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Instructions for processing DMAI records within BRITE. If it is your first time accessing the application, make sure that you have been assigned the appropriate permissions. Contact Jamie Wittenberg.

Log in to the application using your CAS credentials. Each row in the List Publications page is a single item record. To see detailed information about the record, click the title.

  1. Step 1: Eligibility Check
  2. Step 2: Metadata Accuracy
    1. CrossRef
    2. Finding an ISSN and DOI
    3. Author order and metadata fixes
  3. Step 3: Check for Open Access Version
    1. PubMed Central 
    2. OA DOI
    3. DOAJ
  4. Step 4: Rights Checking
    1. Version For Deposit
    2. Embargoes
    3. Restrictions
  5. Flag Comments List

Step 1: Eligibility Check

The first step of processing BRITE records involves ensuring that they meet the scope of the IUB OA Policy: scholarly journal articles published after 2017. 

  1. Ensure that all of the following are true (it is also acceptable if the field is blank):
    1. Year = 2019
    2. Campus = Bloomington
    3. Contribution Type = Journal Article
    4. Current Status = Published OR Accepted
    5. Submitted Prior to Opt Out? = No
    6. Opt Out? = No
  2. If the item does not meet one or more of these standards, flag with the comment Not Eligible

Check out the video guide for BRITE Metadata Enhancement: Eligibility Check for a step-by-step walkthrough!

Step 2: Metadata Accuracy

The second step of processing BRITE records helps us ensure that the data we received from the DMAI annual reports is accurate and can easily be recognized by BRITE and TIND. We need to clean up the title and author information as well as find a DOI and ISSN if possible. 

    1. Copy the full text of the title and paste it into the box on the right. Hit the "CrossRef Biblio" button. If this doesn't work you can also search by author (hitting the CrossRef Author Button).
    2. Once you search by title, look through the results to find the entry that has matching metadata (i.e. the same title, authors, etc.) to the record information. You will sometimes have to scroll down and check lower results to find the correct item.
    3. Below are the results of a successful CrossRef bibliography search as an example. 

    4. If you can not find the item in the first page of the CrossRef Bibliography search, flag the item with the comment Not in CrossRef. 
  2. Occasionally, CrossRef may show results that have a variety of unclear problems or concerns, including:
    1. Identical items: CrossRef occasionally finds multiple, identical versions of the correct item.
    2. Items with completely different authors: While you will be fixing author order in the next section, sometimes CrossRef shows completely different authors than listed on the item record.
    3. No authors: No authors are listed, despite the title begin correct
    4. Articles with more than 100 authors: If CrossRef finds the articles, but authors are 100 or greater
    5. If any of these issues occur, flag the item with CrossRef Issue.
    1. You will copy the ISSN from an accurate CrossRef record. Sometimes, journals have multiple ISSNs for print and digital versions. Copy a relevant ISSN until you trigger the "ISSN/ISBN Matches SHERPA/RoMEO Data" prompt on the right side of the screen, as seen below (the left side of the screen will refresh automatically).
    2. If CrossRef does not provide an ISSN, flag the item with the comment No ISSN
  4. ADD DOI
    1. After you find the ISSN, you'll need to also locate the DOI by going back to the CrossRef title search. 
    2. Search for the title again and find the DOI (starting with 10) near the middle of the entry. Hit "copy to record"
    3. The DOI should always be in this format (starting with 10). If it is copied in as a URL or in some other format, you'll get this error message: 
    4. Clean up the DOI so that it is only a number starting with 10 
    1. Look again at the results from CrossRef. Check the following: 
      1. Title: This is the article title. If you notice a discrepancy, hit "Copy to record" from CrossRef 
      2. Journal Title: Make sure journal title is not abbreviated
        1. If it is abbreviated, go to the Sherpa Romeo pane for the full title
        2. Edit record manually and put in new title 
      3. Author Editor: This field should list all of the article's authors in the proper order. Verity with Crossref order, and don't worry about abbreviation, commas, or words in parentheses (the application will ignore these). Here is an example of an Author Editor field in correct order, according to a CrossRef entry:
    2. If these appear to be out of order or misspelled, hit "edit publication manually" at the top and correct this information within the record  
      1. You must semi-colons between author names! This tells the system that they are separate names. 
    3. By the end of this step, the item record should have an ISSN, and correct metadata for Title, Author Editor and Journal Title. DOIs are not required, but recommended. If any of these are missing, please flag accordingly and move on to the next item. 

Check out the video guide for BRITE Metadata Enhancement: Metadata Accuracy for a step-by-step walkthrough!

Step 3: Check for Open Access

Once the metadata has been properly enriched, we will make sure that the item is not already available open access elsewhere on the web. The right pane of the item record may have several options to search for open access versions once metadata has been enriched. This includes and PubMedCentral ID (PMCID), an OADOI record (a public API that records OA versions of articles–this is what Unpaywall uses!), or journal membership with the Directory of Open Access Journals (DOAJ). 


  1. Select "View" to the right of "DOI Matches PMCID Data". You should now have the option to copy the PMCID (not the PMID) to the item record, as well as a link to an open access version of the article. Select the link to make sure it resolves properly
  2. For some PMCID entries, you may be linked to an article version under an embargo. This screen will look something like this:

  3. Hit "edit record manually"--Under version for deposit, select "OA metadata". Hit "edit record manually" and paste the URL into the OA version field.

If the item is open access select "Ready for Quality Control" and move on to the next item.


If there wasn't a PMCID, select "View" Next to DOI Matches OADOI Data. There are three potential results:

Option #1: Here is an example of an exemplar OA record. Note that the "Is OA" and "Journal is OA?" fields both read "true". OADOI also provides a link to the asset under OA Location, including the version, license, and a URL. 

If you get this, it's OA! Copy either the DOI URL or the URL below (checking first that they work). Hit "edit record manually" and paste this into the OA version field. Then change version for deposit to "OA metadata" 

If the item is open access select "Ready for Quality Control" and move on to the next item.

Option #2: Item is not open access, as both "Is OA?" and "Journal is OA?" are false

This item is NOT open access. Go to Step 4: Rights Checking.

Option #3: Journal is not open access, but author has put a previous version in a repository. This is marked with a mix of "true" and "false".

If the Host Type is "repository", make sure the link works and leads to an actual asset of item. If so, using that link, hit "edit record manually" and paste this into the OA version field. Then change version for deposit to "OA metadata".


  • All items in are open access. See below for what an OA Location in might look like
  • EuropePMC: The open access and European version of PubMed. See below for what an OA location in EuropePMC might look like

If the Host Type is "publisher," you can only confirm that the article is actually open access if the "License" field below "OA Location" is filled out with a Creative Commons license. These licenses will always start with "cc-by".

  • Here is an example of a publisher with a clear CC license, which is considered open access:

In this example, you can treat this is a proper OA record.

If there is no text in the license field, or the the text is NOT a CC license, flag with Unclear OA.

  • Here are examples of publishers WITHOUT a CC license, which you would flag as Unclear OA:

If the URL does not link to the above repositories or have a clear Creative Commons license, flag the comment with Unclear OA and move on to the next item.

If the item is open access select "Ready for Quality Control" and move on to the next item.

Option #4: If an item doesn't match these three option, there is most likely an issue with the OADOI plugin and the open access status of the article.

Flag the item with the comment OADOI Issue and move on to the next item.


  1. If neither PubMed nor OADOI work, search the title of the journal and select "DOAJ Journal Search"

  2. If "License Open Access" is true, flag the item with comment DOAJ Journal - Need Article Link

If you have checked PubMed, OADOI, and DOAJ, and the item is NOT open access, go to Step 4: Rights Checking.

Step 4: Rights Checking

The fourth and final step of the metadata enrichment stage involves checking the the copyright and version sharing policies for all non-open access publications. Again if the record you're working with has an "OA metadata" version for deposit, skip this step. 

    1. If you have confirmed that there is no open access version of the item, you will need to ensure that the self-archiving policy is picked up by SHERPA/RoMEO. A panel such as the one below should show up on the right side of the screen:
    2. Remember that some journals have multiple ISSNs for print and digital editions. Try both if one does not activate the SHERPA/RoMEO panel.
    3. If you have tried all of the attached ISSNs, and SHERPA/RoMEO either does not register or reads as "unknown" (see below), flag the item with the comment No SHERPA/RoMEO Data


If there is information loading for SHERPA/ RoMEO click "view". Try to find the most permissive version we're allowed to share.

From best to worst: PDF VERSION > POSTPRINT > PREPRINT (in other words, if a journal allows us to share a postprint and preprint, we'll always want to share the postprint) 

In this example, we can share the best version we can share is the postprint.

Sometimes, SHERPA/RoMEO will pick up a restriction on the PDF for an embargo:

Always follow this restriction, and be sure to mark the correct amount of months in the Embargo (Months) field of the item record. 

Make sure to check the "condition" part of this interface to look for an embargo or restriction that was not picked up by the interface.

Sometimes this can get tricky because there will be information in "restrictions" that looks like an embargo but when you look closely, you notice that you aren't able to share that version at all. Be sure to double check the "restrictions" and "conditions" section. 

Certain restrictions may look odd, but still hold accurate information:

For example, this restriction below is covered by the IU Open Access policy. You can label this as a postprint  with a 12 month embargo:

Other restrictions will require flags, such as the example below: 

If there is a restriction besides an embargo, flag the item with the comment SHERPA/RoMEO Restriction

Check the READING THE CONDITIONS SECTION below for details on checking restrictions.


After checking which version is suitable for deposit, you will need to examine the "conditions" section of the SHERPA/RoMEO window. ONLY CHECK THE CONDITIONS SECTION OF THIS INTERFACE. These conditions are often long, but can hold information that may effect embargoes. Most of the lines you see here do not matter, but below is a guide for language to look out for.


  • Institutional repositories. IUScholarWorks is an open access, institutional repository. Look for conditions that apply to either open access repositories or institutional repositories. Examples like the screenshot below DO NOT have an embargo that applies to us, since we are not PubMed. 

  • Embargoes. An example of an embargo in the conditions that would apply to our article.

  • Publishers or editors must be contacted. If the restriction looks like the screenshot below, flag the item with SHERPA/RoMEO Restriction

If there is something in the conditions text that you don't know how to interpret, flag the item with the comment SHERPA/RoMEO Restriction

One you have finished rights checking for an item, select "Ready for Quality Control" and move on to the next item


Below is a set of canned responses to put in the "flag" field when an item has an issue. For faculty/staff reference on processing these flags, check the Processing Flagged Items in BRITE page.

Item Record Flags
Not Eligible
Not in CrossRef
Unclear OA
DOAJ Journal - Need Article Link
Older than 2015 SHERPA/RoMEO
SHERPA/RoMEO Restriction
Other (describe unique issue here)