# How to submit your thesis to the BI Insitutional Repository

#### **IMPORTANT: Submit Only After Successful Completion**

Submit your thesis to the institutional repository only after you have:

- Received official notification of a passing grade on your thesis defense/examination, **OR**
- Been formally notified by the Examinations Office that you will graduate

Do not submit your thesis prior to receiving confirmation of successful completion. Theses submitted before final approval may require resubmission and could delay the archiving process.

#### **Step 1 - Prepare Your Thesis File for Long-Term Archiving**

<p class="callout info">For optimal long-term preservation and accessibility, we **strongly recommend** submitting your thesis in **PDF/A** format rather than standard PDF. PDF/A is the ISO-standard archival format used by academic institutions worldwide to ensure documents remain readable and consistent for decades.</p>

**Creating PDF/A files:**

- **Adobe InDesign:** Choose File → Export → select "Adobe PDF (Print)" as format → in the Export Adobe PDF dialog, select "PDF/X-4:2008" or "PDF/A-1b:2005" from the Adobe PDF Preset dropdown (top of dialog) → click Export. Note: PDF/X-4 is also suitable for archival and widely used in professional publishing.<span aria-label="Use Adobe PDF options to export to PDF in InDesign" class="inline-flex" data-state="closed">​</span>
- **Adobe Illustrator:** Choose File → Save As → select "Adobe PDF" as format → in the Save Adobe PDF dialog, choose "PDF/A-1b:2005" from the Standard dropdown menu → click Save PDF.
- **Microsoft Word (Windows/Mac):** When saving, choose File → Save As → Browse → select "PDF" as file type → click "Options" → check "ISO 19005-1 compliant (PDF/A)".
- **LibreOffice/OpenOffice:** Use File → Export as PDF → select "Archive PDF/A-1a (ISO 19005-1)" option in the export dialog.<span aria-label="PDF/A erstellen" class="inline-flex" data-state="closed">​</span>
- **LaTeX users:** Include the `pdfx` package with `[a-2b]` option in your preamble (see <span aria-label="How to create a PDF/A file with LaTeX" class="inline-flex" data-state="closed">[<span class="text-box-trim-both">this guide</span>](https://webpages.tuni.fi/latex/pdfa-guide.pdf)</span> for detailed LaTeX-specific instructions).<span aria-label="How to create a PDF/A file with LaTeX" class="inline-flex" data-state="closed">​</span>
- **Online converters (privacy note):** For theses, avoid “free” ad-supported web converters; instead prefer installed desktop tools (e.g., Acrobat Pro or callas pdfaPilot) so the document never leaves your device.

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#### **Step 2 - Visit [https://repository.berlin-international.de](https://repository.berlin-international.de)**

[![thesis-submission-tutorial-1.png](https://libguides.berlin-international.de/uploads/images/gallery/2025-09/scaled-1680-/thesis-submission-tutorial-1.png)](https://libguides.berlin-international.de/uploads/images/gallery/2025-09/thesis-submission-tutorial-1.png)

#### **Step 3 - Log in using your BI email and email password**

<p class="callout info">These credentials should be exactly the same as those you use to log into your BI email account. **Do not try to register a new account.**</p>

[![thesis-submission-tutorial-2.png](https://libguides.berlin-international.de/uploads/images/gallery/2025-09/scaled-1680-/thesis-submission-tutorial-2.png)](https://libguides.berlin-international.de/uploads/images/gallery/2025-09/thesis-submission-tutorial-2.png)

#### **Step 4 - Press the plus (+) button**

[![thesis-submission-tutorial-3.png](https://libguides.berlin-international.de/uploads/images/gallery/2025-09/scaled-1680-/DeVthesis-submission-tutorial-3.png)](https://libguides.berlin-international.de/uploads/images/gallery/2025-09/DeVthesis-submission-tutorial-3.png)

#### **Step 5 - Press the New → Item**

[![thesis-submission-tutorial-4.png](https://libguides.berlin-international.de/uploads/images/gallery/2025-09/scaled-1680-/thesis-submission-tutorial-4.png)](https://libguides.berlin-international.de/uploads/images/gallery/2025-09/thesis-submission-tutorial-4.png)

#### **Step 6 - Select either Graduate Theses (e.g. MA or MBA) or Undergraduate Theses (all BAs)**

[![thesis-submission-tutorial-5.png](https://libguides.berlin-international.de/uploads/images/gallery/2025-09/scaled-1680-/thesis-submission-tutorial-5.png)](https://libguides.berlin-international.de/uploads/images/gallery/2025-09/thesis-submission-tutorial-5.png)

#### **Step 7 - Either drag your PDF/A file (or standard PDF) onto the screen or press Browse to locate the file on your device**

[![thesis-submission-tutorial-7.png](https://libguides.berlin-international.de/uploads/images/gallery/2025-09/scaled-1680-/thesis-submission-tutorial-7.png)](https://libguides.berlin-international.de/uploads/images/gallery/2025-09/thesis-submission-tutorial-7.png)

#### **Step 8 - Fill in all applicable fields**

<table border="1" id="bkmrk-type%2A-do-not-modify-" style="border-collapse: collapse; width: 100%; height: 348.4px;"><colgroup><col style="width: 50%;"></col><col style="width: 50%;"></col></colgroup><tbody><tr style="height: 29.8px;"><td style="height: 29.8px;">Type\*</td><td style="height: 29.8px;">Do not modify</td></tr><tr style="height: 46.6px;"><td style="height: 46.6px;">Author\*</td><td style="height: 46.6px;">Enter your name in the format: **Family Name, Given Name(s)**</td></tr><tr style="height: 63.4px;"><td style="height: 63.4px;">Advisor</td><td style="height: 63.4px;">Press the magnifying glass to search for your advisor. If not found, type the advisor's name in the format: **Family Name, Given Name(s)**</td></tr><tr style="height: 29.8px;"><td style="height: 29.8px;">Program\*</td><td style="height: 29.8px;">Select your **program**</td></tr><tr style="height: 29.8px;"><td style="height: 29.8px;">Degree\*</td><td style="height: 29.8px;">Select your **degree**</td></tr><tr style="height: 29.8px;"><td style="height: 29.8px;">Year\*</td><td style="height: 29.8px;">Enter the **year** your thesis was submitted</td></tr><tr style="height: 29.8px;"><td style="height: 29.8px;">Title\*</td><td style="height: 29.8px;">Enter the complete english **title** for your thesis</td></tr><tr style="height: 29.8px;"><td style="height: 29.8px;">Other titles</td><td style="height: 29.8px;">Any additional titles, for instance translated titles included on your thesis title page, can be included here</td></tr><tr style="height: 29.8px;"><td style="height: 29.8px;">Subject Keywords</td><td style="height: 29.8px;">Enter a maximum of **five descriptive keywords**</td></tr><tr style="height: 29.8px;"><td style="height: 29.8px;">Abstract\*</td><td style="height: 29.8px;">Include the text of your **abstract** here. This should be the same abstract as included in your thesis.</td></tr></tbody></table>

\*Required fields

<p class="callout warning">If you experience that the previous fields have disappeared after inputting keywords or an abstract, try reloading the page and the missing info should reappear.</p>

#### **Step 9 - Click the box to agree to the license terms**

<p class="callout info">Note that these are the same terms as submitted with your physical thesis.</p>

[![thesis-submission-tutorial-9.png](https://libguides.berlin-international.de/uploads/images/gallery/2025-09/scaled-1680-/thesis-submission-tutorial-9.png)](https://libguides.berlin-international.de/uploads/images/gallery/2025-09/thesis-submission-tutorial-9.png)

#### **Step 10 - Click + Deposit**

After submission, your thesis will be reviewed and made available after confirmation from the Examinations Office.