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T-Space at The University of Toronto Libraries >

Policies + Guidelines: T-Space: U of T Libraries

    Policies > Collection Policies

    Collection Policies

    The UofT T-Space repository is a partnership between U of T communities, U of T Libraries. T-Space content consists of collections produced by U of T communities, which are managed, preserved and distributed by U of T Libraries through T-Space. Some of the collections will be subject to institutional guidelines defined by U of T administration. As in all partnerships, it is important that all T-Space stakeholders understand and agree to the policies, guidelines and procedures required to build a T-Space repository. The following policy statements have been developed over a period of time with input from various parties.

    What is a T-Space Community?
    What responsibilities does a T-Space Community take on?
    What rights does a T-Space Community retain?
    What are U of T Libraries' responsibilities?
    What are U of T Libraries' rights?
    What are U of T's responsibilities?
    Withdrawal of items from T-Space

    What is a T-Space community?

    A T-Space "Community" is a unit at U of T 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 T-Space staff. Groups wishing to establish a T-Space Community that do not fall into this definition will be considered on a case-by-case basis.

    What responsibilities does a T-Space Community take on?

    A T-Space community agrees to:
    · arrange for submission and description of content
    · make decisions about community and collection definitions
    · notify T-Space of organizational changes affecting submissions
    · reply to annual reconfirmation of community information
    · understand and observe Institute policies relevant to T-Space, and educate community submitters regarding these policies
    · clear copyright for items submitted when copyright owner is other than author(s) or U of T
    · decide upon a submission workflow for each collection

    What rights does a T-Space Community retain?

    · A T-Space community retains the right to:
    · decide policy regarding content to be submitted (within T-Space guidelines)
    · decide who may submit content within the community
    · limit access to content at the item level either to U of T 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
    · customize interfaces to community content

    What are U of T Libraries' responsibilities?

    T-Space agrees to:

    · retain and maintain content submitted to T-Space
    · distribute content according to community decisions (to U of T minimally, without prior approval)
    · preserve content using accepted preservation techniques
    · provide access to T-Space research
    · notify communities of significant changes to content, e.g. format migration
    · if U of T Libraries cease to support T-Space, return collections to existing communities and transfer to U of T Archives collections of communities that have ceased to exist

    What are U of T Libraries' rights?

    T-Space retains the right to:
    · redistribute, sell or amend metadata for items in T-Space
    · refuse or de-accession items or Collections under certain circumstances - as outlined in "Withdrawal Policy".
    · renegotiate terms of original agreement with Communities
    · 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 T-Space and Communities
    · migrate items if format is in danger of obsolescence
    · set quotas (size of files, number of items) to determine what constitutes free service and after which point to charge a fee.
    · Charge fee for activities requiring extensive centralized support from T-Space (e.g. large amount of de-accesssioning)

    What are UofT's responsibilities?

    U of T is expected to:
    · Set policy at the Institute level regarding issues that affect T-Space, e.g. copyright rules, thesis requirements, etc..
    · Support functions mandated by existing policies.

    Withdrawal of items from T-Space

    U of T Libraries 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 to 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 be one of the following:

    "removed from view at request of the author"
    "removed from view at U of T's discretion"
    "removed from view at U of T Libraries' discretion"
    "removed from view by legal order"

    Since any T-Space item that has existed at some time may have been cited, we will always supply a "tombstone" when the item is requested, which will include the original metadata (for verification) plus one of the above withdrawl 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 harvesting.


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