Repository Policy

TitleRepository Policy

Explanation

Data and publications repository policy, in line with open access best practices

It is highly recommended to have the organisational management, repository administrators and the staff responsible for technical administration available for consultation. You should collect and prepare the following information in advance:

repository content (subjects, types, languages)
rights and responsibilities
access levels and usage rights
curation
preservation plans and policies
private data collection and handling
third-party services used

Panels and input elements

General Information

Label / ID / Description	Type / Mandatory	Displayed - "value" (default: green)
Repository name service_name Enter the name of the repository for which you wish to generate a policy.	ONELINE *
Use ‘the’ before Service name service_name_the Check this field if the name of the repository requires the use of a definite article. It is not used before a proper name or acronym pronounced as a single word. If the name begins with ‘University’, you must use it.	BOOLEAN	✓true
Repository URL service_url Enter the full URL of the repository’s home page.	ONELINE
User manual URL manual_url Enter the URL of the user manual, if available.	ONELINE
	SEPARATOR
Owning institutions(s) service_owner Provide the name of the legal entity or body/unit owning the repository. This field is mandatory because the policy must be bound to an entity.	ONELINE *
Use ‘the’ before Owning institution service_owner_the Check this field if the name of the owning institution requires the use of a definite article. It is not used before a proper name, company name or acronym pronounced as a single word. If the name begins with ‘University’, you must use it.	BOOLEAN	✓true
Parent organization parent_organization If the owner of the repository is a unit within a larger legal entity (e.g., a faculty or an institute within a university), provide the name of the parent organization.	ONELINE
Institutional Open Access/Science policy URL oa_policy_url	ONELINE
Policy renewal interval in years policy_renewal_interval_years	INTEGER	✓3
	SEPARATOR
Include preamble include_preamble Check to include a policy preamble. It contains the basic descriptive information about the repository. You may edit the text once you download the generated policy.	BOOLEAN	✓true
Preferred OpenDOAR policy flavour opendoar_min_opt Formulations describing submission, curation and preservation policies rely on the wording used by OpenDOAR.	SELECTONE	Minimum - "minimum" ✓Optimum - "optimum"
Include Creative Commons licenses explainer include_cc_explainer Check to include a customized explanation of the CC licenses mentioned in the policy.	BOOLEAN	✓true
Date of policy document policy_date	DATE	✓current_date

Metadata

Label / ID / Description	Type / Mandatory	Displayed - "value" (default: green)
Restricted access to some metadata restricted_access_some_metadata Check the box if the repository contains metadata that is not publicly available.	BOOLEAN	✓false
Flavour of the metadata license metadata_policy_flavour	SELECTONE	Descriptive - OpenDOAR-style metadata policy - "descriptive" ✓CC0 - Creative Commons option - waive all copyright and related rights - "cc0" CC BY attribution to the repository - could complicate reuse by other services - "cc-by"
Commercial metadata use allowed commercial_metadata_use_allowed commercial_metadata_use_visible opendoar_min_opt == "optimum" AND metadata_policy_flavour == "descriptive"	BOOLEAN	✓true
Mention repository owner in re-used metadata mention_repository_owner Check to encourage users to cite the repository as the source of metadata, even if the metadata license does not require attribution.	BOOLEAN	✓true

Data/Content Access

Label / ID / Description	Type / Mandatory	Displayed - "value" (default: green)
Restricted access to some items restricted_access_some_items Check the box if the repository contains some items that are restricted to the general public. Restricted access is usually due to legal limitations, copyright agreements, privacy protection, etc.	BOOLEAN	✓false
Flavour of the content license data_policy_flavour Some repositories recommend particular license types. If this is the case in your repository, check all applicable options. You may manually add additional licenses, if necessary, once you download the generated policy.	SELECTONE	Descriptive - OpenDOAR-style content policy - "descriptive" CC BY attribution to the author - "cc-by" CC BY-NC-SA attribution to the author, non-commercial, share-alike - "cc-by-nc-sa"
Commercial use of items allowed commercial_item_use_allowed commercial_data_use_visible opendoar_min_opt == "optimum" AND data_policy_flavour == "descriptive"	BOOLEAN	✓true
Mention CC BY-SA license for items mention_cc_by_sa data_policy_flavour_cc data_policy_flavour == "cc0" OR data_policy_flavour == "cc-by" OR data_policy_flavour == "cc-by-nc-sa"	BOOLEAN	✓true
Mention CC BY-NC license for items mention_cc_by_nc data_policy_flavour_cc data_policy_flavour == "cc0" OR data_policy_flavour == "cc-by" OR data_policy_flavour == "cc-by-nc-sa"	BOOLEAN	✓false
Mention CC BY-NC-SA license for items mention_cc_by_nc_sa data_policy_flavour_cc data_policy_flavour == "cc0" OR data_policy_flavour == "cc-by" OR data_policy_flavour == "cc-by-nc-sa"	BOOLEAN	✓false

Content

Label / ID / Description	Type / Mandatory	Displayed - "value" (default: green)
Repository type repo_type Multi-departmental repositories should be considered institutional, while subject-based ones may additionally restrict depositors.	SELECTONE	Departmental - "departmental" ✓Institutional - "institutional" Multi-institutional - "multi-institutional" Subject-based - "subject-based" Aggregating - "aggregating" Governmental - "governmental"
Direct submissions allowed direct_submissions_allowed type_aggregating repo_type == "aggregating"	BOOLEAN	✓true
Repository subjects repo_subjects	POOLPICKER	Arts and humanities general - "arts and humanities" Agricultural sciences - "agricultural sciences" Medical and health sciences - "medical and health sciences" Natural sciences - "natural sciences" Social sciences - "social sciences" Engineering and technology - "engineering and technology" Support activities (infrastructure, digital archives, training/demonstrations) - "support activities" Multidisciplinary - "multidisciplinary"
Principal languages principal_languages	POOLPICKER	✓English - "English" "German" "French" "Spanish" "Russian" "Albanian" "Armenian" "Bosnian" "Bulgarian" "Croatian" "Georgian" "Greek" "Hungarian" "Macedonian" "Moldovan" "Montenegrin" "Romanian" "Serbian" "Slovene"

Submission

Label / ID / Description	Type / Mandatory	Displayed - "value" (default: green)
Allowed depositors allowed_depositors List allowed depositors, e.g., "researchers from SEE Europe" or "Institution A, Institution B and Institution C".	POOLPICKER	Librarians - "librarians" Staff members - "staff" Researchers - "researchers" Associates - "associates" Affiliates - "affiliates" Alumni - "alumni" Students - "students" General public - "general public"
Embargoed items available after embargo expiration available_after_embargo Items may be deposed at any time but will be made available after the expiration of the embargo period.	BOOLEAN	✓false
Accepted content types item_types_overally	SELECTONE	✓All types of materials - "all" Publications - "publications" Data - "data" Educational materials - "educational materials" Selected types of research materials - "research materials"
Item types item_types not_overal_type_all item_types_overally != "all"	POOLPICKER	Journal articles - "article" Preprints - "preprints" Bibliographic references - "bibliographic references" Conference and workshop papers - "conference and workshop papers" Theses and dissertations - "theses and dissertations" Reports and working papers - "reports and working papers" Books, chapters and sections - "books, chapters and section" Datasets - "dataset" Learning objects - "learning objects" Scientific and statistical data - "scientific and statistical data" Images - "images" Plain text - "plain text" Structured text - "structured text" Structured graphics - "structured graphics" Databases - "databases" Audiovisual data - "audiovisual data" Bibliographic data - "bibliographic data" Software - "software" Patents - "patent" Other special item types - "other"
File size limit (MB) file_size_limit_mb Size limit for files that can be uploaded to the repository without requesting special permission. Set 0 for no file size limit.	INTEGER	✓0

Versioning

Label / ID / Description	Type / Mandatory	Displayed - "value" (default: green)
Records are versioned record_versioning	BOOLEAN	✓true
Links to the latest versions of items links_to_latest_versions Check if each item has a persistent link to its latest version.	BOOLEAN	✓false
Links between versions links_between_versions Record versions have links to the older and/or newer versions.	BOOLEAN	✓false

Privacy

Label / ID / Description	Type / Mandatory	Displayed - "value" (default: green)
Collected user data collected_data Select all options that apply and add new ones if needed.	POOLPICKER	IP address or Internet domain of the accessor - "IP address" HTTP header field 'Referer' with the webpage from which the resource was linked - "HTTP 'referer'" Type of device, browser and operating system and screen size - "type of browser and operating system" Date and time - "date and time" Pages visited - "pages visited" Location - "location"
Repository is using Google Analytics use_google_analytics Check to include a reference to Google’s Privacy Policy.	BOOLEAN	✓false

Harvesting

Label / ID / Description	Type / Mandatory	Displayed - "value" (default: green)
Allow full harvesting of items by robots and aggregators full_harvesting_robots Most aggregators only harvest metadata. However, some harvest deposited items, if available. Disable this if you want to preserve the items in the repository only. Full harvesting is still allowed for text indexing or citations.	BOOLEAN	✓false

Curation

Label / ID / Description	Type / Mandatory	Displayed - "value" (default: green)
Curation levels curation_levels Check all options that apply.	SELECTMANY	Content is distributed as deposited (without any changes) - "none" Basic metadata curation (brief checking, adding basic metadata, etc.) - "basic" Enhanced curation (conversion to new formats, enhancement of documentation) - "enhanced" Data-level curation (conversion to new formats, enhancement of documentation and additional editing for accuracy) - "data"

Preservation

Label / ID / Description	Type / Mandatory	Displayed - "value" (default: green)
Retention period in years retention_period_years From the date of depositing. Blank or 0 for the unlimited period.	INTEGER
If the repository is performing backups regular_backups Check if the repository is regularly backed up.	BOOLEAN	✓true
Migration to new formats file_format_migration Files will be migrated to new formats to ensure continuity and accessibility, if possible.	BOOLEAN	✓true
Withdrawn records are preserved records_withdrawal Check if records removed from public view remain preserved in the repository.	BOOLEAN	✓true
Links to withdrawn items links_to_withdrawn_items withdrawal_allowed records_withdrawal == "true" Check if withdrawn items' identifiers/URLs are retained indefinitely.	BOOLEAN	✓false
Long-term preservation archive committed_to_preserve_repository_database Check if the database is going to be archived for long-term preservation, especially if the repository is closed down.	BOOLEAN	✓false

Conditions

Condition ID	Expression
not_overal_type_all	item_types_overally != "all"
includes_publications	item_types_overally == "publications"
includes_data	item_types_overally == "data"
includes_educational_materials	item_types_overally == "educational materials"
includes_research_materials	item_types_overally == "research materials"
type_aggregating	repo_type == "aggregating"
data_descriptive	data_policy_flavour == "descriptive"
metadata_descriptive	metadata_policy_flavour == "descriptive"
activate_cc_explainer	metadata_policy_flavour != "descriptive" OR data_policy_flavour != "descriptive"
deactivate_cc_explainer	metadata_policy_flavour == "descriptive" AND data_policy_flavour == "descriptive"
data_policy_flavour_cc	data_policy_flavour == "cc0" OR data_policy_flavour == "cc-by" OR data_policy_flavour == "cc-by-nc-sa"
departmental_multi_institutional	repo_type == "departmental" OR repo_type == "multi-institutional" OR repo_type == "institutional"
not_departmental_multi_institutional	NOT(repo_type == "departmental" OR repo_type == "multi-institutional" OR repo_type == "institutional")
commercial_metadata_use_visible	opendoar_min_opt == "optimum" AND metadata_policy_flavour == "descriptive"
commercial_data_use_visible	opendoar_min_opt == "optimum" AND data_policy_flavour == "descriptive"
withdrawal_allowed	records_withdrawal == "true"
includes_software	item_types contains "software"
includes_patents	item_types contains "patent"
includes_other	item_types contains "other"
opendoar_minimum	opendoar_min_opt == "minimum"
opendoar_optimum	opendoar_min_opt == "optimum"
empty_curation_levels	EMPTY(curation_levels)
curation_none	curation_levels contains "none"
curation_basic	curation_levels contains "basic"
curation_enhanced	curation_levels contains "enhanced"
curation_data	curation_levels contains "data"

Triggers

opendoar_min_opt

if (opendoar_minimum)

commercial_metadata_use_allowed = "false"

if (opendoar_optimum)

commercial_metadata_use_allowed = "true"

if (opendoar_minimum)

commercial_item_use_allowed = "false"

if (opendoar_optimum)

commercial_item_use_allowed = "true"

if (opendoar_minimum)

commercial_metadata_use_allowed = "false"

if (opendoar_optimum)

commercial_metadata_use_allowed = "true"

if (opendoar_minimum)

commercial_item_use_allowed = "false"

if (opendoar_optimum)

commercial_item_use_allowed = "true"

if (opendoar_minimum)

file_format_migration = "false"

if (opendoar_optimum)

file_format_migration = "true"

metadata_policy_flavour

if (deactivate_cc_explainer)

include_cc_explainer = "false"

if (activate_cc_explainer)

include_cc_explainer = "true"

data_policy_flavour

if (deactivate_cc_explainer)

include_cc_explainer = "false"

if (activate_cc_explainer)

include_cc_explainer = "true"

if (data_policy_flavour_cc)

mention_cc_by_sa = "false"

mention_cc_by_nc = "false"

mention_cc_by_nc_sa = "false"

repo_type

if (not_departmental_multi_institutional)

clear(allowed_depositors)

if (departmental_multi_institutional)

clear(allowed_depositors)

allowed_depositors = "librarians"

allowed_depositors = "staff"

allowed_depositors = "researchers"

item_types_overally

if (not_overal_type_all)

clear(item_types)

if (includes_publications)

item_types = "article"

item_types = "preprints"

item_types = "conference and workshop papers"

item_types = "theses and dissertations"

item_types = "reports and working papers"

item_types = "books, chapters and section"

if (includes_data)

item_types = "scientific and statistical data"

item_types = "images"

item_types = "plain text"

item_types = "structured text"

item_types = "structured graphics"

item_types = "databases"

item_types = "audiovisual data"

item_types = "bibliographic data"

if (includes_educational_materials)

item_types = "books, chapters and section"

item_types = "learning objects"

if (includes_research_materials)

item_types = "article"

item_types = "preprints"

item_types = "conference and workshop papers"

item_types = "theses and dissertations"

item_types = "scientific and statistical data"

item_types = "images"