UPSpace Policy - Library - University of Pretoria

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Table of Contents 1. About UPSpace 3 2. UPSpace Project Evaluation Committee 3 3. UPSpace User Group 4 4. Open Access Approach at UP Libraries 5 5. Submission Policy 5 6. Policy on Communities/Collections within UPSpace 9 7. Responsibilities & Services: Dept. of Library Services, Library Information Systems & Technology & Dept. of IT 11 8. Rights of the Dept. of Library Services 12 9. Responsibilities of the University of Pretoria 12 10. Responsibilities of the Unit for Information Systems & Technology 12 11. Licensing, Copyright, Privacy and Intellectual Property 12 12. Services offered through UPSpace 14 13. Preservation Policy & Support 14 14. Withdrawal policy 17 15. Workflow Policy 17 16. Persistent Identifiers in UPSpace 20 17. Metadata Standards 20 18. Provenance data tracked by UPSpace 21 19. Authentication in UPSpace 21 20. UPSpace Server Details 21 21. Service Level Agreements 21 22. Communication 22 University of Pretoria UPSpace User Policy Version 3.2 Updated by Hettie Groenewald and Kataila Ramalibana on 6/20/2013 2
1. About UPSpace ”In supporting Open Access, UPSpace is the UP archive of research output produced, submitted and sponsored by the UP Community and research material donated to the University of Pretoria for long term preservation, distribution on the web and to create visibility of the University of Pretoria and the authors internationally “ Pienaar, H. 2012. Strategic Planning 2012-2025, E-Service Unit. Department of Library Services, University of Pretoria. Attributes of a trusted repository are achieved by complying with the Reference Model for an Open Archival Information System (OAIS): An ISO standard (approved in 2003 and updated in 2009) that formally expresses the Roles, Functions and Content of an Archive at http://digi.nrf.ac.za The repository uses DSpace TM version 1.8.2 software, developed at MIT with support from Hewlett Packard, which complies with the Open Archives Initiative (OAI); thus allowing items to be easily discovered by web search engines, services and indexing tools. Each item in the repository is assigned a unique persistent identifier, using the CNRI Handle System. The identifiers are resolvable in perpetuity, and will remain valid even if content migrates to a new system. This allows documents in the repository to be properly and effectively cited in other research. * The UP Community refers to: • Present and future staff members of the Department of Library Services, University of Pretoria; • Past, present and future academic staff at the University of Pretoria; • Focus areas, faculties, centers, institutes and research divisions at UP. 2. UPSpace Project Evaluation Committee 2.1 Focus of the UPSpace Project Evaluation Committee It will be the responsibility of the UPSpace Project Evaluation Committee to evaluate applications (see Application form available at ) for new projects to be hosted on UPSpace. This will include: the capacity of the UPSpace server, copyright of material cleared or Letter of Consent received, the digitisation of material, adding retrospective material to existing collections, as well as the creation of new collections on UPSpace. The availability of metadata editors and role players in the workflow of the collections will also be considered, to ensure quality control on UPSpace, and to adhere to the attributes of a Trusted Repository. Projects accepted, will be prioritized according to above-mentioned terms and conditions. The UPSpace Project Evaluation Committee’s role will be ongoing; issues will be revisited on a regular basis, and as new issues arise. The UPSpace Project Evaluation Committee’s decisions will take into consideration the Department of Library Service’s overall mission, as well as the University of Pretoria’s mission and goals, so as to ensure that the UPSpace service is aligned with these. 2.2 Role of the UPSpace Project Evaluation Committee The UPSpace Project Evaluation Committee will make decisions related to UPSpace services, standards, and functionality. When the committee’s decisions have significant financial, service, or public relations impact, the issues will be referred to the Department of Library Services Management Team, made up of senior library administrators, for endorsement. University of Pretoria UPSpace User Policy Version 3.2 Updated by Hettie Groenewald and Kataila Ramalibana on 6/20/2013 3
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UPSpace Policy - Library - University of Pretoria

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