Author FAQ


ARMINDA (Accessible Research Materials in Digital Archives) is a repository maintained by Penrose Library that showcases works by the Whitman College community. The mission of ARMINDA is to collect and preserve scholarly and creative works by Whitman College faculty, students, and staff with preference given to materials that can be made openly accessible.

Penrose Library welcomes scholarly, educational, creative, and research-oriented submissions that support the intellectual life of the College and have enduring value.  Submissions should be complete works that are in, or can be converted to, a technically feasible file format. Student works or those produced by visiting scholars should be able to meet any guidelines for scholarly work deemed appropriate by the sponsoring department. The author(s) must be willing and able to grant the right to preserve and distribute the work.

What is Included

Scholarly and creative works by Whitman College faculty, students, and staff that support the intellectual life of the College and have enduring value.  Priority is given to faculty and staff scholarship, selected student works, and materials that document the history of the College.

Who Can Participate

All Whitman College faculty, students, and staff are encouraged to deposit their scholarly and creative works into ARMINDA.  Researchers affiliated with Whitman College may also place their works into ARMINDA via the appropriate Whitman College academic department or administrative office, with permission from the author/rights-holder(s).

Multiple Authors

When student work is created by more than one author or creator, it is the responsibility of the primary author to notify all other authors regarding the intent to deposit with work in ARMINDA. The additional students and/or advisors are strongly encouraged, but not required, to sign the ARMINDA Institutional Repository Student Submission Agreement.

When faculty or staff work is produced by more than one author or creator, it is the responsibility of the submitting contributor to ensure all co-authors/creators have been notified of the intent to deposit work in ARMINDA.


For text-based content, recommended formats include: .pdf/a, .pdf, .doc/.docx, .html, and .xml.  For multi-media based content, recommended formats include: .gif, .jpeg, .tiff, .wav, .mp3, .avi, .mpeg, and .mp4.  Content submitted in formats other than those listed will be considered on a case-by-case basis as resources allow.

Submitting Your Work

Faculty and staff should contact the ARMINDA administrator ([email protected]) to begin the submission process.

Student Honors Theses may be submitted via submission form.

Re-Use of Deposited Materials

If your work has not been published elsewhere, and you would like to clarify how your work may be re-used, Penrose Library urges you to consider adding a Creative Commons license to your submission. For more information about Creative Commons licenses, or to license your own work, please visit


Many journal publishers allow authors to post a pre-publication copy of published articles in the repositories maintained by their home institutions.  Ideally these are the post-peer reviewed versions or the published versions. This is called “self-archiving.” Publishers who prohibit including works in a repository may grant exceptions upon request of the author.

Check the publisher’s agreement that was signed when your work was accepted for publication. If your rights are not clearly spelled out (or if you can’t find the agreement) you may wish to consult the SHERPA/RoMEO website. This database provides a summary of permissions that are not normally given as part of each publisher’s copyright transfer agreement. If the publisher prohibits submitting a journal article to the repository and will not grant an exception, the author may consider submitting a pre-publication copy or manuscript. Penrose Library can provide assistance on using the SHERPA/RoMEO website.

Working Papers

If the final published work is a revised version of a working paper, check the author agreement to confirm that submission to ARMINDA is permitted. It is good practice to include a citation to the published article on the cover page for the repository working paper.

Adding Old Versions of Papers

Working papers and other unpublished materials may be added by scanning printed pages to create .pdf/a files.  If you are interested in adding works through this method, please contact us through [email protected] for assistance.

Revising a Submission

Authors interested in posting updated versions of their work should contact the ARMINDA administrator through [email protected]

Student works such as honors theses and Undergraduate Conference presentations deposited in ARMINDA are considered a record of their state at the time of submission; corrected or updated versions cannot typically be added or substituted.

Persistent Access and Migration

Penrose Library is committed to preserving the author’s submission at a stable URL, on a long-term basis that enables researchers to discover, access, and link to the work.  As far as resources and technology permit, Penrose Library will take steps to ensure the integrity of the files deposited in ARMINDA. To ensure accessibility, we reserve the right to make preservation copies as needed. Links and access to content outside of ARMINDA cannot be guaranteed.

More Information

All questions regarding ARMINDA should be directed to the ARMINDA Institutional Repository Administrator at [email protected]

Date: 2019-02-13