General Information



MADOC as a Publishing Platform


Using Publications


Depositing on MADOC


Dissertations and MADOC



MADOC as a University Bibliography







What is MADOC?

MADOC is short for MANNHEIM ELECTRONIC DOCUMENT SERVER. All members of the University of Mannheim can deposit their research output in the MADOC research repository. This way, they provide open online access to their research output while ensuring its storage and preservation. Publishing documents on MADOC is free of charge. You can use MADOC as a platform for first or second publications (e.g. of doctoral dissertations) or to store and preserve research output, which has already been published elsewhere, indefinitely. In addition, MADOC serves as the university bibliography providing an extensive overview of the research output of the members of the University of Mannheim.




Who is in charge?

The department for acquisition and cataloging of the Mannheim University Library is in charge of MADOC. For support regarding technical or organizational matters please contact:

Marion Schimpf (MADOC University Research Repository) Phone: 0621/181-3011
Bernhard Scheuermann (Dissertations) Phone: 0621/181-2936
Email: madoc@bib.uni-mannheim.de



Who can publish on MADOC?

As a rule, all members of the University of Mannheim can deposit research output on MADOC. You may also have someone with a university user ID, such as for example an assistant, upload data for you. First and foremost, the researchers of the University of Mannheim are invited to deposit their research output on MADOC. MADOC does not only serve as a platform for first publications. If the author owns the rights, he or she may use MADOC as a platform for second publications.

Doctoral students at the University of Mannheim can publish their doctoral dissertation on MADOC and thus meet the requirement of publishing their work. Doctoral students are obliged to publish their dissertation in order to successfully complete their doctoral degree. If you would like to publish your doctoral dissertation on MADOC, please fill in the form Submission of Electronic Doctoral Dissertationsn and hand it in at your dean's office prior to depositing your dissertation on MADOC. For more information on doctoral dissertations and MADOC please follow this link.

Under certain conditions, students of the University of Mannheim can publish their final thesis on MADOC. For further information please follow this link.




Can I export search results?

You can easily export all search results you have gathered via the search options Search and Browse. In order to export the data you need, select an export format from the drop-down menu near the top of the page and then click on "Export". All relevant metadata (author, title, year of publication) are included. A variety of formats for different bibliography managers such as Reference Manager (suitable for Refworks), BibTeX, EndNote and text formats such as ASCII Citation are available for exporting search results. At first, the search results are displayed in the format you selected in the browser. Save them by choosing "File" and then "Save as" on the web browser's menu bar. If you have selected the format ASCII Citation, you can save your data to any word processing system (e.g. Microsoft Word) by using copy and paste.
RefWorks users:
For exporting data to the bibliography manager RefWorks we recommend using either "BibTex" or "Reference Manager". For processing your data in RefWorks, please select the following import settings: When using the format "BibTex", please use the import filter/data source BibTex and the database Bibdesk (BibTex format). When using the format "Reference Manager", please use the import filter/data source RIS format and the database Reference Manager.




For how long are the publications accessible online?

Particularly for reasons of citability, there is no access limit to the research output published on MADOC for the time being. It is our aim to ensure accessibility for as long as possible. Therefore, MADOC is working together with the German National Library and the NESTOR - Kompetenznetzwerk Langzeitarchivierung.

As a rule, it is not possible to delete first publications from MADOC. A doctoral dissertation which was published on MADOC as part of a doctoral process cannot be deleted.



MADOC as a Publishing Platform


Using Publications

How can I access publications?

Documents deposited on MADOC are available as PDF files. In order to open and read the files you need a PDF reader. We recommend using Adobe Reader.




Can I print publications?

You can print documents deposited on MADOC using a PDF reader. We recommend using Adobe Reader.




Is there any risk of copyright violation?

You can download, copy and save publications deposited on MADOC to a local computer. However, it is not possible to make any changes to the documents deposited on MADOC. Thus, the authenticity of the original saved on the server of the university library is guaranteed.

As a rule, MADOC allows copying or printing the files available, as any limits would impede MADOC's usability and cause problems in long-term preservation. This is a common practice in academic publishing. Thus, the risk of unlawful use of the publications is not higher than with electronic publications of publishing houses.




Can I cite publications deposited on MADOC?

Regarding citability there is no difference between publications deposited on MADOC or print publications. Unlike other types of online publications, publications deposited on MADOC are permanently accessible and citable as each document receives a URN (Uniform Resource Name) generated as a Persistent Identifier (PI) which is registered with the German National Library. A Persistent Identifier is used to uniquely identify a digital object regardless of its location. The identifier remains fixed over long periods of time and therefore ensures access to the resource even though data management systems might change.

Nowadays, citing electronic resources has become common practice and therefore is considered in citation guides for academic publications. The following guidelines serve as a good example. In case you have any questions regarding current citation guidelines, please check with your school as well.




In which databases, search engines and catalogs will the publications deposited on MADOC be listed?

You can research publications deposited on MADOC via the online catalog Primo of the Mannheim University Library and further German library catalogs (e.g. Karlsruhe Virtual Catalog,Catalog of the German National Library) as well as via common search engines, especially via Google and Google Scholar

In addition they can be researched via



Depositing on MADOC


What kind of publications can be deposited on MADOC?

As a rule, all kinds of research relevant for the University of Mannheim can be deposited on MADOC. First and foremost, this includes research papers, doctoral dissertations, journal articles, reviews, etc.

Documents which simply relate to everyday matters such as course catalogs or minutes as well as term papers or coursework of students are not to be deposited on MADOC.

Under certain conditions students can publish their final thesis on MADOC (see Can students publish their final thesis on MADOC?).




Can students publish their final thesis on MADOC?

Students can apply for the publication of their thesis if they have a recommendation of their main supervisor. Please use the Application to publish a final thesis. Please submit the signed form to the department for acquisition and cataloging of the Mannheim University Library, Schneckenhof West, 68131 Mannheim. Afterwards, you can deposit your final thesis on MADOC.




Why should I publish research via MADOC that has already been published in a journal or a book?

Since the fall semester 2011, MADOC is the university bibliography documenting all research done by the researchers of the University of Mannheim. It is the university bibliography's goal to provide an extensive overview of the research output at the University of Mannheim and thereby increase the visibility of the research carried out at the university. For this reason, all members of the university are asked to deposit the bibliographic metadata of their publications on MADOC and they are strongly encouraged to deposit an electronic version of their works on MADOC as well. Moreover, the documents deposited on MADOC serve as a basis for the university's research report.

By depositing your research on MADOC you are maximizing your work's impact by reaching a large audience. Documents and bibliographic metadata deposited on MADOC can be found by search engines, databases and library catalogs. Moreover, your documents are assigned a Uniform Resource Name (URN) ensuring their lasting citability.




Can I deposit research output on MADOC which has already been published elsewhere?

As a rule, second publication matters are laid down in the author's agreement. If you are still negotiating the agreement, we recommend you to grant your publisher only the non-exclusive exploitation rights to your work.

One year after the publication of a journal article, the publisher may only keep the non-exclusive rights to the article if there was no agreement in the first place or no provisions on online publication. This means, the author can publish his/her work elsewhere, for example on MADOC (cf. Section 1 Act Copyright and Related Rights UrhG).

If you granted your publisher the exclusive rights to your work, you may still be able to publish it on MADOC after a certain period of time. The SHERPA/RoMEO list is available via the website of the German Initiative for Network Information (DINI) and provides you with information on what individual publishers allow regarding the deposition of your work in research repositories. However, the information is not legally binding. In case of doubt, the author's agreement prevails. Unfortunately, the website offers only a few information on German publishers, thus if in doubt, it is always best to contact your publisher directly.

Some publishers allow their authors to deposit their work in an institutional research repository for self-archiving purposes under certain circumstances. If there is any such clause in your author's agreement, please mention it when depositing a document on MADOC. Often, those are special annotations added to the document upon publication.

Under certain license agreements the university library may deposit articles by university members published in licensed journals on MADOC shortly after their publication. The articles are only published upon request by the author. For further information please contact the department for acquisition and cataloging of the Mannheim University Library by phone or via e-mail.




Do I have to prepare the documents before depositing them?

Only PDF files can be deposited on MADOC. Please convert your document to a PDF file (Portable Document Format) before depositing it.

In order to ensure that users can view and print your document in the format of your choice, please make sure to embed your fonts in the PDF file before uploading it.

When depositing a document, we recommend uploading only one PDF file. If possible, please use a short file name consisting only of the letters A to Z without accents, numbers or underscores. For example: "Yourlastname.pdf". If tables and graphics form part of your research output, you can upload several files with respective file names.

Please note that in case of dissertations, the printed version does not only have to be identical in terms of content, but also in regards to pagination. In order to ensure this, please convert your dissertation to a PDF file before printing it.

If you need assistance converting your file to a PDF or have any other questions regarding the preparation or depositing process, please contact us by phone or via e-mail.




Which PDF security options can I use?

Please do not use any PDF security options requiring a password. This is necessary to ensure long-term preservation as your file might have to be converted to a different file format at some point in the future.




How can I deposit my research?

In order to deposit research output on MADOC you need a user ID provided by the University Computing Center and a computer with Internet access. After logging in you will be taken to the "Manage deposits" page of the user area where you can add new items, import items or edit items you have not yet deposited. To add a new item click on "New Item". You will be guided through the whole process of creating a new item including all necessary information step by step.

If you want to deposit a file in the repository, the respective PDF file needs to be accessible during the process. In case there are any questions regarding copyright, please contact us beforehand by phone or via e-mail.

Items deposited in the repository need to be described with regard to content and format of the publication. Some of the information is optional, whereas all information you would find in a bibliography such as the author or publisher, title, place of publication, year of publication, number of pages etc. is considered mandatory information. When you deposit your item, it will be placed in the review area.

Your item will be reviewed by an administrator before being moved to the live repository. The review process might take a few days before the item is being moved to the live repository where it is accessible worldwide.




Can I make changes to items or delete items that I have deposited on MADOC?

In principle, all items deposited on MADOC are to be preserved in their original form. Only in exceptional cases, items can be edited or deleted. Items can be deleted by staff members of the university library upon request of the author if, for example, problems arise with a commercial publisher due to parallel publications. It is not possible to have a dissertation deleted which was published on MADOC in the course of a doctoral process as doctoral candidates are obliged to publish their dissertation in order to complete their degree successfully.
If authors would like to edit an item deposited on MADOC, they can newly deposit a revised copy on MADOC. This process is identical to publishing a new edition of a printed publication.




Can I deposit items which are about to be published?

Forthcoming publications can be added to MADOC. However, they are not moved to the University Bibliography, prior to their publication.

As soon as the item is published, you should add details if necessary and deposit your item in order to have it moved to the University Bibliography. This process needs to be initiated by the person who added the item. For this purpose, the title has to be researched (e.g. via the search option Search). On the bottom of the page displaying the item intended for publication on MADOC, there is the link "Now published". By clicking on this link a corresponding e-mail will be sent to the MADOC editorial staff. The editorial staff will then make the item available to you in your user work area. You can then add information (e.g. number of pages or volumes) and add the item to the University Bibliography by selecting the respective option in the tab "Purpose". Submit the item as usual.



Dissertations and MADOC


How can I publish a dissertation via MADOC?

Please erase all personal details such as for example your date of birth, address, phone number and signatures from your dissertation in order to prevent data theft. Convert your dissertation to a PDF file. If possible, please use a short file name consisting only of the letters A to Z without accents, numbers or underscores. For example: "Yourlastname.pdf" or "dissertation.pdf".

Log into MADOC with the user ID provided by the University Computing Center. After logging in you will be taken to the "Manage deposits" page of the user area. To add a new item click on "New Item". You will be guided through the whole process of creating a new item including all necessary information step by step.

Fill in the Depositing electronic dissertations form and sign it thereby granting the Mannheim University Library the right to publish an electronic version of your dissertation. Moreover, you confirm that the printed and electronic versions of your dissertation are identical. Hand in the form alongside with the required number of printed copies of your dissertation at the dean's office of your school. Information on the required number of copies can be found in your respective Regulations and Procedures Governing the Doctoral Dissertation.

When you deposit your dissertation as an item, it will be placed in the review area. As soon as the university library has received the number of copies required according to the respective regulations and procedures governing the doctoral dissertation and the signed Depositing electronic dissertations form from the dean's office, the dissertation will be moved into the live repository. The dean's office will be informed about the publication. You will receive your doctoral degree certificate from the dean's office.




Where do I find the Regulations and Procedures Governing the Doctoral Dissertations?

You can find the respective regulations and procedures governing the doctoral dissertation on the website of the schools, at the respective dean's office of the schools of the University of Mannheim or here.

The regulations and procedures governing the doctoral dissertation determine the number of copies which have to be handed in at the dean's office in addition to the electronic publication via MADOC. Currently the following number of copies is required:

SchoolNumber of CopiesAs atRegulations and Procedures Governing the Doctoral Dissertation
Law 612 December 2011 Regulations and Procedures Governing the Doctoral Dissertation
Economics63 November 2010Regulations and Procedures Governing the Doctoral Dissertation
Business Administration66 June 2016Regulations and Procedures Governing the Doctoral Dissertation
Social Sciences67 January 2003 Regulations and Procedures Governing the Doctoral Dissertation
Social Sciences529 June 2013 Regulations and Procedures Governing the Doctoral Dissertation (ab 2013)
Center for Doctoral Studies in Business
(CDSB) (GESS)
63 November 2010 Regulations and Procedures Governing the Doctoral Dissertation
Center for Doctoral Studies
in Social and Behavioral Sciences
(CDSS)
63 November 2010Regulations and Procedures Governing the Doctoral Dissertation
Center for Doctoral Studies in Economics
(CDSE) (GESS)
63 November 2010Regulations and Procedures Governing the Doctoral Dissertation
School of Humanities511 November 2010Regulations and Procedures Governing the Doctoral Dissertation
Graduate Program "Formations
of the Global" School of
Humanities
53 November 2010Regulations and Procedures Governing the Doctoral Dissertation
Business Informatics /
Business Mathematics
511 June 2012Regulations and Procedures Governing the Doctoral Dissertation




Where do I find the Submission of Electronic Doctoral Dissertation form?

You can download the form here.




Can I have my dissertation published by a publisher in addition to its publication via MADOC?

The university library does not object to additional publications by publishing houses. However, you have to find a publisher willing to publish your dissertation under the given circumstances (no matter whether in print or in any other form). You need to make sure that the first electronic publication via MADOC is not in any way affected by the agreement with the publishing house (e.g. by transferring exploitation rights to the publisher).

Please keep in mind that it is not possible to delete a dissertation which was published via MADOC in the course of a doctoral process.

You can find a model agreement and information on cooperative publishers here. You may also find the database on Publishers' copyright policies & Self archiving - (SHERPA, UK) very helpful.




Is there anything to keep in mind prior to submitting the print versions?

According to the regulations and procedures governing the doctoral dissertation, you have to submit a certain number of hard copies of your dissertation in addition to your electronic copy. The university library accepts all kinds of hard copies of your dissertation.
However, we would like you to take into account that in terms of preservation there are certain standards a book needs to comply with.

Please make sure that your printout is double-sided in order to ensure that your dissertation does not exceed one volume. Please submit your dissertation as a hardcover using perfect binding. Do not use spiral binding or wire binding.

Please do not hesitate to contact us via phone 181-2936 (Mr. Scheuermann) or e-mail if you have any questions.




Via which channels will people be able to access the dissertation published on MADOC?

The university library records the publication in the online catalog Primo of the Mannheim University Library and to the Südwestdeutschen Verbundkatalog (SWB). The bibliographic metadata (author, title, year of publication etc.) and the web address are communicated to the German National Library which adds the dissertation and its metadata to to their online catalog. The dissertation is recorded in the Deutsche Nationalbibliographie and the long-term preservation program of the German National Library.

Every document deposited on MADOC can be researched via common search engines, especially via Google and Google Scholar.

Außerdem sind sie nachgewiesen in:




What does it cost to publish a dissertation on MADOC?

It is free of charge to publish your dissertation via the research repository MADOC.




What is the general legal framework that I need to consider?

By publishing your dissertation on MADOC you grant the Mannheim University Library the right to publish your dissertation on the Internet and on databases as well as the right to archive your dissertation in the university's research repository. Your dissertation remains on the server of the Mannheim University Library permanently . This right cannot be affected by publishing your dissertation via a publisher later on. It is not possible to have a dissertation deleted which was published on MADOC in the course of a doctoral process.

As a rule, it is not possible to make any changes to the files after having deposited your electronic dissertation on MADOC. The Mannheim University Library is not liable for any misuse of the dissertation by third parties or the publication of the dissertation without the consent of the author. The Mannheim University Library reserves the right to check whether the deposited files meet the technical requirements for electronic publishing.



MADOC as a University Bibliography


Where do I find the university bibliography?

Since the fall semester of 2011, the university bibliography forms part of the MADOC research repository. As a result, it is possible to deposit the full text versions of the research output in addition to the entries of the university bibliography and make them accessible to a large audience.

To access the university bibliography and hence refining your search to the publications complying with the requirements for being deposited in the university bibliography, please use the search option "Browse". Another option to search the university bibliography is to limit your search to the data pool of the university bibliography. Your search results will solely consist of university bibliography items. You can identify whether an item forms part of the university bibliography with the help of the red university library icon at the end of the item's title.




Which publications form part of the Mannheim University Bibliography?

All publications by the members of the University of Mannheim corresponding to their research at the University of Mannheim form part of the university bibliography. In particular, academic publications such as research papers, essays, books and conference papers, journals and publication series.

The following documents do not form part of the university bibliography: documents for internal use, documents such as announcements, reports or newspaper articles which are of relevance only for a certain amount of time.

Publications by members of the university which date back to a time prior to their employment at the University of Mannheim (e.g. dissertations written and published at another university). You may record the aforementioned publications as external publications on MADOC in order to create a complete list of your publications which can then be exported and added to the website of your chair.




Why should I deposit data in the university bibliography?

It is the university bibliography's goal to provide an extensive overview of the research output at the University of Mannheim and thereby increase the visibility of the research carried out at the university. For this reason, all members of the university are asked to deposit the bibliographic metadata of their publications on MADOC and they are strongly encouraged to deposit an electronic version of their works on MADOC as well. Moreover, the documents deposited on MADOC serve as a basis for the university's research report.

By depositing your research on MADOC you are maximizing your work's impact by reaching a large audience. Documents and bibliographic metadata deposited on MADOC can be found by search engines, databases and library catalogs. Moreover, your documents are assigned a Uniform Resource Name (URN) ensuring their lasting citability.




How do I add a new item to the university bibliography?

In order to add a publication to the university bibliography you need a user ID provided by the University Computing Center and a computer with Internet access. After logging in you will be taken to the "Manage deposits" page of the user area where you can add new items, import items or edit items you have not yet deposited. To add a new item click on "New Item". You will be guided through the whole process of creating a new item including all necessary information step by step. When asked for the "Purpose" of your item, please check the box to indicate that it is to form part of the university bibliography.

If you want to deposit a file in the repository, the respective PDF file needs to be accessible during the process. In case there are any questions regarding copyright, please check Can I deposit research output on MADOC which has already been published elsewhere? or contact us beforehand via phone or e-mail.

Items deposited in the repository need to be described with regard to content and format of the publication. Some of the information is optional, whereas all information you would find in a bibliography such as the author or publisher, title, place of publication, year of publication, number of pages etc. is considered mandatory information. When you deposit your item, it will be placed in the review area. Your item will be reviewed by an administrator before being moved to the live repository.