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Guidelines for the Brandeis Institutional Repository [BIR]

Table of Contents:

General Criteria for Inclusion
Examples
Software Formats
Structure and Organization
Metadata Requirements
Copyright
Preservation Commitment
Summary of LTS Services for the Repository
Appendix A. DSpace Format Reference Collection
Appendix B. Metadata
Acronyms, Abbreviations, and Definitions

General criteria for inclusion in the Brandeis Institutional Repository
The primary criterion for inclusion in the BIR is original work created by a current member of the Brandeis community. The BIR Advisory Committee will address any questions about appropriateness of content for the institutional repository in keeping with University policies.

The work should be

• In digital format,
• Educational or research focused,
• The final version, ready for public distribution.

The author/creator must grant the BIR non-exclusive preservation and distribution rights to the work as described in the license agreement that accompanies each submission. In evaluating specific materials for inclusion in the BIR, consideration is given to their purpose, preservation, audience, rights and permissions.

Examples of contributions welcomed in the Brandeis Institutional Repository:

• Faculty and staff publications and creations, such as monographs, preprints or postprints of published articles, technical reports, white papers, conference presentations and proceedings, data sets, music scores and compositions, recorded performance, and other artistic creations. Also of interest are learning objects such as simulations, animated demonstrations, interactive tutorials, and audio recordings of classroom lectures.
• Student scholarship, with faculty approval.
• University publications, photographs, and records of University hosted or sponsored events.

Authors and creators are encouraged to consult with LTS to develop appropriate collections, determine best formats, and create a plan for content deposit in the BIR.

Records Management
At this time the institutional repository does not provide records management services for the University's administrative and business records.

Software formats that the Brandeis Institutional Repository can accept:
The BIR recommends those file formats supported by the DSpace institutional repository software. See Appendix A for a detailed list.

Structure and organization of the Brandeis Institutional Repository in DSpace
DSpace software organizes contents by communities, sub-communities and collections, which are structured to reflect the organization of the University. Brandeis faculty and staff can request communities or collections. Students must request the sponsorship of faculty or instructional staff in their discipline.

Some policies and guidelines can be established for individual communities or collections. However, copyright compliance and the provision of descriptive metadata are basic requirements for all deposits to the BIR. LTS is available for consultation on suitable policies, guidelines, and submission procedures for communities. (Contact LTS)

Metadata requirements
Metadata, commonly defined as data about data, may also be defined as structured information that describes, explains, locates, or otherwise makes it easier to retrieve, use, or manage an information resource. Basic descriptive metadata that must be provided by the contributor are:

• author/creator
• title
• type of resource
• publication or dissemination date
• subject of the work
• copyright owner

Communities and collections may opt to require additional metadata. See Appendix B for a more detailed explanation of metadata and lists of required and optional metadata elements.

Copyright
The Brandeis Institutional Repository respects the author's/creator's copyright for deposited contents and adheres to copyright law. Furthermore, the BIR is guided by Brandeis Intellectual Property Policy.

When the author/creator holds the copyright
If the creator of the work holds the copyright, s/he retains copyright of materials deposited in the BIR. The Brandeis Institutional Repository simply requires that the copyright holder allows the non-exclusive distribution and preservation of the work when depositing content in the BIR, to give the BIR the flexibility to disseminate the work via the web and to use appropriate technological means for long term preservation.

For special circumstances, arrangements can be made to place a temporary embargo on distribution or to restrict access within the Brandeis community.

For as yet unpublished work, the author/creator usually can negotiate institutional repository permissions with the publisher prior to publication. Contact LTS for assistance with modifying a publisher agreement or use the SPARC Author Addendum. For an online version of this form or for more information about author rights, visit SPARC Author Rights.

Copyright holders may prefer to use the Creative Commons Licensing Model. This model is an alternative to conventional copyright in that it allows the creator to define the spectrum of possibilities between full copyright with all rights reserved and public domain where no rights are reserved. The Creative Commons license simultaneously protects the creator's copyright while inviting certain uses of the work, i.e., a "some rights reserved" copyright. Full descriptions of the licensing options are available at http://creativecommons.org/about/licenses/

When the author/creator does not hold the copyright
If the author/creator has signed over copyright to a third party, it may still be possible to include the work in the BIR. Many publishers now allow the deposit of a preprint or a post-print in an institutional repository. This permission is often included in their copyright agreement with authors. The author/creator can also submit a letter to the publisher requesting permission to post a copy in an institutional repository. Contact LTS for assistance with such requests.

For journal articles, the RoMEO (Rights MEtadata for Open archiving) Project hosted at Sherpa, provides a convenient summary of permissions that are normally given as part of each journal publisher's copyright transfer agreement. LTS is available for consultation on understanding these permissions or for applying for permission.

Commitment to long term preservation and data integrity
LTS provides a functional, sustainable repository system to disseminate, store, and preserve the University's intellectual output. In the interest of long term preservation, LTS is committed to following industry standards and best practices to assure the integrity, availability, and confidentiality (where required) of the BIR's contents.

Summary of LTS services for the Brandeis Institutional Repository
In support of the Brandeis Institutional Repository, LTS offers

• Consultation
• Training
• Infrastructure support
• Troubleshooting and help
• Metadata creation, thesaurus selection and development

LTS's work with the BIR is guided and informed by the BIR Advisory Committee.

Appendix A. DSpace Format Reference Collection

DSpace Open Source software, currently used to support the Brandeis Institutional Repository, recognizes the file formats listed in the table below.
Explanation of column headers:

• MIME type is the Multipurpose Internet Mail Extensions (MIME) type identifier
• Description is what most people use as the name for the format.
• Extensions are typical file name extensions (the part after the dot, for example, the extension for "index.html" is "html").
• The Level is DSpace's support level for each format:
• Known: DSpace can recognize the format
• Unknown: We cannot recognize a format; these will be listed as "application/octet-stream", or Unknown.

(Chart adapted from MIT Libraries DSpace policies.)

Appendix B. Metadata

The following chart outlines and briefly describes the core types of metadata. For a detailed discussion of metadata see Understanding Metadata from National Information Standards Organization.

Metadata type	Explanation
Descriptive	Descriptive metadata describes a resource for purposes such as discovery and identification. It can include elements such as title, abstract, author, and keywords.
Structural	Structural metadataindicates how compound objects are put together, for example, how pages are ordered to form chapters.
Administrative	Administrative metadataprovides information to help manage a resource, such as when and how it was created, file type and other technical information, and who can access it.
Preservation	Preservation metadata contains information needed to archive and preserve a resource. As its name suggests, preservation metadata is important for migration and long-term sustainability of the digital resource.
Rights Management	Rights management metadata deals with intellectual property rights.

The following charts outline required metadata and optional metadata:

Minimum Required Metadata Fields*
Metadata Field	Depositor or Software Supplied		Repeatable?	Free Text / Controlled
Author/Creator	Depositor Supplied		Yes, there may be multiple authors/creators. List all.	Free Text
Title	Depositor Supplied		Yes, depositor may supply alternate title	Free Text
Type of Resource	Depositor Supplied		Yes	Controlled
Format of Resource	Software Supplied		Yes, if multiple files are included in resource	Controlled
Size of Resource	Software Supplied		Yes, if multiple files are included in resource	Controlled
Date Published or Disseminated	Depositor Supplied		No	Controlled
Subject/Keyword	Depositor Supplied		Yes. At least one subject term or keyword is required	Free Text
Permanent URL	Software Supplied		No. Depositor may point to additional copy in the Additional Identifier field if desired.	Controlled
Copyright Owner	Depositor Supplied		Yes	Free text

*Adapted from University of Illinois at Urbana-Champaign, IDEALS repository.

Optional Metadata Fields*
Metadata Field	Recommendation for Use	Repeatable?	Free Text / Controlled
Genre of Resource	Highly recommended for all resources	Yes	Controlled
Primary Language of Resource	Highly recommended for all textual resources	No	Controlled
Abstract or Summary	Highly recommended for all resources	No	Free text
Additional Contributors	Recommended for all resources with additional contributors like editors or advisors	Yes	Free text
Publication Status	Highly recommended for resources meant for or in publication process	No	Controlled
Peer Reviewed	Highly recommended for resources meant for or in publication process	No	Controlled
Citation Information	Highly recommended for previously published resources	No	Free text
Publisher	Highly recommended for previously published or disseminated resources	No	Free text
Series and Report Number	Recommended for resources in a series (e.g. a working paper series)	Yes	Free text
Additional identifiers	Recommended for resources with an identifier like an ISBN, ISSN or DOI for the publisher's version of the resource	Yes	Controlled
Sponsor	Highly recommended for resources based on work sponsored or supported by an external agency or organization.	Yes	Free text

*Adapted from University of Illinois at Urbana-Champaign, IDEALS repository.

Acronyms, Abbreviations, and Definitions

BIR, Brandeis Institutional Repository

Creative Commons License, "a new system, built within current copyright law, that allows authors/creators to share work with others and use music, movies, images, and text online that’s been marked with a Creative Commons license."

• Gives the creator/author the ability to dictate how others may exercise his/her copyright rights, such as the right of others to copy the work, make derivative works or adaptations of the work, or to distribute and/or make money from the work. They do not give the ability to restrict anything that is otherwise permitted by exceptions or limitations to copyright, including fair use or fair dealing. Nor do they give the ability to control anything that is not protected by copyright law, such as facts and ideas.
• Creative Commons licenses are all non-exclusive.

Source: http://creativecommons.org/about/licenses/, accessed Sept. 14, 2007.

DSpace, one of the first open source software platforms for institutional repositories to store, manage and distribute collections in digital format. DSpace software supports next-generation digital archiving that is more permanent and shareable than current analog archives. DSpace can support a wide variety of artifacts, including books, theses, 3D digital scans of objects, photographs, film, video, research data sets and other forms of content. DSpace is available to anyone free of charge under the BSD open source license, which allows research institutions to run it as-is, or to modify and extend it as needed. See the list of organizations using DSpace.

Embargo, in this context, a temporary or long term ban on the publication, usually for security or copyright reasons.

GSAS, Graduate School of Arts and Sciences

Institutional repository, "a set of services that a university offers to the members of its community for the management and dissemination of digital materials created by the institution and its community members. It is most essentially an organizational commitment to the stewardship of these digital materials, including long-term preservation where appropriate, as well as organization and access or distribution." Source: Clifford Lynch as quoted by Wheatley, Paul. Technology Watch Report: Institutional Repositories in the context of Digital Preservation. DPC Technology Watch Series Report 04-02, March 2004. Available at http://www.dpconline.org/docs/DPCTWf4word.pdf, last accessed September 4, 2007

LTS, Library and Technology Services

Manakin: a version of DSpace XML user interface that uses SAX & the Cocoon framework to enable communities and collections to establish a unique look and feel that is distinct from the default installation of DSpace.

Metadata, structured information that describes, explains, locates, or otherwise makes it easier to retrieve, use, or manage an information resource. Metadata is often called data about data or information about information. (Source: NISO. Understanding Metadata , 2004).

RoMEO, Rights MEtadata for Open archiving, provides information on publisher copyright policies and self-archiving. Use this site to find a summary of permissions that are normally given as part of each publisher's copyright transfer agreement.

Sherpa, a consortium of UK universities working in the developing fields of institutional repositories and scholarly communication.

SPARC, Scholarly Publishing and Academic Resources Coalition, is an international alliance of academic and research libraries seeking to change the scholarly publishing system. The coalition was developed by the Association of Research Libraries.