Preprint, postprint and version of record: what do these terms mean?

A manuscript passes through several distinct stages before its final publication by a publisher or in a journal. These various versions of the manuscript are typically categorised into two main groups: those before peer review (preprints) and those after peer review (postprints and version of record).

Key definitions

• Preprint: This term encompasses all versions that have not yet undergone peer review. Once a preprint has been submitted to a journal, it is often referred to as the submitted version or the author’s original manuscript (AOM).
• Postprint: This is the final draft authors send to the journal or publisher after peer review but before publication. It is commonly referred to as the author manuscript, author version, author accepted version, final author version, or author accepted manuscript (AAM).
• Version of record: Also known as the final version or published version, this is the typeset and formatted version that appears in the journal or is released by the publisher. In the context of electronic journals, it is sometimes simply referred to as the publisher’s PDF.

Understanding these distinctions in the context of self-archiving

The differences between these versions are particularly important for anyone looking to make research openly accessible through self-archiving in a repository (green open access).

Publishers have varying policies regarding the publication of preprints before, during, or after submission, as well as on the publication of postprints or versions of record. For preprints, the key question is when they can be published ‒ or whether they can be published at all. Even if permission is granted to release a preprint prior to peer review, it is still officially classified as a self-archived publication within the green open access framework.

When self-archiving post-peer review, the publication’s format is crucial: many publishers restrict self-archiving to the accepted manuscript version, without publisher formatting or logos, rather than the final published version. A further important consideration is whether the chosen repository for depositing the manuscript is run by an academic or commercial entity. Institutional repositories and ‘archiving’ on personal or institutional websites are usually acceptable. If the publication is the result of a research project funded by a third party that explicitly requires some form of open access self-archiving, deviations from the usual rules may be possible.
Further conditions may also apply, such as an embargo period before self-archiving is permitted. Publishers rarely specify requirements for copyright or licence statements.

The Open Policy Finder database offers preliminary insights into archiving permissions for various journal article versions, including embargo periods and format requirements. However, authors should consult the journal’s website or their publishing agreement for the most up-to-date and definitive information. Understanding the specific conditions imposed by publishers and journals takes time and experience. Help in navigating these requirements can be obtained from libraries that offer repository services and self-archiving support. They can also suggest alternative options such as the inalienable right to self-archiving enshrined in German copyright law (Section 38 (4) UrhG).

When publishing preprints or accepted manuscripts, authors should include a reference to the version of record. In the case of preprints, a link to the published version must be added once it has been released by the publisher.

Citation best practices

Wherever possible, the version of record should be cited. If citing the version of record is not possible ‒ for instance, if it is not yet available ‒ alternative versions may be cited with an appropriate annotation. It is important to follow the relevant guidelines from journals or funding bodies in this context.

See also

Electronic self-archiving: what are the key issues to consider when self-archiving publications in open access repositories (online archives) or on websites?
Faster dissemination of research findings – key facts about preprints

Disclaimer

Important note: The information and links provided here do not represent any form of binding legal advice. They are solely intended to provide an initial basis to help get you on the right track. ZB MED – Information Centre for Life Sciences has carefully checked the information included in the list of FAQs. However, we are unable to accept any liability whatsoever for any errors it may contain. Unless indicated otherwise, any statements concerning individual statutory norms or regulations refer to German law (FAQ updated 12/2024).