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File Formats
Researcher Pages
Further Assistance

RRSCHOLAR captures, distributes and preserves digital research products. Here you can find articles, working papers, preprints, technical reports, conference papers and data sets in various digital formats. Content grows daily as new communities and collections are added to RRSCHOLAR.

The RRSCHOLAR content is organized around Communities which can correspond to administrative entities such as schools, departments, labs and research centers. Within each community there can be an unlimited number sub-communities and an unlimited number of collections. Each collection may contain an unlimited number of items.

You may sign on to the system if you:


Browse allows you to go through a list of items in some specified order:

From each browse page you can jump to a specific point in the browse list or change the display and ordering of your results. Remember to click the "Update" button once you have made your changes.

The browse researchers page will list only those authors who have a publicly visible repository researcher page and so does not utilise the same behaviour as other browse pages.

Submit is the RRSCHOLAR function that enables users to add an item to RRSCHOLAR. The process of submission includes filling out information about the item on a metadata form and uploading the file(s) comprising the digital item. Each community sets its own submission policy.

My RRSCHOLAR is a personal page that is maintained for each member. This page can contain a list of items that are in the submission process for a particular member, or a task list of items that need attention such as editing, reviewing, or checking. It also allows you to edit your personal details or your researcher page if you have one.


To search all of RRSCHOLAR, use the search box at the top left or right of the page.

To limit your search to a specific community or collection, navigate to that community or collection and use the search bar on that page.

RRSCHOLAR uses the Jakarta Lucene search engine. Here are some search hints:

What is searched in the general keyword search
The word(s) you enter in the search box will be searched against the metadata that has been entered for each item record, as well as the full text for Word, text or PDF files.

What is not searched - Stop Words
The search engine ignores certain words that occur frequently in English, but do not add value to the search. These are:

"a", "and" , "are" , "as" , "at" , "be" , "but" , "by" , "for" , "if" , "in" , "into",

"is" ,"it" ,"no" , "not" , "of" , "on" , "or" , "such", "the" , "to" , "was"

Use an asterisk (*) after a word stem to get all hits having words starting with that root, for example:

   will retrieve selects, selector, selectman, selecting.

The search engine automatically expands words with common endings to include plurals, past tenses ...etc.

Phrase Searching
To search using multiple words as a phrase, put quotation marks (") around the phrase.

Exact word match
Put a plus (+) sign before a word if it MUST appear in the search result. For instance, in the following search the word "training" is optional, but the word "dog" must be in the result.

Eliminate items with unwanted words
Put a minus (-) sign before a word if it should not appear in the search results. Alternatively, you can use NOT. This can limit your search to eliminate unwanted hits. For instance, in the search


you will get items containing the word "training", except those that also contain the word "cat".

Boolean searching

The following Boolean operators can be used to combine terms. Note that they must be CAPITALIZED !

AND - to limit searches to find items containing all words or phrases combined with this operator, e.g.

will retrieve all items that contain BOTH the words "cats" and "dogs".

OR - to enlarge searches to find items containing any of the words or phrases surrounding this operator

will retrieve all items that contain EITHER the words "cats" or "dogs".

NOT - to exclude items containing the word following this operator, e.g.

will retrieve all items that contain the word "training" EXCEPT those also containing the word "cat".

Parentheses can be used in the search query to group search terms into sets, and operators can then be applied to the whole set, e.g.


The advanced search page allows you to specify the fields you wish to search, and to combine these searches with the Boolean "and", "or" or "not".

You can restrict your search to a specific community or collection by using the drop-down menu towards the top of the page. If you want your search to encompass all of RRSCHOLAR, leave that box in the default position.

Then select the field to search in the left hand column and enter the word or phrase you are searching in the right hand column. You can select the Boolean operator to combine searches by clicking on the arrow to the right of the "AND" box.

Note: You must use the input boxes in order. If you leave the first one blank your search will not work.


The RRSCHOLAR content is organized around Communities which can correspond to administrative entities such as schools, departments, labs and research centers. Within each community there can be an unlimited number sub-communities and an unlimited number of collections. Each collection may contain an unlimited number of items. This organization gives RRSCHOLAR the flexibility to accommodate differing needs of communities by allowing them to

Each community has its own entry page displaying information, news and links reflecting the interests of that community, as well as a descriptive list of collections within the community.


Communities can maintain an unlimited number of collections in RRSCHOLAR. Collections can be organized around a topic, or by type of information (such as working papers or datasets) or by any other sorting method a community finds useful in organizing its digital items. Collections can have different policies and workflows.

Each RRSCHOLAR collection has its own entry page displaying information, news and links reflecting the interests of users of that collection.


When you access an area of RRSCHOLAR that requires authorization, the system will require you to log in. All users can register to become subscribers. Some restricted functions, such as content submission, require authorization from the community

Before you log in for the first time, you will need to click on "register with RRSCHOLAR" and follow the instructions. After you have registered you will need to log in using the e-mail address and password you registered. Your e-mail address is not case sensitive.

Type your password exactly as you entered it originally. It is case sensitive. Be sure to click on the "log in" button to continue.


Stopping during the Submission Process:

At any point in the submission process you can stop and save your work for a later date by clicking on the "cancel/save" button at the bottom of the page. The data you have already entered will be stored until you come back to the submission, and you will be reminded on your "My RRSCHOLAR" page that you have a submission in process. If somehow you accidentally exit from the submit process, you can always resume from your "My RRSCHOLAR" page. You can also cancel your submission at any point.

Choose Collection

Progress Bar - Buttons at Top of Page:

At the top of the submit pages you will find 8 buttons representing each step in the submission process. As you move through the process these buttons will highlight themselves when you have completed that page. Once you have started you can also use these buttons to move back and forth within the submission process by clicking on them. You will not lose data by moving back and forth.

Select Collection:

Select a collection to submit to from the drop-down menu.

You will only see a list of collections you have been authorized to submit to.

You must be authorized by a community to submit items to a collection. If you would like to submit an item to RRSCHOLAR, please contact your RRSCHOLAR Administrator to find out how you can get your community set up in RRSCHOLAR.

Click on the "next" button to proceed, or "cancel/save" button to stop and save or cancel your submission.

SUBMIT: Describe Your Item - Page 1 top of submit top

If your item has a PubMed ID or a publisher's DOI you can enter this in the respective box and the metadata fields will be auto-populated with as much information as possible. Then click on the "next" button to proceed

You will be able to edit any of the pre-populated metadata and add metadata to blank fields.

If you do not have a PubMed ID or DOI you will need to enter the metadata manually.

Click on the "next" button to proceed, or "cancel/save" button to stop and save or cancel your submission.

SUBMIT: Describe Your Item - Page 2 & 3 top of submit top

The information you fill in on these two screens will form the metadata record that will enable users to retrieve your item using search engines. The richer the metadata, the more "findable" your item will be, so please take the time to fill in as many fields as are applicable to your item.


This should be the language of the main title of your item which should also reflect the language of the item itself.


Enter the full and proper name by which this item should be known. All RRSCHOLAR items must have a title!


This can be a person, organization or service responsible for creating or contributing to the content of the item. By clicking on the "Add More" button you can add as many authors as needed.

If the author is an organization, use the last name input box for the organization name:

Other title (note - this input box appears only if you indicated on the first page that the item has more than one title.)

If your item has a valid alternative title, for instance, a title in another language or an abbreviation, then enter it here.

Date of issue (note - If RRSCHOLAR is the first means of distribution of this item, a date of issue will be assigned by the system when the item becomes a part of the repository.)

If your item was previously published or made public, enter the date of that event here. If you don't know the month, leave the default "no month"; otherwise select a month from the drop-down box. If you don't know the exact day, leave that box empty.


Enter the name of the publisher for this item, if there is one.


Enter citation information for this item if it was a journal article or part of a larger work, such as a book chapter. For journal articles, include the journal title, volume number, date and paging.
For book chapters, include the book title, place of publication, publisher name, date and paging.


Enter the name of the journal this item was published in, if there is one.


You can either cut and paste an abstract into this box, or you can type in the abstract. There is no limit to the length of the abstract. We urge you to include an abstract for the convenience of end-users and to enhance search and retrieval capabilities.


If you know of a unique number or code that identifies this item in some system, please enter it here. Choose the identifier type from the drop-down menu.

Additional link

If your item has another location you may enter it here as a full URL (NOTE: include the http://). Some publishers require you to link to the item on their journal site to allow you to publish your own copy of the peer reviewed work.


Select the type of work (or genre) that best fits your item by ticking the box next to it. You may tick as many boxes as you wish.

Click on the "next" button to proceed, or "cancel/save" button to stop and save or cancel your submission.


Here you can enter any other information describing the item you are submitting or comments that may be of interest to users of the item.


Please enter as many subject keywords as are appropriate to describe this item, from the general to the specific. The more words you provide, the more likely it is that users will find this item in their searches. Use one input box for each subject word or phrase. You can get more input boxes by clicking on the "add more" button. Examples:

Series/Report No.

Some of the collections in RRSCHOLAR are numbered series such as technical reports or working papers. If this collection falls into that category, then there should be a default value in the Series Name box which you should not change, but you will have to fill in the assigned number in the Report or Paper No. input box.


If your item is the product of sponsored research, you can provide information about the sponsor(s) here. This is a freeform field where you can enter any note you like.

Click on the "next" button to proceed, or "cancel/save" button to stop and save or cancel your submission.

SUBMIT: Upload a File top of submit top

There are two methods of entering the name of the file you wish to upload:

  1. Type the full path and file name into the input box and then click on the "next" button in the lower right hand corner of the screen.

  2. Click on the "browse" button and a window showing your files will appear. You can navigate through your directories and folders until you find the correct file to upload. Double-click on the file name you wish to upload, and the name will be entered into the input box.

Once the correct file name is in the input box, click on the "next" button to proceed.

File Description

The information you provide here will help users to understand what information is in the file, for instance, "main article" or "images" or "computer program" or "data set".

You will be able to add additional files once the file upload has been confirmed.

If you do not have a file to upload and wish to archive the metadata only then click the 'Skip' button,

SUBMIT: File Formats top of submit top

To properly archive and give access to a file, we need to know what format it is, for example "PDF", "HTML", or "Microsoft Word". If the system does not automatically recognize the format of the file you have uploaded, you will be asked to describe it. If the format of the file appears in the list offered, click on it and then on "Submit". If you can't see the format in the list, click on "format not in list" and describe the format in the text box lower down on the page. Be sure to give the name of the application you used to create the file and the version of that application, for example "Autodesk AutoCAD R20 for UNIX".

For more information about file formats, see RRSCHOLAR Supported Formats.

Uploaded File

After you have uploaded a file, check the information in the table to make sure it is correct. There are two further ways to verify that your files have been uploaded correctly:

If you're only uploading one file, click on "Next" when you're happy that the file has been uploaded correctly.

If you're uploading more than one file, click on the "Add Another File" button. When you are satisfied that all files for this item have been successfully uploaded, click on the "Next" button.

File conversion

Some files can be converted into other file types. For example, Word, Excel and PowerPoint files can be converted to PDF or RTF.

If your file can be converted, you will see a "Convert to" option. Choose the format you want to convert the original file to and click the "Go" button. The original and converted files will both be archived and displayed.

If you're uploading an HTML page with embedded files, click on the "Add Another File" button, and upload all files or bitstreams referenced in the html page. After all the are uploaded, in the column marked "Primary Bitstream", select the bitstream or file that is the index page or the top page for the web page. This will ensure that all of your embedded files will display properly on the HTML page. Then click on the "Next" button.


RRSCHOLAR generates an MD5 checksum for every file it stores; we use this checksum internally to verify the integrity of files over time (a file's checksum shouldn't change). You can use this checksum to be sure what we've received is indeed the file you've uploaded.

If you wish to verify the file using checksums, click "Show checksums" on the "Uploaded File" page. The RRSCHOLAR-generated MD5 checksum for every file we've received from you will show to the right of the filename. You will then need to use a local program to generate your own checksum for these files, and verify that your results match ours. On most UNIX-like systems (including Mac OS X), use md5sum. For instance, type "md5sum MYFILE" for every file you want to check; the summary should print on your screen. For Windows machines, MD5 tools are freely available: try md5 (from http://www.fourmilab.ch/md5/), or md5sum, available via the textutils package in Cygwin (http://www.cygwin.com/). All of these utilities will need to be run from a command-line, or terminal, window. The entire digest printed out when you run the md5 tool on your local copy of the file you're uploading should be exactly equal to what RRSCHOLAR reports.

SUBMIT: Verify Submission top of submit top

This page lets you review the information you have entered to describe the item. To correct or edit information, click on the corresponding button on the right, or use the buttons in the progress bar at the top of the page to move around the submission pages. When you are satisfied that the submission is in order, click on the "Next" button to continue.

Click on the "Cancel/Save" button to stop and save your data, or to cancel your submission.

SUBMIT: Licence top of submit top

RRSCHOLAR requires agreement to a non-exclusive distribution licence before your item can appear in RRSCHOLAR. Please read the licence carefully. If you have any questions, please contact your RRSCHOLAR Administrator.

Creative Commons licences

If the option to add a Creative Commons licence has been enabled you will have the option to choose a Creative commons licence before agreeing to the non-exclusive distribution licence. You have the option to skip the Creative commons licence if you do not wish to add one to your item.

SUBMIT: Submission Complete top of submit top

Now that your submission has been successfully entered into the RRSCHOLAR system, it will go through the workflow process designated for the collection to which you are submitting. Some collections require the submission to go through editing or review steps, while others may immediately accept the submission. You will receive e-mail notification as soon as your item has become a part of the collection, or if for some reason there is a problem with your submission. If you have questions about the workflow procedures for a particular collection, please contact the community responsible for the collection directly. You can check on the status of your submission by going to your My RRSCHOLAR page.


When your item becomes a part of the RRSCHOLAR repository it is assigned a persistent URL. This means that, unlike most URLs, this identifier will not have to be changed if the archive migrates to new hardware, or if changes are made to the archive. RRSCHOLAR is committed to maintaining the integrity of this identifier so that you can safely use it to refer to your item when citing it in publications or other communications. Our persistent urls are registered with the Handle System, a comprehensive system for assigning, managing, and resolving persistent identifiers, known as "handles," for digital objects and other resources on the Internet. The Handle System is administered by the Corporation for National Research Initiatives (CNRI), which undertakes, fosters, and promotes research in the public interest.


All registered members of RRSCHOLAR have a My RRSCHOLAR page. Here you will find:

Authorization groups

Authorization groups are groups you have been assigned to to carry out specific functions such as submitting to a collection or reviewing a collection's workflow.

The group name is a combination of the community name \ collection name _ repository ID_ Action to be carried out.


This page allows you to change the information we have for you. You must be authenticated with your log-in to change any of your personal information.



For help with using RRSCHOLAR and questions about your specific site, please contact your RRSCHOLAR Administrator.