5-7 November 2014 DR policies Practical Digital Content Management from Digital Libraries & Archives Perspective

5-7 November 2014 DR policies 1.Submission & withdrawal policy 2.Metadata policy 3.Preservation policy Example policy: Institutional Repository (KNUSTSpace) Policy, Asamoah-Hassan HR., Corletey R., Lamptey R.

5-7 November 2014 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

5-7 November 2014 Examples of contributors  Student  Researchers  Teachers  Admin staff  Academic support staff

5-7 November 2014 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

5-7 November 2014 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.

5-7 November 2014 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  The withdrawn item will be kept as a historical record in the IR in perpetuity, its identifier/ URL will be retained indefinitely and the URL will continue to point to the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.

5-7 November 2014 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

5-7 November 2014 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

5-7 November 2014 Preservation policy Additionally, include elements such as:  preferred file formats  required metadata  migration practices  emulation practices  storage