Virginia Tech Digital Library and Archives

Guidelines for Editors of Electronic Journals

from the Digital Library and Archives (DLA)


General Information

DLA has been publishing electronic journals since 1996. As of January 2007 we publish 16 current titles and an archive 17 discontinued titles. We provide access to journals in three ways:

  1. html
  2. pdf
  3. mirror

DLA strives to make each journal available within one week of receipt if there are no unusual circumstances. Things that may slow down publication include reformatting tables, cleaning up images, or processing multimedia data. The first issue of a new title may take longer.

Information for editors submitting journals for electronic publication

  • DLA prefers files in pdf, MS word, or html formats.
  • A journal divided into individual articles allows readers easier access and improved download time.
  • When submitting files include the name of the journal and issue number and/or date
  • DLA provides several methods to submit journals:
    1. Email
    2. US mail or inter-campus mail (using diskettes, CDs, or zip disks)
    3. HTTP (we provide access to a password protected webpage that allows file uploads)

    Advantages of using DLA services include:

    1. Access through the world wide web 24 hours a day
    2. Allows access to current research and ideas
    3. Statistical information about internet access to your journal
    4. Archive of current and back issues reliable due to regular backups and careful security measures.
    5. Editors, authors, and outside resources have appropriate access.
    6. Scanning services for issues not previously available electronically
    7. DLA staff will add html tags including links to footnotes, endnotes, and references
    8. Provide online search capabilities
    9. Register journal with emerging directories of electronic journals (Ex. InterNIC Directory and ARL's Directory of Electronic Journals, Newsletters, and Academic Discussion Lists)
    10. Catalog new titles for the international bibliographic database, OCLC's WorldCat and Virginia Tech's local online catalog, Addison.

    New e-Journals

    DLA is always seeking new titles for online publication. If interested please email Gail McMillan at gailmac@vt.edu.

    Consider the following:

    1. Publish individual articles or a compilation of articles?
    2. When will the first article/issue be available?
    3. Publication schedule/frequency
    4. Typical size of an issue
    5. ISSN - International Standard Serial Number (assigned by the Library of Congress)
    6. What formats will the files contain?
      Ex. text, tables, images or graphics?
    7. URL for the sponsoring organization(s) or agency
    8. Editor(s) name and current email address(es)
    9. Information concerning the editorial board, how to submit an article, and guidelines for authors
    10. Notify indexing and abstracting services that a new journal is available for them to review. When possible send a sample issue.

    Existing e-Journals

    Please contact DLA if any of the following change:

    1. Change of editor's and/or new email address
    2. Title of journal
    3. Frequency of publication
    4. Change in ISSN number
    5. Change in sponsoring organization(s) or web site(s)

    Copyright

    DLA strongly urges editors to include a copyright statement. This may be a warning about possible infringements, a statement about who owns the copyright, or an invitation to readers to reproduce the issue under certain conditions.

    Copyright resides with the author, unless s/he assigns it to someone else. Since 1989 it has not been necessary to include a visible statement of copyright ownership. However, DLA recommends that editors include a statement like the following.

    Copyright 1996 JTE

    or

    © 1996 Gail McMillan

    Examples of e-journal copyright statements include:

    • Copyright Journal of Technology Education ISSN 1045-1064. Permission is given to copy any article or graphic provided credit is given and the copies are not intended for sale.

    • This journal [JIAHR] is registered with the Copyright Clearance Center, Inc., 27 Congress Street, Salem, MA 01970, USA. Duplication is permitted for academic or research purposes but not for commercial purposes. Libraries are permitted to distribute the journal electronically to institutional faculty, students and employees via local area networks or institutional mainframe computers.

    Samples of copyright statements from other Internet resources

    • Copyright © [year] by [name] All rights reserved. This work may be copied in its entirety, without modification and with this statement attached. Redistribution in part or with modifications is not permitted without advance agreement from the copyright holder. [from Bill Drew (drewwe@snymorva.cs.snymor.edu) 7/2/94]

    • Copyright [name] [year] Permission is hereby granted for the redistribution of this material over electronic networks so long as this item is redistributed in full and with appropriate credit given to the author. All other rights reserved. [Dan Robinson dan@info.hwwilson.com from Bill Drew 7/20/94]]

    • Copying of this document, without alternation of the text, is permitted for noncommercial use by computer bulletin board/conference systems, individual scholars, and libraries. Any reproduction -- whether partial or complete--must include an appropriate citation. [ICPSR Bulletin, vol. 14, no. 1, Sept. 1993]

    • This article is Copyright © by Dana Rooks. All rights Reserved.
      The Public-Access Computer Systems Review is Copyright © 1993 by the University Libraries, University of Houston. All Rights Reserved.
      Copying is permitted for noncommercial use by academic computer centers, computer conferences, individual scholars, and libraries. Libraries are authorized to add the journal to their collection, in electronic or printed form, at no charge. This message must appear on all copied material. All commercial use requires permission. [from PACS-R 4, no. 5, (1993): 22-29]

    • Copyright © 1993 by Lynda Hart, all rights reserved. This text may be used and shared in accordance with the fair-use provisions of U.S. copyright law, and it may be archived and redistributed in electronic form, provided that the editors are notified and no fee is charged for access. Archiving, redistribution, or republication of this text on other terms, in any medium, requires the consent of the author and the notification of the publisher, Oxford University Press. [from "That was Then: This is Now: Ex-Changing…Post modern Culture, vol. 4, no. 2, Sept 1993]

Send questions or comments to:
DLA, University Libraries
Virginia Tech, P.O. Box 90001,
Blacksburg, VA 24062-9001


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Last modified on: 02/27/07 13:50:02 by ck