How to Comply with the NIH's Request for Deposit

Review the copyright agreement before signing and determine whether the publisher’s policy allows for deposit to PMC. (See selected policies or visit the publisher’s website.)

If the publisher’s policy does not allow deposit take the following steps:

• When submitting manuscripts for possible publication, attach this Letter to Publisher (PDF) from the UC Office of Research Administration and Technology Transfer. The letter gives notice to the publishers that, if accepted for publication, the article will be required by law to be posted on PubMed Central.
  
• Modify the publisher's copyright transfer agreement to retain the right to make the article available in PMC by attaching this NIH Addendum form.

• Deposit a copy of the peer reviewed manuscript in the NIH Manuscript Submission (NIHMS) system, which puts it into PubMed Central (PMC). NIHMS will email you to approve the article before its release.
• Some journals will deposit the manuscript files in the NIHMS for you. In this case, you still have to provide the associated award information, and review and approve the article. NIHMS will email you when these actions are needed.
• Certain journals will submit articles directly to PubMed Central for you.
• The NIHMS System Slide Shows demonstrate how to perform various actions in a step-by-step fashion and are illustrated with screen captures.

• As of May 25, 2008, you must note the PubMed Central reference number (PMCID) on any NIH applications, proposals, and progress reports when citing an article that falls under the policy.
• The PMCID is not the same as the PMID. Authors can locate PMCID reference numbers by searching for their articles in PubMed Central. You can also locate the PMCID number by doing a search in PubMed: the PMCID displays on the lower right side of the abstract page.
• Using EndNote and RefWorks to manage the NIHMSID and PMCID numbers.
• Handout: Using RefWorks to Capture the PMCID [pdf]
• How to find the PMCID in PubMed [brief online tutorial]

Important Dates

• As of April 7, 2008, all articles arising from NIH funds must be submitted to PubMed Central (PMC) upon acceptance for publication.
• As of May 25, 2008, NIH applications, proposals, and progress reports must include the PubMed Central reference number when citing an article that falls under the policy and is authored or co-authored by the investigator, or arose from the investigator's NIH award. This policy includes applications submitted to the NIH for the May 25, 2008 due date and subsequent due dates.
• Articles accepted for publication before April 7: If, on May 25 or later, you cite an article that was accepted for publication before April 7, you don't have to include a PMC/NIHMS ID in your citation. The ID is required only for articles that fall under the mandatory policy, so you're not obliged to deposit all older articles that you might cite.

Further Information and Help