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 / DescriptionType / MandatoryDisplayed - "value" (default: green)
Repository name
repo_name
Enter the name of the repository for which you wish to generate a policy.
ONELINE *
Repository URL
repo_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 organization(s)
repo_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 *
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 / DescriptionType / MandatoryDisplayed - "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 / DescriptionType / MandatoryDisplayed - "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 / DescriptionType / MandatoryDisplayed - "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 / DescriptionType / MandatoryDisplayed - "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 / DescriptionType / MandatoryDisplayed - "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 / DescriptionType / MandatoryDisplayed - "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 / DescriptionType / MandatoryDisplayed - "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 / DescriptionType / MandatoryDisplayed - "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 / DescriptionType / MandatoryDisplayed - "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 IDExpression
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"