Heidelberg University Repository: HeiDOK
As the primary digital gateway for Heidelberg University's scholarly assets in Germany, HeiDOK serves as the central institutional repository. In this technical handbook, we review standard deposit procedures, compliance paths for open-science mandates, and specific repository configurations optimized for DSpace users.
1. Institutional Archiving & Preservation Strategy
Operating on the DSpace repository platform, HeiDOK at Heidelberg University utilizes a robust schema framework to index and serve research outputs. As leading institutional repository software, DSpace facilitates OAI-PMH harvesting, allowing global indexers to seamlessly ingest metadata records from Germany.
To safeguard scholastic materials against systemic loss, Heidelberg University implements advanced digital preservation strategies governed by the OAIS reference model for HeiDOK. By collecting essential preservation metadata (such as provenance and hardware requirements) and performing routine integrity audits, the library in Germany guarantees data permanence. This pro-active approach highlights the core distinction of a modern depository vs repository schema, where files are actively preserved rather than merely dumped.
Verified Institutional Impact Metrics
Based on independent indexing data from the open-science catalog OpenAlex, Heidelberg University has recorded a cumulative corpus of 315,718 publications which have received over 42,270,540 citations globally. This volume highlights the critical role of HeiDOK in providing open access to a massive stream of global knowledge. With an institutional h-index of 1594 and a two-year mean citedness score of 4.03, submissions deposited here carry a highly visible citation trajectory.
All submissions to HeiDOK undergo systematic verification by the university library team. This ensures compliance with publisher embargoes, rights-retention policies, and copyright licenses (predominantly Creative Commons CC-BY or CC-BY-NC).
2. Metadata Mapping: Simple Dublin Core Alignment
To maximize interoperability of HeiDOK, Heidelberg University maps all fields to the universal Dublin Core metadata standard. Submissions from researchers in Germany are parsed into the 15-field Dublin Core metadata element set and enriched with extended Dublin Core metadata terms (such as dc.rights.license and dc.relation.isVersionOf).
To maintain schema health across HeiDOK, Heidelberg University implements strict metadata repository quality controls. Each incoming manuscript or dataset is processed by a server-side metadata cleaner to enforce field completion, followed by a manual metadata scrubber review by dedicated data librarians. Resolving semantic errors before publication protects the repository's ranking in search indexes for Germany.
Subject classification at Heidelberg University's library utilizes a strict controlled vocabulary rooted in the Library of Congress Subject Headings (LCSH). By applying formal rules for thesaurus construction and entity linking inside HeiDOK, the library creates a highly structured search experience in Germany. In addition, the catalog structures its index in the MARC21 format for immediate interoperability.
| Dublin Core Element | Preserved Value / Standard | Function & Mapping |
|---|---|---|
| dc.title | Full Article / Book Title | Main headline as registered in the publication record |
| dc.creator | Author(s) names & ORCID iD | Linked explicitly to the author's CRediT contribution roles |
| dc.publisher | Heidelberg University Library Services | The entity making the resource accessible in Germany |
| dc.identifier | Handles / persistent URLs | Local institutional handle mapping to OAI-PMH networks |
3. Frequently Asked Questions (FAQ)
What is the correct protocol for co-author attribution during deposit?
When submitting to HeiDOK, you must include all authors listed on the final manuscript. It is highly recommended to declare each co-author's CRediT roles in the metadata form or the publication description.
Are datasets supported alongside text papers?
Yes, HeiDOK supports a wide array of file formats, including research datasets, code repositories, and supplemental documents. If your dataset is extremely large, the library services team will coordinate with your department to allocate specialized cold storage.
Repository Specs
Open-Science Mandates
In line with Plan S, the Nelson Memo, and regional mandates, all publicly funded publications produced at Heidelberg University must be deposited in HeiDOK with no embargo. Ensure your metadata contains correct funder acknowledgements to avoid audit flags.
