Skip to Main Content

Institutional Research Repository

Before Uploading

Please read the Terms of Deposit and Terms of Use carefully before uploading the items in the IRR.

You must ensure sharing of any content or metadata is in accordance with the relevant policies as follows:

Select and deposit the appropriate version of the item:

  • For publication, check the publisher's self-archiving policy through Sherpa Romeo tool or check the publisher's website directly. Choose the correct version for depositing in the IRR. We recommend depositing as soon as your manuscript is accepted to ensure the shareable version is not lost.
  • According to the SIT Research Data Management Policy, final research data from SIT projects must be deposited in the IRR, unless there are prior formal agreements with external collaborators and parties on non-disclosure or proprietary use of the data.

Please contact Library@SingaporeTech.edu.sg if you are unsure about what should/shouldn't be uploaded on the IRR.

Creating/Editing Items

Once logged in, you will see the My data page:

  • To create a new record manually, click on + Create a new item and a form will be displayed for you to upload file(s) and enter the metadata fields. At any point of time, you can save the record and come back to edit it at a later time.
  • To edit a record still in draft (e.g. draft record added from ORCID), locate the item in your My data area and click on the title to open the metadata form.
  • To go back and edit a record you have made publicly available (published record), locate the item in your My data area and click on the pencil icon to the far right. Please note, some changes may trigger a new public version.

Once you have finished making your edits, click Save changes. To make the record public, click Publish item, review the copyright status, then click Publish item again.

 

Types of Items (Records)

There are three types of items (records) which can be created in IRR:

  1. File(s) associated item: contains single or multiple files
  2. Linked file: links to an external site where the full text of the item (work) has been published online
  3. ​​​​Metadata record: contains information about the item but no files

It is possible to change the type at a later date, e.g. to add files to a Metadata record item.

 

Types of Items (Records)

File(s) associated item is item that contains one or more files:

  • Through My data where you can either drag and drop your file(s) of up to 5GB or click on browse to select your file(s).
  • If you need to upload a single file that is bigger than 5GB or work with large files or bulk upload, you can use the FTP Uploader.
  • If these options do not meet your needs, please contact Library@SingaporeTech.edu.sg.

Note: You cannot directly upload an entire folder. If you wish to preserve the folder structure, you will need to compress the folder into a zip file. Alternately, you can navigate to a folder, and select all the files which will upload them all as separate files.

If your research output (e.g. final research data) is already retained in an external repository, i.e. stored elsewhere online, you can create a Linked file item that directs users to the location. Creating this link in IRR will increase the discovery of your research output.

To create a Linked file item:

  • Create a new item record or edit a record in the My data area and select the Link to external files option at the top of the screen.
  • Enter the link address. Where possible, the link should be a persistent URL link with a DOI or another type of persistent identifier.

Here is an example of a linked file item in IRR.

You can create a Metadata record for an item that is required to be deposited in the repository but the full text cannot be uploaded. This could be where the items are:

  • non-digital and not practicable to digitise;
  • highly sensitive in nature;
  • restrictions on open access; or
  • not permitted due to legal (copyright/licence) or contractual obligations.

To create a Metadata record item:

  • Create a new item record or edit a record in the My data area and select the Set as metadata record option at the top of the screen.
  • Enter a reason. This will be displayed when the item is published. You can also include contact details, e.g. For more information, please contact [Name] [Email address].

Here is an example of a metadata record in IRR.

Note: Reasons why you will not be depositing your final research data must be recorded in the Data Management Plan for your project.

Persistent Identifiers

Persistent identifiers (PIDs) are vital for uniquely identifying digital objects. A PID ensures that the object can always be found and accessed over time, even if its location or metadata changes.

A DOI (Digital Object Identifier) is a type of PID. It is commonly used to identify research outputs such as journal articles or conference papers.

When you create and publish a new record, IRR will automatically assign a new Datacite DOI to that record. However, if you are creating a record for an item already published elsewhere (for example in a journal or conference proceedings), it is best to use the DOI provided by the publisher of that item. This is to ensure consistency in how that item is identified across platforms.

Go to Adding Publisher's DOI page for instructions on how to add a preexisting publisher's DOI to your record.