Every author, regardless of their title and academic degree, wants their work to reach the largest possible number of readers. It is also an important, if not the most important, element of academic communication, especially that taking place on the Internet. That is why we have prepared a set of rules to regulate the functioning of works published by the Księgarnia Akademicka Publishing. They were formulated as a result of observing the dynamically changing technological and communication conditions in recent years, as well as on the basis of the knowledge gathered so far and the experience of over almost 30 years of operation.
The World of Metadata and Bots
Phenomena related to the increasingly used new technologies, starting from the possibility of collecting huge amounts of data, through their in-depth analysis, to modern ways of their visualization, as well as machine processing of natural languages, which can be observed in all areas of modern communication, are also present in academic communication. They enable unprecedented in terms of size access to academic information, publications from individual disciplines and support in conducting research, obtaining financing or selecting a properly matched journal or publishing house to publish one’s work.
Robots (bots) have become a new participant in academic communication – i.e., programs enabling automation of some activities performed in the Web, which until now had to be performed by a human or took a long time when the existing software was used. Thanks to the above, it is possible to aggregate bibliographic data on a large scale, e.g. using bibliography managers like Zotero, Mendeley and Endnote and extensive dedicated search engines: Google Scholar and Google Books, as well as other aggregators of academic information, e.g. Unpaywall. Their correct operation, and therefore successful indexing of information about a given publication, depends on several factors.
First of all, the properly prepared metadata functioning in the communication circulation, placed primarily in the publication file and at the level of the web application or website on which the publication is published. Metadata is structured information that describes an object. In the case of a text, these are mainly the author, title, the ISBN number and the publisher. Sounds familiar? Similar data can be found the traditional library catalogues and bibliographies. However, when it comes to the metadata of academic texts, there are many more, including: abstract, keywords, digital identifiers, author’s affiliation and research funding institution. In order for bots to be able to read them freely and correctly, these data must be properly arranged, i.e. marked with tags conditioned by a specific metadata format required by a given database. One of the ways of generating various metadata formats is entering information about the publication of the relevant application (platform) containing its database, and then allowing it to be processed into other formats.
Other factors contributing to the successful indexing of research information include the aforementioned digital identifiers and the structured way in which bibliographic information is shared on academic social media.
One of the types of metadata are digital identifiers, which have recently become more and more popular, but there are also many indications of their significant role in the functioning of information about an academic publication and its author.
In the case of publications, it is mainly the Digital Object Identifier (DOI). It is permanently assigned to an electronic object placed on the Internet and enables its quick identification. It is usually assigned to articles, books, or chapters, but it can also be used to designate tables, maps, or even computer programs. It is generated by several registration agencies, incl. Crossref. In order for DOI to be assigned to a specific publication, its publisher must enter the relevant information into the database of such agency.
When it comes to identifying the author or editor of a publication, the ORCID (Open Researcher and Contributor ID) is used more often. It is a unique number assigned to a specific person, ensuring the organization of authorship data in the electronic world. Although there are other identifiers of this type (Researcher ID, Author ID known from the global largest bibliographic databases), ORCID seems to be the best choice, not only because it is free, as it functions within the framework of the idea of open science but also because of its functionality. It can be used as a professional academic CV, which is one of the elements of the combined vessel system of modern academic communication – applying for grants, publishing, and demonstrating your activity as a reviewer. In addition, an author with an ORCID whose publication has received a DOI identifier does not have to worry about integrating its description with their profile, as it is done automatically. In the author’s profile, it is also possible to link to other places on the web where data about the researcher are available.
Electronic Publishing Platforms of Księgarnia Akademicka Publishing
In order to ensure the best possible access to the works we have published, for several years we have been running platforms with electronic versions of academic journals and monographs, which enable creating properly formatted metadata of publications, individual articles or author’s chapters as well as embedding digital identifiers. Thanks to a variety of metadata formats, we can easily place information about publications in international indexing and bibliographic databases, as well as institutional repositories. Please see our resources at
A special form of bibliographic databases of academic publications are institutional repositories established at most universities and research units (e.g. the Repository of the Jagiellonian University). Their main aim is to collect information about the academic achievements of researchers affiliated with a given institution. They also play a role in the process of archiving their researchers’ publications. Therefore, it is important for the publisher to additionally collaborate with this type of participants of academic communication.
Academic Social Media
Sharing information about the publication or the publication itself on profiles created on academic social media, such as Academia.edu, ResearchGate and Mendeley is even more popular than digital IDs. This increasingly attractive form of academic communication may allow for increasing the impact of publications in the academic world, especially in the case of author’s manuscripts, the authors of which want to quickly transfer their findings to the environment of a given discipline, and various conditions make the traditional publication path inadequate. Of course, there are positive and negative sides to this approach, but it should be noted that there are other ways to increase the impact of work and the related citation count.
Publisher’s Sharing Policy
Publisher – Księgarnia Akademicka Publishing Ltd.
Platforms – electronic platforms with academic publications owned by the Księgarnia Akademicka Publishing. For single and multi-author monographs the platform’s address is: books.akademicka.pl. For academic journals: journals.akademicka.pl.
Preprint – the author’s version of the work, submitted for publication to the publishing house or the editor of the journal/collective monograph, which has not yet gone through the review process.
Postprint – version of the submitted publication after the review process but before the editorial work begins.
Version of Record – the final version of the publication, after reviews, after the editing process and in the final layout specified in the contract.
For-Sharing-Version – an abridged, specially prepared variant of the Version for Record intended for sharing.
URL – website address.
DOI – Digital Object Identifier.
ORCID – Open Researcher and Author ID.
2. Electronic Publishing Platforms of Księgarnia Akademicka Publishing
2.1. All electronic versions of academic texts published by the Publisher are ultimately published on the Platforms, acting as web applications dedicated to academic publishing.
2.2. One-author and multi-author monographs are published on the books.akademicka.pl platform.
2.3. Academic journals are published at journals.akademicka.pl. Each title has its own website.
2.4. The platforms are the primary place for publishing full-text electronic versions of works understood as the Version for Record.
2.5. The platforms use RSS feeds to which metadata about new publications is transferred.
3. Digital Identifiers
3.1. All electronic versions of academic publications are assigned a DOI. The identifiers are finally attached when the publication process is completed, but no later than 14 days from the date of publishing.
3.2. When submitting a manuscript, Authors are asked to provide their ORCID, if they have one. The active identifier is placed directly on the website of their work on the Platform.
3.3. In case of the wish to use identifiers other than those mentioned above, the Author is requested to contact the Publisher.
4. Metadata Policy
4.1. The publication metadata that is necessary to start the publishing process are the following: title, author, author’s affiliation, author’s ORCID, abstract (approx. 200-300 words), and keywords that best describe the issues contained in the publication (4-5). All metadata must be provided both in the original language and in English.
4.2. Each manuscript submitted to the Publisher should bear metadata as defined in point 4.1.
4.3. Publication metadata is the recommended method of disseminating information about a given work.
5. Version for Distribution
5.1. The Publisher agrees to provide only the Version for Record in the For-Sharing-Version variant. The full-text Version for Record may be available only on the Platforms and in the institutional repository of the center with which the Author is affiliated, after the embargo specified in the contract has expired. However, when it comes to:
Authors of articles in journals and chapters in a collective monograph may freely use the preprint. If the article publishing process is in progress, the Author is asked to mark the disseminated author’s version as the “Preprint Version”.
In the case of monographs, preprinting is not allowed.
The publisher does not include this type of version in their release policy.
5.2. 5.2. The author may distribute the final Version for Record (also by e-mail) to colleagues and fellow researchers only for non-commercial purposes and for private use. In all other cases, the author is obliged to contact the Publisher.
5.3. Upon the completion of the publication process, the Author receives a For-Sharing-Version for dissemination.
5.4. In the case of texts made available under the open access principle, regardless of its model, the Author is also asked to distribute the For-Sharing-Version and to link to the full-text Version for Record using the DOI identifier.
6. Providing Links
6.1. The DOI identifier is the preferred method of linking to the full-text version of the publication due to its greater stability than the traditional URL. To get the correct link, put the protocol abbreviation: https://doi.org/ before the assigned DOI, e.g. 10.12797/abc.12.21.11 -> https://doi.org/10.12797/abc.12.21.11. The Platforms always display the target DOI format..
6.2. The use of the URL of the text or the entire platform is allowed in exceptional circumstances, after consulting the Publisher.
7. Cooperation with Institutional Repositories
7.1. The Publisher cooperates with institutional repositories on the basis of separately concluded sharing agreements tailored to each publication.
7.2. If the Publisher has an agreement with a given institutional repository, it makes the agreed version of the work and its metadata available directly at the time specified in the agreement.
7.3. The embargo period after which it is possible for the institutional repository to release the full-text Version for Record is between 12 and 24 months.
7.4. The procedure for texts published within the open access framework depends on the selected model of this publishing path. For more see Open Access Policy.
8. Academic Social Media Policy
8.1. Academic social media are commercial platforms for posting academic publications and establishing academic contacts, such as: Academia.edu, ResearchGate and Mendeley.
8.2. In the case of this type of media, the Publisher agrees only to publish the For-Sharing-Version. The author is asked to provide metadata entered in accordance with the instructions provided by Księgarnia Akademicka Publishing.
8.3. The Author will receive guidance on entering the metadata of a given publication to their profile during the publishing process or they can download it from the link below.
8.4. Publication on the author’s own website must be made according to the same terms as in the case of social media.