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DR policies
Practical Digital Content Management from Digital
Libraries & Archives Perspective
5-7 November 2014
DR policies
1. Submission & withdrawal policy2. Metadata policy3. Preservation policy
Example policy: Institutional Repository (KNUSTSpace) Policy, Asamoah-Hassan HR., Corletey R., Lamptey R.http://archive.knust.edu.gh/downloads/49/49054.pdf
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Submission policy
Includes these elements: who can submit Is content self-archived or
mediated Define metadata guidelines
submitted items must meet What content type will you accept Will you track versions
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Examples of contributors
Student Researchers Teachers Admin staff Academic support staff
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Examples of content types
Pre prints/post prints Published articles Conference papers/posters Book reviews Teaching materials Primary research and datasets Student's assignments/projects Multimedia and image materials Thesis and dissertations
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Withdrawal
In the case where you need to withdraw an item, establish clear rules.
Some basic issues that will lead the withdraw of content are:– Content originality becomes doubtful;– Content found to have been plagiarised;– Content is false; – Proof of copyright infringement is clear;– The author/copyright holder requests it.
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Withdrawal Issues
Withdraw from public view but not delete it Put a note like “removed from view at “Library’s
discretion” or “author’s request” or “legal order” or “Institution’s discretion” in its place.
In some cases, the metadata will remain visible but cannot be searched.
The withdrawn item will be kept as a historical record in the IR in perpetuity, its identifier/ URL will be retained indefinitely and the URL will continue to point to the 'tombstone' citation, to avoid broken links and to retain the item’s history.
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Metadata policy
Include: Which standard(s) you are using Who can access the metadata Is it free of charge Can it be re-used, is prior permission
required and under what circumstances
Is the metadata harvestable
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Preservation policy
Include description of practices, for example Ensure continued readability and
accessibility. It may not be possible to guarantee the readability of some unusual file format
There will be regular backs up its files according to current best practice.
Items are not normally removed from the IR. Items are allocated a checksum to facilitate
the detection of alterations
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Preservation policy
Additionally, include elements such as: preferred file formats required metadata migration practices emulation practices storage
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