UPSpace Policy - Library - University of Pretoria

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used solely for purposes of the functioning of the system, and for the specific research purposes as described in the policy document. This system collects personal information from: 1. Users involved in the submission of UPSpace content and metadata 2. Users who subscribe to the UPSpace alerting service Personal information collected by UPSpace will not be used for any commercial or philanthropic purpose not directly connected with or approved by the University of Pretoria. We do not disclose information about your individual visits to our site, or personal information that you provide us, such as your name, address, email address, telephone number, etc. to any outside parties except when we believe, in good faith (i) that the law requires it, or (ii) that disclosure is necessary to protect the rights and property of UPSpace users. 12. Services offered through UPSpace The UPSpace Service will offer a set of core services, available at no charge to Community members and consumers of UPSpace content. Services will be reviewed over time. UP Space Core Services are comprised of two distinct but interconnected service elements, Interactive Services and Operations Services. UPSpace Interactive Services offer a fully functional system that allows UPSpace Community members and consumers of UPSpace content to accomplish all tasks necessary to submit and access items in UPSpace, as applicable. Additionally, the Dept. of Library Services in collaboration with the Dept. of IT, University of Pretoria provides Operations Services to host and preserve faculty materials, establish and deliver ongoing support for UPSpace Communities, respond to customer inquiries, and supply system monitoring, back up, and recovery. 13. Preservation Policy & Support 13.1 File formats The University of Pretoria implementation of DSpace/UPSpace attempts to support as many file formats as possible. UPSpace identifies two levels of digital preservation: bit preservation, and functional preservation. Bit preservation ensures that a file remains exactly the same over time and not a single bit is changed while the physical media evolve around it. Functional preservation: the file does change over time so that the material continues to be immediately usable in the same way it was originally while the digital formats (and the physical media) evolve over time. Some file formats can be functionally preserved using straightforward format migration (e.g. TIFF images or XML documents). Other formats are proprietary, or for other reasons are much harder to preserve functionally. At the University of Pretoria, for the time being, we acknowledge the fact that the formats in which faculty create their research material are not something we can predict or control. Faculties use the University of Pretoria UPSpace User Policy Version 3.2 Updated by Hettie Groenewald and Kataila Ramalibana on 6/20/2013 14
tools that are best for their purposes, and we will get whatever formats those tools produce. Because of this UPSpace defines three levels of preservation for a given format: supported, known, or unsupported. • Supported: The format will be fully supported and preserved using either format migration or emulation techniques. • Known: The format can be recognised by UPSpace, but full support cannot be guaranteed. • Unsupported: The format cannot be recognised by UPSpace; these will be listed as "application/octet-stream", aka Unknown. When a file is uploaded to UPSpace, it will be assigned to one of those three categories. For all three levels bit-level preservation will be done so that digital archaeologists of the future will have the raw material to work with if the material proves to be worth that effort. For the full text of text items to be fully searchable in UPSpace, these items must be made available on UPSpace in any of the following formats: Adobe PDF (only if text-based or OCRed) - without any securities added Microsoft Word Plain Text HTML 13.2 Description Metadata (Administrative, Technical, Preservation) For preservation purposes - in other words, so that we will still be able to access files submitted to UPSpace in a 100 years time - it is very important to give a description of how the file was created in the "Description" field of the submission form, the origin of the file etc. Also use this field to describe the dimensions of the object, how it was digitized, etc. This kind of information will help information architects of the future to migrate obsolete files to updated versions, so that it will still be accessible long after our time. Any info the submitter can offer, will be of value in such a case. Also see the guidelines in the UPSpace Quick Guide: http://www.dspace.up.ac.za/quickguide.pdf (Updated on 17 March 2008) Example 1: https://www.up.ac.za/dspace/handle/2263/2273 Description: Black/white wash painting technique. Original canvas size: (w)24.5 x (h)25.0 cm. Original scanned size in pixels: 6312 x 7872 pixels (800 dpi). Final size in pixels: 550 x 436 (150 dpi). Estimate download time: 37 sec @ 28.8 kbps. Example 2: https://www.up.ac.za/dspace/handle/2263/5220 Description: This paper was transferred from the original CD ROM created for this conference. The material on the CD ROM was published using Adobe Acrobat technology. The original CD ROM was produced by Document Transformation Technologies Postal Address: PO Box 560 Irene 0062 South Africa. Tel.: +27 12 667 2074 Fax: +27 12 667 2766 E-mail: doctech@doctech.co.za URL: http://www.doctech.co.za 13.3 Checksums For each item submitted to UPSpace a checksum is generated. This checksum is used to verify the integrity of a full text file over time. Therefore replacement of bitstreams will be restricted as far as possible. University of Pretoria UPSpace User Policy Version 3.2 Updated by Hettie Groenewald and Kataila Ramalibana on 6/20/2013 15
Page 1 and 2: University of Pretoria Digital Inst
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