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Digital Collections @ Suffolk User's Guide

Use this guide to help with using Suffolk's Digital Commons site, Digital Collections @ Suffolk.

How To Submit Works

Before you begin, please be sure you have the following items:

  • A Digital Collections @ Suffolk login 
  • The submission's title 
  • For previously published works, the name of the publication and the date it was published, review your publisher agreement 
  • The abstract (up to 250 words) 
  • A list of keywords (10 maximum) 
  • The electronic format of your file or hyperlink to your file

Go to Digital Commons @ Suffolk (

Select My Account in the upper right hand corner

Select 'Sign Up'

Fill in information

Go to your email and confirm your account

Return to Login Screen

Digital Collections @ Suffolk offers authors to the opportunity to delay, or embargo, the full publication of their work due to publisher restrictions or other barriers authors may encounter.

No embargo required: By choosing no embargo, you are agreeing to publish your Work in Digital Collections @ Suffolk immediately after submission. This option will provide the broadest possible access to your work. The full-text of your Work and any supplemental files will be accessible on the internet for unlimited viewing. Your Work will be indexed and discoverable via major search engines. 

Embargo: By choosing an embargo, you are requesting that there be no access to the full-text of your Work for a specified period of time. Your submission will be listed and indexed in Digital Collections @ Suffolk, but the full text of your Work, and any supplementary files, will not be accessible until the expiration of the embargo. The title, author, keywords, and abstract will be displayed on the web in the record for your Work even if you have restricted access to the full-text copy. If you are embargoing due to patentability concerns, make sure your abstract is written so as to not be considered prior art. If do not want an abstract displayed at all, enter “No abstract to protect patentability” in the abstract field when you upload your Work.

The pre-set embargo periods are: 1 year, 18 months, 2 years, and 3 years. 

The following is the text of the agreement that will be visible when uploading content to Digital Collections @ Suffolk. Submitting your work to Digital Collections @ Suffolk means that you agree to the terms detailed below.

Digital Collections @ Suffolk Author Submission Agreement

If the Submitter is the copyright owner, the Submitter still retains copyright to the deposited work and does not give up the right to submit the Work to publishers or other repositories. If the Submitter is not the copyright owner, the Submitter represents that the copyright owner(s) has given the Submitter permission to deposit the Work in Digital Collections @ Suffolk.

By checking the Submit button, I grant my school or department on behalf of Suffolk University the non-exclusive right to distribute my submission ("the Work"), in perpetuity, over the Internet and make it part of Digital Collections @ Suffolk.

I warrant as follows:

1. I have full authority to grant the rights set forth in this license.

2. This submission does not, to the best of my knowledge, infringe on anyone’s copyright or other intellectual property rights.

3. If the submission does contain material for which I do not hold copyright and that exceeds fair use, I have obtained the unrestricted permission of the copyright owner to grant Digital Collections @ Suffolk the rights required by this license, and that such third-party owned material is clearly identified and acknowledged within the text or content of the submission.

4. The Work contains no libelous, defamatory or unlawful material and Submitter agrees to hold the University harmless from any claim, suit or proceeding based on the grounds that The Work contains such material, and agrees to indemnify the University against such claims, including reasonable expenses and attorney’s fees incurred in defending, settling, or otherwise responding to such claims.

5. There are not any restrictions or required publication delays (embargoes) on the distribution of the submission by Digital Collections @ Suffolk administrators unless specified in the appropriate place on the submission form.

6. The information I provided on the submission form is accurate.

7. I understand that the item submitted will not be removed, but may be suppressed from public view by the Libraries for the following reasons: journal publishers’ rules, proven copyright violation, proven plagiarism, or legal requirements.

The submission process consists of the following steps: 

1. Go to Digital Commons @ Suffolk (

Select My Account in the upper right hand corner


2. Go to the Submit Research page and select the Collection area to post to (School or Category)

3. Read and accept the Author Submission Agreement 

4. Fill in the forms, providing information about yourself and any co-authors and your work 


5. Upload your electronic file and associated files and click "Submit" . 

6. Click "Next" to complete the submission.

Please contact the DC administrators if you have any questions or encounter any problems. 

You should receive an e-mail message explaining how to access and refer to your submission. If your submission requires approval, then you will get your confirmation e-mail message after the submission is approved.

DC @ Suffolk refreshes its index and generates thumbnail images for new submissions each night.

Considerations for Previously Published Works

All contributors must own the copyright for (or have permission to post) work in Digital Collections @ Suffolk. Authors grant Suffolk University a non-exclusive, perpetual right to use and preserve the digital assets for non-commercial use. This license includes permission to convert the submission to other formats and to retain more than one copy of the submission for preservation purposes. Because authors retain the copyright for all content posted in the repository, they are free to reuse the content elsewhere.

For specific terms of the license, please see the Author Submission Agreement.

Preparing a new work for Publication

As authors prepare new works for publication, the library encourages them to negotiate with publishers to retain key rights to their intellectual property, such as distribution and access through institutional repositories. Information about why and how to do this is available at the SPARC (Scholarly Publishing & Academic Resources Coalition) website:

The use of materials is still subject to the terms and conditions noted in the copyright publication agreement or license agreement signed between the author and the publisher. Consult your publishing agreement to see if there are any restrictions, commonly referred to as embargoes.

Authors may also reach out to the Digital Collections Team at for assistance.