Guidelines for HeRA – Helsebiblioteket’s Research Archive

1. Background

HeRA is the freely accessible Norwegian Electronic Health Library’s (Helsebiblioteket) open research archive for hospitals and other health institutions in Norway.

HeRA’s main objective is to make participating institutions’ research publications freely and easily accessible to the public worldwide through open access on the Internet. In addition, an important aspect of HeRA is to provide safe long-term archiving of publications.

2. Authors

Accepted for archiving in HeRA is research publications produced by authors associated with one or more of the participating institutions. An author’s institution in HeRA is where the author has his or hers main employment and/or affiliation relevant to the specific publication.

3. Publications

HeRA mainly archives and makes available publications already published (post print archiving).  The publication types are added «Peer reviewed» if that is the case.

4. Open access availability

HeRA is freely accessible on the Internet and supports the international standard Open Archives Initiative – Protocol for Metadata Harvesting (OAI-PMH). In accordance to this, search services may access metadata on HeRA’s electronic documents using a standardised method. All material stored in HeRA can be accessed through search engines such as NORA (Norwegian Open Research Archives) and OAIster. All material may be accessed through general search engines such as Google and Yahoo! as well.

5. Author’s rights

The originator or author of a work retains legal ownership of his or her material in HeRA. This includes the right to publish or archive the material in whatever form he or she wishes. The institution’s library can assist on issues regarding legal rights.

Archiving and publishing in HeRA requires a valid contract with the institution in which the author grants his or hers institution a non-exclusive right to make the material available on the Internet through HeRA. The material in HeRA may be copied and passed on to others for non-commercial purposes, but only if the name of the author(s) is clearly included. Commercial use of the material may be permitted if the author(s) grants the use through a written agreement. Commercial use is defined as a situation in which a third party wants to make commercial use of the material. The work must not be altered in any way.

6. Publication types

The following kinds of material may be published in HeRA:

  • Book
  • Book chapter
  • Conference paper
  • Guideline
  • Journal article
  • Newspaper article
  • Other
  • Other conference document (poster, presentation)
  • Report
  • Review
  • Working paper

Peer reviewed will be added to relevant document types when that's the case.

HeRA does not store material which exclusively contains bibliographic information or abstracts.

7. Registration and archiving

The institutions that archive material in HeRA must be registered with 1–2 superusers approved by a HeRA administrator. Superusers are usually the participating institutions’ librarians. They are responsible for the registration and storage of materials, including controlling the technical standards and publication quality of the materials made available through HeRA.

Materials created by an author previously employed at one of the participating institutions may be stored in HeRA if he or she was employed at the time of the original publication. Materials created in cooperation with author(s) at institutions not included in HeRA may be stored in HeRA if the other parties agree.

8. Long-term storage

Permanent storage is one of the archive’s basic functions. Once materials have been stored in HeRA, they will not be removed.

All materials stored in HeRA receive a permanent URL-address.

Even after an employee is no longer employed at a HeRA participating institution, his or her material will remain in HeRA. Earlier versions of a work may not be removed or replaced with later versions in HeRA. Any new versions must be registered in HeRA in addition to the earlier version(s).

If an item in HeRA contains serious shortcomings or is plagiarised, the file will be marked as invalid with an explanation why. The material itself will remain in HeRA and will be available on Internet. If materials in HeRA are in conflict with Norwegian law, only the bibliographic information will be visible with an explanation why the material is no longer available.

9. File formats

The official Norwegian Government’s policy states that only the open document formats HTML, PDF or ODF is to be used. This is also the case in HeRA. In accordance to this PDF 1.4 and later or PDF/A ISO 19005-1 should primarily be used.

10. Responsibility

The Norwegian Electronic Health Library (Helsebiblioteket) is responsible for the operation of HeRA. The author(s) of the material is responsible for the content of the published material.

HeRA’s superusers (participating institutions’ librarians) will ensure that the material in HeRA does not contravene Norwegian law. This in no way limits the responsibility of the author of the work for the content of the published material.

The Norwegian Electronic Health Library’s (Helsebiblioteket) administrator may delegate responsibility for the operation of the archive.