Accessibility statement

York Digital Library policy 

Version 1.0

This document represents the various policies relating to the University of York Digital Library, hereafter referred to as the ‘Digital Library’. 

  1. Metadata Policy
  2. Digital Library code and documentation
  3. Resource Policy
  4. Content Policy
  5. Submission Policy
  6. Rights Policy
  7. Preservation Policy

1. Metadata Policy

  1. Access to some or all of the metadata is controlled.
  2. Where metadata is made publicly available, it is made available by the University of York under the terms of a Creative Commons Attribution-Non-Commercial-Share Alike 2.0 UK: England & Wales Licence. It may be re-used in any medium without prior permission for not-for-profit purposes provided attribution is given, by providing a formal identifier or link to the metadata.
  3. The metadata must not be re-used in any medium for commercial purposes without formal permission.

2. Digital Library code and documentation

  1. All documentation created exclusively for the Digital Library is made available by the University of York under the terms of a Creative Commons Attribution-Non-Commercial-Share Alike 2.0 UK: England & Wales Licence. Documentation may be re-used in any medium without prior permission for not-for-profit purposes provided attribution is given, by providing a formal identifier or link to the resource.
  2. Code and/or software will be released under an appropriate open source licence.
  3. Code and documentation must not be re-used in any medium for commercial purposes without formal permission.
  4. Other software used for the Digital Library is covered by its own licences.
  5. Documents or web pages referenced or linked to by the Digital Library are not covered by the above licence and users should consult the resource or the resource creators regarding re-use.  The Digital Library assumes no responsibility for the content of external links.

3. Resource Policy

A range of resources are stored by the Digital Library or held in separate locations and referenced by the Digital Library:

  1. Access to some resources is controlled.
  2. All items are individually tagged with differing rights permissions and conditions.
  3. Wherever possible, resources held by the University of York resources will be made available under the terms of a Creative Commons Attribution-Non-Commercial-Share Alike 2.0 UK: England & Wales Licence. Such resources may be re-used without prior permission for not-for-profit purposes provided attribution is given, by providing a formal identifier for the resource or its metadata. Please consult individual resources for rights statements.

4. Content Policy

  1. This is an institutional repository.
  2. The following content will be considered for inclusion within the Digital Library:
    • Images
    • Digital audio files, including musical performance and broadcast materials
    • Digital video and film, including performance and broadcast material
    • Transcriptions
    • Digitized text and manuscripts
    • Web resources
    • Presentational resources
    • Datasets, for example statistical, experimental or analysis data
    • Collections and aggregations combining any of the above types
    • The outputs of research activity or projects, excluding published research papers (see WRRO)
    • Resources purchased for institutional or course use of the above types

The University of York is developing a policy document giving guidance on where different types of content should be stored.

5. Submission Policy

  1. Concerning depositors, quality & copyright.
  2. Resources may be deposited by academic staff, registered students, and employees of the institution, or their delegated agents.
  3. In some cases resources may be deposited by academic staff, registered students, and employees at external institutions, or their delegated agents, where a collaborative or partnership agreement exists.
  4. In some cases Library & Archives staff will act as delegated agents by prior agreement.
  5. Resources will be moderated and quality controlled before being made active within the Digital Library, unless a prior workflow agreement has been reached which passes such responsibility to a delegated agent.

6. Rights Policy

  1. Adherence to copyright law and licences is the responsibility of the depositor. 
    1. For the purposes of copyright, Library & Archives staff acting as delegated agents are not responsible for checking copyright status and/or licence conditions, unless by prior agreement.
  2. In cases where the rights holder(s) of resources held in and made available by the Digital Library is known, Library & Archives staff may contact the rights holder to negotiate a non-exclusive licence for providing access to materials.
  3. The Digital Library will keep due diligence files tracing any rights negotiations and copyright clearance, including any duration of clearance or restrictions on access.
  4. The Digital Library will make reasonable efforts to trace rights holders of the materials held in or made available by the University of York Digital Library.
  5. In cases where a breach of rights has been notified to the Digital Library, access to the resource will be restricted within 5 working days, pending investigation.  Only Digital Library administrators will have access to the resource and its metadata.
    1. If on investigation the Digital Library is not satisfied that a breach of rights has occurred we will re-enable access.
    2. If a rights holder comes forward we will negotiate for access.  If this is refused, we will remove the resource from the Digital Library, including any back-up storage within 20 working days.  Metadata may be retained, but will not be made public.
    3. Where the grounds for complaint is proved accurate, we will remove the resource from the Digital Library, including any back-up storage within 20 working days of agreeing to do so.  Metadata may be retained, but will not be made public.
    4. It may be necessary for us to seek legal advice before the complaint can be fully resolved.
  6. The Digital Library will abide by any agreements, licences or copyright legislation regarding access restriction. If any breach of such restrictions is identified and reported to us, we will rectify the mistake within 5 working days.

7. Preservation Policy

  1. Items will be retained indefinitely.
  2. The Digital Library will try to ensure continued readability and accessibility.
    1. Items will be migrated to new file formats where necessary.
    2. It may not be possible to guarantee the readability of some unusual file formats.
  3. York Digital Library backs up its files according to current best practice.
  4. The original bit stream is retained for all items, in addition to any upgraded formats.
  5. Items may be removed at the request of the author/copyright holder, but this is strongly discouraged.
  6. Acceptable reasons for withdrawal include:
    1. Journal publishers' rules
    2. Proven copyright violation or plagiarism
    3. Legal requirements and proven violations
    4. National Security
    5. Falsified research
  7. Withdrawn resources are deleted permanently, except by prior agreement.  The URIs of deleted resources will point to a suitable explanation.
  8. The metadata of withdrawn items may be retained but will not be publicly searchable.
  9. If necessary, an updated version may be deposited.
    1. The earlier version may be withdrawn from public view.
    2. The item's persistent URL will always link to the latest version.
  10. If a depositor leaves the University, the Digital Library would retain their deposited data.  On request, a copy will be provided to the depositor or to a nominated new repository.
  11. Items are allocated a checksum to facilitate the detection of alterations.
  12. In the event of York Digital Library being closed down, items will be returned to their originators, where possible.

For enquiries relating to this policy, please contact dlib-info@york.ac.uk.