Purpose and scope
Archives of Asthma, Allergy and Immunology (AAAI) is an open access journal committed to wide dissemination and long-term accessibility of scholarly work. Repositories—such as institutional repositories, subject repositories, and national repositories—are a key part of the research communication ecosystem. They help authors comply with funder mandates, help institutions preserve scholarly output, and help readers discover research through multiple pathways.
This Repository Policy explains AAAI’s expectations for depositing manuscripts or published articles in repositories. It covers: (1) which versions may be deposited, (2) timing and conditions of deposit, (3) how to label and cite deposited versions, (4) what metadata and links must be included, and (5) how AAAI handles updates, corrections, or retractions in repositories.
Plain language summary
You may share your work in repositories, but you must clearly identify the version, include the DOI link to the final published article, and keep repository records aligned with any later corrections or retractions.
What counts as a repository?
A repository is a structured platform designed to store, preserve, and provide access to research outputs over time. AAAI’s policy applies to:
- Institutional repositories (university or hospital repositories)
- Subject repositories (discipline-focused archives used by a research community)
- National or government repositories (country-level public access services)
- Funder repositories (mandated deposit systems tied to grants)
- Trusted general-purpose repositories for manuscripts and supplementary files, where appropriate
Personal websites, social media posts, and file-sharing services are not always repositories (even if they allow uploads). If you post on a personal site, you should still follow the versioning and DOI-linking rules in this policy to avoid confusion and to protect readers.
Permitted versions for deposit
The most common source of repository confusion is “version.” To prevent mis-citation and to protect the integrity of clinical and biomedical evidence, AAAI distinguishes three primary versions:
| Preprint (Author’s Original / Submitted Manuscript) | The version prepared by the authors before peer review. It may be posted to a preprint server (where appropriate) prior to submission or during review, provided it is properly disclosed at submission and does not violate privacy, consent, or legal restrictions. |
|---|---|
| Accepted Manuscript (AAM / Postprint) | The version accepted after peer review, including revisions, but not yet typeset or copyedited into the journal layout. This version is commonly deposited to institutional repositories to comply with funder requirements. |
| Version of Record (VoR / Published Article) | The final published version on AAAI’s website. This version includes formal pagination/HTML/PDF layout, final metadata, and the DOI. For open access content, the VoR is the preferred version for sharing and citation. |
Best practice
Whenever possible, link to the VoR via DOI rather than uploading multiple versions. This reduces reader confusion and ensures that any later corrections are visible at the primary source.
When you may deposit
As an open access journal, AAAI aims to support timely sharing. Timing rules depend on version:
- Preprints: May be deposited before submission or during review, if ethically appropriate and disclosed.
- Accepted Manuscripts: May be deposited after acceptance, with required labeling and DOI linking once available.
- Version of Record: May be deposited or mirrored after publication if the repository supports licensing display and stable links.
If a repository requires a “publication date” field, use the date shown on the final article page. If you deposit the AAM prior to final publication, update the repository record when the VoR is published by adding the DOI link and citation.
Funder compliance
If your funder requires a particular deposit workflow, follow the funder’s rules, but keep AAAI’s labeling and DOI-linking requirements so that your record remains clear and citable.
Required labeling and citation in repositories
To protect readers, librarians, and indexing systems, repository records must clearly identify what version is deposited and how to cite the final work. AAAI asks depositors to include the following elements:
- Version label (Preprint / Accepted Manuscript / Version of Record)
- Complete citation to the final article (authors, title, journal, year, volume/issue, page range if applicable)
- DOI link to the VoR (preferred as the canonical link)
- License statement (e.g., CC BY 4.0) with a link to the license text
- Publisher acknowledgement noting AAAI/HSPI as publisher
Suggested wording you may copy into repository “Description” fields
Accepted Manuscript example:
“This is the author’s accepted manuscript (AAM) for an article published in Archives of Asthma, Allergy and Immunology. The Version of Record is available at: DOI: [insert DOI link]. This work is distributed under the Creative Commons Attribution (CC BY 4.0) license.”
VoR link-only example:
“Please cite and use the published Version of Record: [insert DOI link].”
Minimum metadata requirements
Good metadata ensures discoverability through library catalogs, search engines, and indexing services. AAAI recommends that repositories include the following fields wherever possible:
| Title and subtitle | Match the published title exactly. If the repository requires a different format, keep wording consistent to avoid duplicate indexing errors. |
|---|---|
| Authors and identifiers | Include full author names and, where available, ORCID iDs. Ensure author order matches the final article. |
| Abstract and keywords | Include the abstract and keywords to improve search visibility, especially for asthma/allergy clinical terms and immunology indexing. |
| DOI (canonical link) | Include the DOI as a resolvable URL. The DOI should be the primary “Related URL” when possible. |
| License and rights | State CC BY 4.0 (or the license shown on the article) and include a link to the license text. |
| Publisher and journal info | List the journal name, ISSN, publisher, publication date, volume/issue, and article ID/page range if applicable. |
Why metadata matters (real-world impact)
Without a DOI link and clear license, repository content can be mis-cited, duplicated across indexes, or flagged by librarians for rights ambiguity. Strong metadata makes the record trustworthy and easier to reuse ethically.
Licensing, reuse, and text/data mining
AAAI publishes open access content under a Creative Commons license (commonly CC BY 4.0) unless otherwise stated on the article. The license governs how others may reuse the work, including redistribution, adaptation, and text/data mining.
When depositing in a repository, ensure the repository record displays the same license and does not apply additional restrictions that conflict with the article’s license. If a repository forces a restrictive default setting, add a clear license statement in the “Rights” field and include the license link.
Clinical caution
Reuse is allowed under the license, but clinical decisions must always rely on the Version of Record and any published corrections. Repository users should be encouraged to consult the DOI-linked article page for the most current information.
Depositing supplementary files, data, and protocols
AAAI encourages transparent research practices, including sharing supplementary files and (where ethical and lawful) underlying data. Authors may deposit supplementary materials in repositories when: (1) participant privacy is protected, (2) consent and approvals permit sharing, and (3) files are clearly linked to the published article.
Recommended approach:
- Deposit de-identified datasets and code in appropriate repositories.
- Include a readme file describing variables, methods, and how to reproduce analyses.
- Link the dataset record to the article DOI, and cite the dataset within the article if applicable.
- Use stable formats (CSV, TXT, PDF/A) where possible.
Privacy first
Do not deposit identifiable patient data in public repositories unless you have explicit consent and a lawful basis. If data cannot be shared publicly, consider controlled-access repositories or a data-availability statement explaining access conditions.
Keeping repository records up-to-date
The scholarly record can evolve through corrections, expressions of concern, or retractions. Repository records must not become “stale” versions that contradict the current status of the article. If AAAI issues a correction or retraction, depositors should update repository entries promptly.
What to do when the article status changes
- Correction published: Add a note in the repository description and link to the correction notice and updated VoR.
- Expression of concern: Add a visible warning note and link to the notice.
- Retraction: Add a clear “Retracted” label in the record title/description and link to the retraction notice.
Do not silently delete
Deleting repository records without a visible explanation harms transparency. Prefer labeling and linking to the official notice so readers understand what changed.
Prohibited deposit behaviors
To protect readers and prevent misinformation, AAAI prohibits repository practices that obscure the provenance or status of the work:
- Depositing a version that is misrepresented as the final published article when it is not
- Removing DOI/citation information in a way that encourages citation of a non-final version
- Posting content that violates participant privacy or consent
- Depositing copyrighted third-party material without permission
- Using repository deposits to promote duplicate publication or to evade an integrity investigation
Practical examples (common scenarios)
Repository deposits often happen in real-world workflows that involve multiple parties. Here are typical scenarios and the AAAI-compliant approach:
Scenario: University librarian requests the accepted manuscript
Deposit the AAM with a clear “Accepted Manuscript” label. When the article is published, update the record with the DOI link and full citation. If the repository supports it, add the CC BY 4.0 license statement and link.
Scenario: Funder requires immediate open deposit
If the work is already open access, link to the VoR via DOI. If the funder requires a file upload, deposit the VoR (if allowed by repository) or the AAM with correct labeling and immediate DOI update once assigned.
Scenario: Research group wants to share on a lab website
Prefer a DOI link to the published article. If you upload a PDF, ensure it is the VoR (open access) and include DOI, license, and citation on the same page.
Scenario: Article later corrected
Update the repository description to include “A correction has been published” with a link to the correction notice and the updated DOI landing page.
Recommended deposit workflow (quick guide)
Use this checklist to make your repository record compliant and easy to trust:
1) Choose the right version: Preprint, AAM, or VoR.
2) Add the DOI link: Use the DOI URL for the VoR as the primary link.
3) Label clearly: Include the version label in the description (and title field if needed).
4) Add license: CC BY 4.0 (or the article’s license) with a link.
5) Add complete metadata: Authors, journal, ISSN, year, volume/issue, keywords, abstract.
6) Update later: Add notes for corrections/retractions, if any occur.
Need help?
If your repository has strict form fields and you’re unsure how to map them, contact the editorial office with screenshots of the repository form. AAAI can recommend compliant wording for “Rights,” “Publisher,” and “Relation/DOI” fields.
Frequently asked questions
Do I need permission to deposit my AAAI article in my university repository?
For open access articles, repository deposit is generally supported. The key requirement is to label the version correctly and link to the VoR via DOI. Always keep the repository license statement aligned with the article license.
Should I upload the PDF or only a DOI link?
A DOI link is usually best. If your repository requires a file, upload the permitted version and include the DOI link prominently so readers reach the current VoR.
Can I deposit my preprint if the article is under review?
Preprints may be allowed where appropriate. Ensure no patient-identifying information is disclosed and disclose the existence of the preprint when you submit to AAAI.
What if my repository record is indexed separately and creates duplicates?
This is common when metadata is incomplete. Add the DOI, match the title and author list to the VoR, and ensure the repository version label is clear. Strong metadata reduces duplicate indexing issues.
What if my article is corrected or retracted?
Update the repository record immediately with a visible note and links to the correction/retraction notice and the DOI landing page. Do not silently delete the record.
