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 ---
 title: The Document Database
 name: zenodo
 layout: default
 ---
 {% include layouts/title.md %}
 
 The ePIC Collaboration is leveraging [Zenodo digital repository](https://zenodo.org/){:target="_blank"}
 for its document management capability. Zenodo is an open-source data repository designed for managing
 research materials in diverse areas of science. Our Collaboration is using a public instance
 of this system called **zenodo.org** which is supported by CERN, OpenAire and the European Union.
 For more information, consult the [zenodo.org FAQ](https://help.zenodo.org/faq/){:target="_blank"}.
 
 Materials committed to Zenodo can be assigned to collections specific to, and managed by 
 an organization. Such collections are termed "communities". The ePIC
 materials are managed as the
 ["ePIC Community on Zenodo"](https://zenodo.org/communities/epic/){:target="_blank"}.
 While most materials published on this platform are public, a fraction has a protected
 status and requires membership in the community (in our case it's **ePIC Community**).
 
 **The membership
 status can be granted to the ePIC members by the community managers, once they send a request to
 <eic-software-l-request@lists.bnl.gov>.**
 
 
 {{ site.hr }}
 #### How To Upload A Document to Zenodo
 
 Start by navigating to [<span
 class="underline">Zenodo.org</span>](http://zenodo.org) and log in or
 create an account. Either process is simple and straightforward. If you
 are creating a new account, consider using either a ORCID or GitHub sign
 in to simplify the process. In particular, ORCID is a unique, persistent
 identifier that can be used across multiple platforms. For more
 information, visit [<span
 class="underline">orcid.org</span>](https://info.orcid.org/what-is-orcid/).
 
 Once you are logged in, go to your Dashboard, as shown on the right
 below:
 
 <img src="/assets/images/zenodo/ZenodoLogin.png" style="width:2.2708in;height:3.51667in" />
 
 <img src="/assets/images/zenodo/ZenodoDashboardLink.png" style="width:4.17161in;height:0.47064in" />
 
 In your Dashboard in the upper right-hand corner you will see a button
 that will start the process of uploading a new document.
 
 <img src="/assets/images/zenodo/NewUpload.png" style="width:1.7in;height:0.71667in" />
 
 <img src="/assets/images/zenodo/NewUploadForm.png" style="width:6.49167in;height:4.54167in" />
 
 From this form you can upload your file and answer some basic questions
 to allow the submission to be categorized. Don’t panic! There’s a lot of
 information requested in this form, but only some is required.
 
 The first thing that you will want to do is to associate this upload
 with the ePIC Community. Hit the “Select a Community” button at the top
 of the page, and type in “ePIC” – the ePIC Experiment will be at the top
 of the list of communities for you to select.
 
 You can now fill in the metadata for your upload. At a minimum, your
 upload should include the following information:
 
 -   A DOI (Digital Object Identifier). If you already have one you can enter it on the form, if you don’t select “No” and a button will appear that will allow you to generate one for your document.
 -   Select a descriptive title and publication date. If this is a conference presentation, it is helpful if you use the date you made the presentation. Otherwise, you can just enter today’s date.
 -   You will need to add information about the creator of this document. Typically this is you, but you can add multiple creators if that is appropriate. If you have an ORCID ID, it’s best to enter this in the form to add a creator as that uniquely identifies you.
 -   Add a meaningful description.
 -   The default license for the document (Creative Commons Attribution 4.0 International) is usually fine. If you want a specific license, you can select one here.
 
 This is all the required information by Zenodo, but to make the document
 easy to find for your fellow collaborators you should add one or more
 keywords. All ePIC documents should include at a minimum the “epic-eic”
 keyword. Additional keywords for ePIC documents are maintained on the
 [<span class="underline">ePIC
 website</span>](https://www.epic-eic.org/documents/keywords.html). If
 you are unsure of the keywords, don’t worry, the curator will check the
 keywords and update them if necessary.
 
 You can also fill in additional information on funding, publisher,
 related works, and alternate identifiers. You can also include
 references to software repositories, but none of these are necessary.
 
 The last thing you have to do is decide if your document will be
 “Public” or “Restricted”. A “Public” document is available to the world.
 This might be appropriate for a conference presentation or proceedings.
 A “Restricted” document is only available to members of the ePIC
 community.  
   
 <img src="/assets/images/zenodo/Visibility.png" style="width:3.96667in;height:2.91667in" />
 
 The last step is to submit your document for review. Click the “Submit
 for Review” button in the upper right hand corner. Your document will be
 queued for approval by a DSC Leader, WG Convener or Conference Committee
 Chair or Vice-Chair. There is no automatic notification, so it would be
 a good idea to email the relevant person or persons and let them know a
 document is available for approval.
 
 <img src="/assets/images/zenodo/SubmitForReview.png" style="width:3.975in;height:2.21667in" />
 
 If there are any problems with the information Zenodo.org will let you
 know and you can correct it and resubmit.
 
 {{ site.hr }}
 #### How To Approve A Document Submission to Zenodo
 
 Under **My Dashboard -&gt; Requests** (or **My Dashboard -&gt;
 Communities -&gt; ePIC -&gt; Requests**) click on the request that you
 want to review. You can also get there from the link sent in the
 notification email titled “📥 New record submission to your community
 'ePIC'”.
 
 <img src="/assets/images/zenodo/NewSubmission.png" style="width:6.5in;height:1.875in" />
 
 After clicking on the request title, go to the **Record** tab**.**
 Review the metadata, like, e.g., conference name, description, etc. Most
 importantly, check if the proper keyword has been added to the entry
 (list of keywords: [<span
 class="underline">https://www.epic-eic.org/documents/keywords.html</span>](https://www.epic-eic.org/documents/keywords.html)).
 
 If you see that some metadata requires modification you can either fix
 it yourself by clicking **Edit**, or in the **Conversation** tab request
 changes from the person submitting the record. In particular, check the
 keywords - Is the required keyword “epic-eic” included? Are there other
 keywords specific to the Working Group or DSC that should be added?
 
 <img src="/assets/images/zenodo/EditSubmission.png" style="width:2.08854in;height:2.17142in" />
 
 If all issues has been resolved click **Accept and publish**
 
 <img src="/assets/images/zenodo/AcceptAndPublish.png" style="width:6.5in;height:0.72222in" />

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