Index Academic Repository uses structured bibliographic metadata for the identification, description, discovery, citation, and interoperability of deposited materials.

Metadata form an integral part of each record and are managed separately from the document file, so that essential information about a material can remain accessible and reusable even when access to the file is restricted or subject to an embargo.

1. Purpose of Metadata

Metadata are used for:

  • clear identification of materials;
  • facilitating search and navigation within the Repository;
  • generating information required for citation;
  • distinguishing between different versions of a document;
  • establishing links to original publications;
  • associating authors with identifiers such as ORCID;
  • transmitting information to search engines and academic services;
  • facilitating data exchange between systems;
  • supporting long-term preservation and identification.

2. Metadata Provided

Depending on the type of document and the information available, a record may include:

  • title;
  • subtitle;
  • name of the author or authors;
  • ORCID;
  • institutional affiliation;
  • country or institution associated with the author;
  • abstract;
  • keywords;
  • discipline and subdiscipline;
  • document type;
  • language;
  • date or year of creation/publication;
  • date of deposit;
  • document version;
  • original publication, where applicable;
  • bibliographic citation;
  • DOI;
  • ISBN;
  • ISSN;
  • other bibliographic or persistent identifiers;
  • funding information, where relevant;
  • license;
  • copyright status;
  • deposit rights;
  • embargo period, where applicable;
  • relationships with other versions or related materials;
  • stable URL of the record.

Not all fields apply to every type of material.

3. Author Identification

Index Academic encourages the use of ORCID iD for authors and contributors.

ORCID helps distinguish between authors with similar names and enables more accurate links between individuals and their academic outputs.

Where available and provided by the author, ORCID may be included in the public metadata of the material.

4. Bibliographic and Persistent Identifiers

The Repository preserves existing identifiers for materials whenever they are available.

These may include:

  • DOI;
  • ISBN;
  • ISSN;
  • ORCID for authors;
  • other relevant identifiers.

A previously published material that already has a DOI retains its original DOI.

For certain eligible materials without a DOI, a DOI may be assigned in accordance with the Index Academic Repository DOI Policy.

5. Relationships Between Versions

Where several versions of the same work exist, the metadata should make it possible to identify the relationships between them.

These may include, for example:

  • Preprint;
  • Accepted Author Manuscript;
  • Version of Record;
  • revised version;
  • corrected version;
  • subsequent publication.

Where a deposited preprint or manuscript is later formally published, the Repository record may be updated with the citation and DOI of the final publication.

6. Metadata Exposure

Public Repository metadata are intended to be discoverable and processable by external services, within the limits of the available technical infrastructure.

They may be exposed to:

  • general search engines;
  • academic search engines;
  • indexing services;
  • metadata aggregators;
  • library catalogues;
  • bibliographic services;
  • persistent identifier infrastructures;
  • other academic and research platforms.

Index Academic aims to use metadata structures compatible with current practices for discovery and exchange of scholarly information.

7. Interoperability

Index Academic Repository aims to make its metadata usable and understandable by other academic systems.

Depending on the technical development of the platform, interoperability may include:

  • structured metadata in web pages;
  • standardized bibliographic description formats;
  • citation exports;
  • persistent identifiers;
  • links between versions and publications;
  • integration with external services;
  • protocols or interfaces for metadata harvesting.

The implementation of specific services or protocols may evolve as the Repository infrastructure is expanded.

8. Metadata Reuse

Public bibliographic metadata are intended for broad reuse for purposes such as:

  • indexing;
  • cataloguing;
  • citation;
  • research;
  • bibliometric analysis;
  • aggregation;
  • academic discovery;
  • linking between resources.

Reuse of metadata does not alter the copyright or license of the underlying document.

The license of a document and the reuse conditions applicable to its metadata are separate matters.

9. Metadata and Restricted-Access Materials

Where access to a file is restricted due to copyright, embargo, or other legal conditions, bibliographic metadata may remain public where permitted.

In this way, the existence of the material can still be identified, cited, and discovered even before full access to the document becomes available.

10. Metadata Quality

Index Academic aims to maintain metadata that are:

  • accurate;
  • complete;
  • consistent;
  • up to date;
  • verifiable;
  • compatible with the document they describe.

Repository administrators may correct obvious errors involving spelling, formatting, normalization, or structure.

For significant changes concerning authorship, title, original publication, version, or identifiers, additional information or confirmation may be requested.

11. Metadata Updates

Metadata may be updated when:

  • an error is corrected;
  • an ORCID becomes available;
  • a DOI is assigned or identified;
  • a published version becomes available;
  • an embargo period expires;
  • the destination URL changes;
  • additional bibliographic information becomes available;
  • clarification of the relationship between versions is required.

Updating metadata does not normally require creation of a new record if the academic object remains the same.

12. Metadata and Long-Term Preservation

Metadata are preserved together with the information necessary to identify the material, so that the academic record can remain understandable even after changes in the technical infrastructure.

If a page is moved or the platform is migrated, Index Academic aims to preserve persistent identifiers and update the corresponding links.

13. General Principle

Index Academic Repository regards metadata as an essential component of academic infrastructure.

Their purpose is not limited to describing documents within the website, but also to facilitate discovery, citation, interoperability, indexing, and reuse of bibliographic information across the digital academic ecosystem.