Guidelines

General information

As a signatory to the 2003 "Berlin Declaration" and the more specific "Berlin 3 Open Access" Recommendation of 2005 that followed, the BAW aims to make publications and all complementary documents available via open access. The BAW is a staunch supporter of the open access movement in line with its mission to collect, evaluate and share experiences and findings. More details are available from the BAW's Open Access Guideline (German only).

The specialist repository HENRY gives all BAW and WSV employees, employees of scientific partner organisations and authors from other hydraulic engineering institutions the opportunity to publish and store their academic publications over the long term while providing proof of their involvement. HENRY allows authors to make their publications available worldwide for the long term without any financial, technical or legal barriers in line with the open access principle. The citability of publications is guaranteed by a persistent identifier (handle). HENRY allows the BAW to support free access to academic information as defined in its Open Access Guideline (German only).

General terms and conditions

Members of a scientific institution (university or non-university, national or international) with a university degree are entitled to publish in HENRY. Student assignments and extended essays as well as Bachelor's and Master's theses and other similar dissertations shall not be accepted. If you want to register for a personal user account, please enter the email address assigned to your institution.

Text documents shall be submitted in platform-independent formats such as PDF (preferably PDF/A), otherwise they will only be accessible to a limited audience. The documents must not contain any security settings and must only use embedded fonts.

Entering publications in HENRY

Publications by the BAW itself or by BAW employees in external media (if the required rights of use have been granted) will be migrated to HENRY automatically via the release workflow. There is therefore no need for BAW employees to submit their publications to HENRY separately.

Scientific partner organisations collaborating with the BAW can have their journal series, periodicals and other publications entered into HENRY. This service includes preparing the metadata and uploading the publications (PDF documents). A dedicated collection will be assigned to each institution within the "Community and Collections" structure. A licence agreement is to be concluded with the publishing body. The text of the license agreement (HENRY Deposit Licence) can be found here.

Authors can upload their individual publications to HENRY if the metadata are included. The publications will be made available following a formal check by the BAW. Submitting a publication requires a licence agreement to be concluded under which the authors grant the BAW non-exclusive rights of use. Please read the HENRY guidelines before submitting a publication.

The following types of documents can be published in HENRY:

In the case of, for instance, articles from journals, conference volumes and books/collections which cannot be made available in their original versions due to licence restrictions stipulated in the publication agreement and which are being published for the first time, it may be possible to publish the author's postprint in HENRY. Please refer to the respective publication agreement for details on the terms and conditions governing your publication. The Sherpa/Romeo list will give you some basic and non-binding information on whether or not a publishing house allows articles to be published in parallel and for free in a repository such as Henry, in which form (publisher's edition, author's postscript or manuscript) this can be done and at what point in time it is allowed.

Student assignments and extended essays as well as Bachelor's and Master's theses, other similar dissertations, presentation slides and abstracts shall not be accepted.

Legal framework

As the operator of the platform, the BAW needs to be granted non-exclusive rights of use in order to publish documents in HENRY. Publication must not violate any third-party rights, with the author being responsible for checking and identifying any legal obstacles.

The author will hold exploitation rights initially as a basic principle. In the case of secondary publications, however, a clause governing the author's exploitation rights will already have been included in a publication agreement. Publishing houses can allow the secondary publication of documents that they have published under different terms and conditions. There will sometimes be an embargo period for secondary publications or it may only be possible to publish the author's postprint.

Please refer to your publication agreement or to the The Sherpa/Romeo list to find out about any terms and conditions governing secondary publication. BAW employees will find more information on publication agreements under the "Publish" menu item on the IZW portal, in the "Rights and usage concept" document and on the BAW's intranet.

The non-exclusive right of use shall be granted to the BAW as part of the licence agreement. You will be asked for your consent to the licence agreement when you submit your publication, although this does not restrict your exploitation rights. You will remain free to make your publication available to the public via other repositories.

The licence agreement authorises the BAW on a permanent basis to:

• make electronic copies of the digital publication available to the public and carry out technical modifications to them if necessary in order to make them compatible with future computer systems
• communicate and supply the digital publications to third parties, in particular for the purpose of long-term archiving
• transfer the regulations stipulated in the licence agreement to another repository, in particular to a successor version of HENRY.

The authors bear sole responsibility for the content of their publications.

Long-term storage and archiving and securing online availability

The Hydraulic Engineering Repository HENRY is maintained and continuously developed by the BAW. HENRY is available to the public as an online service at all times except for potential interruptions due to maintenance or technical issues.

The BAW guarantees the free availability of and permanent stable links to the publications in HENRY for a minimum of 10 years. The publications are assigned citable persistent identifiers in the form of HDL identifiers from Handle.Net Registry to ensure reliable access at all times.

Visibility and impact of publications

Links with other specialist and general search engines make it easier to find publications on hydraulic engineering anywhere in the world and increase the visibility of both authors and institutions within the academic community. Statistics on download figures of the publications are indicated on the respective metadata pages.

Nationally and internationally defined standards and interfaces such as those laid down in the Dublin Core Metadata Initiative or the Open Archives Initiative (OAI) guidelines are used to index publications in terms of form and content. Using the global standardised metadata format Dublin Core allows a publication to be included in international reference systems and specialist search engines. The availability of publications in HENRY is covered by Creative Commons licence CC BY 4.0 as a basic principle. Metadata contained in HENRY are covered by Creative Commons licence CC0.

DSpace 6 is the most frequently used repository software worldwide. It allows data and information to be made available in a high structural quality for use on a wide range of other platforms.

The publications are also referenced in whole or in part by the following search engines, specialist portals and databases:

• Google – general online search engine: all publications
• Google Scholar – general literature research for academic documents: all publications
• BASE – Bielefeld Academic Search Engine: all publications
• DNB – German National Library: BAW publications
• CORE – collection of scientific documents: all publications
• Unpaywall – collection of scientific documents: all publications
• OpenAIRE – collection of scientific documents: all publications

Indexing and archiving

Publications are to be submitted including metadata, with authors also able to include abstracts. All submissions undergo a publication process in HENRY during which the BAW checks the formal aspects of the metadata, corrects or supplements them if necessary and assigns the publications to the main DDC (Dewey Decimal Classification) classes. Use of the global standardised metadata format Dublin Core allows publications to be included in international reference systems and specialist search engines. The publications are assigned a persistent identifier (handle) enabling them to be cited.

A publication made available via the repository is not subject to any access restrictions (open access) as a basic principle and remains in the repository for the long term (at least for 10 years). It will neither be deleted from the server nor modified after publication in HENRY. Should any amendments be necessary for legal reasons, the publication shall be uploaded as a new version (updatedVersion) and assigned a separate persistent identifier (handle). Online access to the previous version may be restricted as part of this process, in which case the publication will no longer be accessible to the public but will remain in the repository carrying its persistent identifier (handle).