POLICIES Community & Collection Policies
This repository will be a
partnership between UZ Library, UZ Academic community and UZ administration.
Content consists of collections produced by UZ communities, which
are managed, preserved and distributed by UZ Libraries through DSpace.
As in all partnerships, it is important that all stakeholders understand
and agree to the policies, guidelines and procedures required to
build an institutional repository. The following draft policy statements
have been developed with input from the Institutional Repository
What is a Community?
A "community" is typically an
administrative unit at UZ that produces research, has a defined
leader, has long-term stability, and can assume responsibility for
setting community policies.
Each community must be able to assign
a coordinator who can work with DSpace staff. Groups
establish a community that does not fall into this definition will
be considered on a
case-by-case basis. Individuals may not submit
items without belonging to an established
community in DSpace.
What responsibilities does a Community take on?
A Community agrees to:
- arrange for submission and description of content
- make decisions about community and collection
- notify DSpace administration of organizational
changes affecting submissions
- understand and observe University policies
relevant to DSpace, and educate community submitters regarding
- clear copyright for items submitted when copyright
owner is other than author(s) or submitters
- decide upon a submission workflow for each
What rights does a Community retain?
A Community retains the right to:
- decide policy regarding content to be
submitted (within Content Guidelines)
- decide who may submit content within the community
- limit access to content at the item level
either to UZ only or to specific individuals or groups
- receive a copy of submitted content upon request
- remove items and collections (as outlined
in "Withdrawal Policy".)
- approve addition of or elimination of sub-communities
- decide on content for customization
of community and collection home pages
What are UZ Libray’s responsibilities?
UZ Library agrees to:
- retain and maintain content submitted to DSpace
- distribute content according to community
- apply accepted preservation techniques to
- provide access to DSpace research, where required
- notify communities of significant changes
to content, e.g. format migration
- if UZ Library ceases to support DSpace,
return collections to existing communities and transfer to UZ
Archives collections of communities that have ceased to exist
What are UZ Library’s rights?
UZ Library retains the right to:
- amend metadata for items in the repository
- refuse or de-accession items or Collections
under certain circumstances – as outlined in "Withdrawal
- renegotiate terms of original agreement with
- perform appraisal for long-term archiving
when Communities cease to exist or within thirty years of the
creation of a Collection
- move collections to reflect current understanding
between DSpace and Communities
- migrate items if format is in danger of obsolescence
- set quotas (size of files, number of
What are UZ's responsibilities?
UZ is expected to:
- set policy at the institute level regarding
issues that affect Dspace, e.g. copyright rules, thesis requirements,
- support functions mandated by existing
Our policy for file format is:
- everything put in Dspace will be retrievable.
- we will recognize as many files’ formats
- we will support as many known file formats
Withdrawal of items from the repository
The Library foresees times when it may
be necessary to remove items from the repository.
It has been decided
that under some circumstances items will be removed from view, but
avoid loss of the historical record, all such transactions will
be traced in the form of a note in the <Description.provenance>
field of the Dublin Core record. The content of the note should
one of the following:
- "removed from view at request of the author"
- "removed from view at the University
of Zimbabwe’s discretion"
- "removed from view at the UZ library’s
- "removed from view by legal order"
Since any item in the repository that has existed
at some time may have been cited, we
The Special Collection Librarian
will always supply a "tombstone"
when the item is requested, which will include the original
(for verification) plus one of the above withdrawal statements in
place of the link
to the object. The metadata should be visible, but
not searchable. These items will also be
made unavailable for metadata
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