User option. After you provide your name, email address, and initial password (and, optionally, an institutional affiliation), the system will confirm registration via email.

I don’t have electronic versions of old working papers that I’d like to include in the repository. Is it okay to scan the printed page to a PDF file?

Yes–scanning printed pages is a great way to create PDF files for inclusion in the repository. There are two ways to scan a page: using OCR (Optical Character Recognition) or scanning the page as an image. Making OCR scans requires careful proofreading and loses the original formatting of the documents. Image scans cannot be searched. The best solution takes advantage of both of these methods. Many software applications allow for the OCR capture of image scans. When documents are scanned this way, users see the image scan but search the full-text of the document. This is the preferred method for scanning documents for the repository.

How do I include accents and special characters in the abstracts and titles?

The repository software supports the ISO 8859-1 character set (this includes the numbers 0-9, upper- and lower-case letters A-Z, and standard English punctuation). Although you may take advantage of the complete character set, we recommend you consider not using special characters as these may inhibit user searches, both on the web and on the site.

How do I revise a submission?

To revise a submission:

1. From the My Account page click Submission Management.
2. In the list of pending submissions, click the title of the article you want to change. (If you are revising a published submission, click on the Published Submissions link in the top left and select the title of the article from the resulting list.)
3. Click Revise Submission from the list in the top left.
4. Enter your changes in the Revise Submission form, and click Submit at the bottom of the page to submit your changes. (You only need to modify the portion of the form that corresponds to the changes you wish to make.)
5. If you are revising a pending submission, you may continue with the publication steps if appropriate. If you are revising a publised submission, be sure to click the option to Update the site to incorporate your changes to the web pages.

How can I submit a multi-part file, such as multiple chapters for a book?

Combine all the sections together as one Microsoft Word file or PDF file and submit that.
To make one PDF file from multiple files, open the first PDF file, then choose Document>Insert Pages from Acrobat’s menus to insert the second file (indicate it should go after the last page of the first file), and repeat for all documents. The result will be one compound PDF file which may then be submitted.
If you feel that the one large PDF file might be too large for some people to download, we suggest that you submit the consolidated file as the full text of the article, and then upload the separate chapters or sections of the document as Associated Files. These files will appear on the web page alongside the complete document. For more information about uploading associated files, see below.

Can I post related files (sound clips, data sets, etc.) alongside the published article?

Yes. The bepress system refers to these supplementary items as Associated Files. You will be prompted to submit Associated Files when you upload your submissions. The name of the files you upload will appear on the web site along with your short description of it. Viewers must have the necessary software to open your files; that is not provided by the bepress system.

Please be sure that there are no permissions issues related to use of the associated material. Sometimes, especially with images, you must write a letter seeking permission to use the material before it can be posted.

Also note that where possible, items such as images, charts and tables that are referenced in the document (or otherwise an integral part of the document) should be included directly in the article itself and not posted just as associated files.

A working paper in our repository site has been published in a slightly revised form in a journal. What should I do?

Many journals do not have any restrictions on working papers that preceded an article, especially if substantial revisions were made. The faculty member should check his/her author agreement with the journal to confirm that there is no problem with leaving the working paper on the site. The repository would constitute noncommercial use.
It is a good idea to include the citation to the published article on the cover page for the repository working paper. To add the citation:

1. From your My Account page, click Submission Management.
2. Choose the option at the top of the screen to view the Posted Submissions.
3. Locate the paper in the list at the bottom of the screen, and click the title.
4. Click Revise Submission, scroll to the bottom of the revision form to the Comments section, and enter your comment there. Click the button at the bottom of the page to submit the revision.
5. Click the Update link to update the article so that the new comment is visible to readers.
6. If you need to remove the full text from the site, click the Remove Submission link in the sidebar, and click the confirmation button to remove the submission and notify the author.

Copyright

If materials are freely available, does this mean content can be redistributed or re-used without permission?

No. All materials in Trace are fully protected under copyright. Access to the material in Trace is free but the use of the material is still subject to the terms as noted in the copyright publication agreement form or license agreement signed between the author and the publisher.

Do submitters need to retain copyright to materials for works posted in Trace?

Yes, some published materials may require contributors to retain the right from the copyright holder to submit a work in an institutional repository. Most journal publishers allow authors the right to submit the peer-reviewed version of a manuscript to an institutional repository such as Trace. Contributors should review the copyright agreement form of the license agreement as signed for a published work to determine the copyright status.

Does posting a published paper compromise the copyright?

No. But no paper should be submitted without the permission of the copyright holder (usually the publisher). Many publishers have given “blanket” permission for self-archiving at one’s home institution’s repository. To find a publisher’s posted permission policy, visit SHERPA/RoMEO. If the journal is not included in the listings, please refer to the journal’s website for their copyright policy.

Can I post a reprint from a journal?

It depends on what the journal allows, which is usually specified in their agreement with the author. If it would not violate copyright to post the reprint on your repository site, you are welcome to do so. Permissions for many publishers can be found at SHERPA/RoMEO.

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Contacts

Trace – trace@nullutk.edu

Trace Administrator – Seth Jordan, sjordan@nullutk.edu

Associate Dean for Scholarly Communication & Research Services – Holly Mercer, hollymercer@nullutk.edu

For further information on a particular topic, you may contact the appropriate librarian liaison from the following page: Subject Liaison Librarian
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