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SHARE@Children's Mercy

How to submit papers, documents, presentations, posters, and more into the CMH institutional repository

What is SHARE@Children's Mercy?

SHARE@Children'sMercy is a digital repository where resources published by Children's Mercy employees are stored to be widely shared and promoted. The repository is a service of the Children's Mercy Library Services department. Research and scholarly output included has been selected and submitted by individual hospital departments, institutes, and centers. 

Vision:To support Children’s Mercy Kansas City’s dedication in the advancement of pediatric health research

Mission: To promote the scholarship and research produced by Children’s Mercy Kansas City employees through collaboration, open sharing of knowledge, and improved discoverability of Children's Mercy research 

What it is not: While some resources may be shared internally across departments and disciplines, most resources will be public and visible to everyone. Use Sharepoint and intranet folders for private, internal sharing. There will be no PHI in this repository.



Eligible contributors of content are potentially any Children’s Mercy staff member in the email domain with content to share. Leaders of each department, institute, or administrative unit will determine how their unit should be represented in the repository and who will be responsible for submitting content. Submitters must have either the copyright, or the right to share, for all contributed content. Designated staff in the Library Services department will administer the site and will consult with departments on collection development.

Materials and File Types

Materials (a.k.a. digital assets) may include document files, image files, data sets, and audiovisual materials. Almost all digital file types may be submitted, but the following are preferred for preservation reasons:

  • text: pdf (PDF/A format is preferred), html, doc, ppt, xls, csv, rtf, sgml, xml, marc, css
  • images: bmp, jpeg, png, psd, tiff, ai/eps/ps, gif
  • audio: mp3, wav, aiff, ra
  • video: mpeg, mp4, mov, wmv 

NOTE: for long-term file storage, it is always best to use non-proprietary file types.  For example: csv instead of xls.

Retention, Redaction/Retraction:All submissions are considered permanent. Content may be removed if copyright infringement or other violations are discovered, in which case the record will remain with the message: “item withdrawn by authority of The Children’s Mercy Hospital.” 

Intellectual Property:Institutional repository content is intellectual property, and may only be submitted with the consent of the property owner. Submitters should consult with the Technology Transfer and Commercialization office before uploading work product that may require intellectual property protection. 

Copyright/Legal Compliance:Copyrights may apply to content submitted to the institutional repository. Submitters should abide by the Hospital’s Copyright Use and Infringement Policy. 
Copyrights held by the authors do not transfer to The Children’s Mercy Hospital upon submission. By submitting their work, authors grant to The Children’s Mercy Hospital on an item-by-item basis, a non-exclusive, perpetual, worldwide license to distribute their items freely. This license does not limit author rights in any way.
Journal article authors may contribute PDFs of their articles only if they are in compliance with the agreement they signed with the journal publisher. Authors may search Sherpa/Romeo to determine the journal publishers’ policies, or consult the publisher directly. Authors are encouraged to negotiate with publishers for their rights, and to use such tools as the Scholar’s Copyright Addendum Engine
NO PHI (personal health information) will be disclosed on the institutional repository. Content may be accompanied by release forms (as in the case of patient photos), or will be de-identified data (as in the case of research datasets). Applicable policies include the Confidentiality Policy and associated policies (see http://scope/Policies/76). See also the Release of Information Policy

Embargoes and Restricted Use

There are three levels of access for collections of content. Public access (preferred) allows anyone to see the content. Internal access allows anyone with the email domain of to access the content. Private access allows only the submitter and the site administrator to access the content. Content may be embargoed and released for public access at a later time.

Privacy:When individuals visit the institutional repository, certain information is automatically gathered and stored. This information does not generally identify the individual, but does include:

  • the Internet domain and IP address used to access the repository
  • the browser and operating system
  • the date and time
  • which pages or files were visited or downloaded
  • This information is used to aggregate statistical reports and to improve the functionality of the site. Further information about privacy on web sites maintained by The Children’s Mercy Hospital can be found in the Notice of Privacy Practices


Preservation and Security

The institutional repository vendor (bepress) provides preservation services for the repository. A system security questionnaire has been completed and filed with the Information Systems department of The Children’s Mercy Hospital.