Tufts Digital Repository Collection Policy

DIGITAL ASSET CATEGORIES AND ROLES FOR THE TUFTS INSTITUTIONAL REPOSITORY 

This document attempts to delineate specific categories of materials that could be deposited in the Tufts Institutional Repository.  It outlines which unit is the steward for each specific category and also the roles and work processes stewardship entails.  The categories below are intended to provide general guidance on types of materials that may be collected, recognizing that we may need to address material that fits into multiple categories or does not fit these categories.  These will be discussed as they arise by the Collections Steering Team, or designated subset, which will make collecting decisions and decide on appropriate roles for staff across the libraries. 

Born-digital university records and manuscript collections: 

TARC 

Including digital university records, digital manuscript collections, University publications, including publications by centers, student organizations, newsletters, magazines, journals, etc:  

Licensed content: 

The library that holds the license 

• Anything the library hosts (streaming video, streaming audio, etc) 

• Out of copyright materials the library licensed 

• Journal archives when access is lost (and C/LOCKSS or Portico don’t apply) 

Roles and timelines for licensed content: 

Outreach	Collecting Decision	Ingest/metadata	Stewardship*	Timeline
Appropriate Library	Appropriate Library	Tisch Tech Services	Appropriate Library	Within 2 weeks of receipt if feasible.  Larger collections may take up to 3 months. We will accommodate rush requests

 

*In all these contexts, stewardship refers to long term management; preservation migration strategies; access and use policies. 

Digitized collections: 

The library that owns or manages the analog content 

• Analog collections that the library digitizes from both special collections and open stacks 

• Analog materials the library digitizes for other libraries or for faculty  

Roles and timelines for digitized collections: 

Outreach	Collecting Decision	Ingest/metadata	Stewardship*	Timeline
Appropriate Library	Appropriate Library	Tisch Tech Services/TARC for TARC collections	Appropriate Library	Project dependent on the size of the collection

 

Student work:  

Student work is a particularly complicated category.  The categories below are intended to provide general guidance on types of materials that may be collected, recognizing that we may need to address materials that fit into multiple categories, or that do not fit these categories. These should be discussed as they arise by the CST or subset of the CST, which will make collecting decisions and decide on appropriate roles for staff across the libraries.  In general, TARC seeks to document teaching and learning at the University and collects records in all formats related to these functions.  In general these collecting efforts focus on documenting entire programs, initiatives, or departmental activities, rather than individual student papers, juried student work, or other work collected as examples of current student research. 

Materials collected by Tisch or other libraries and for which Tisch or another library serves as the steward will have a review date (5 years), at which time the content will be appraised for archival value and long-term retention. 

• Undergraduate capstones: TARC 

• Undergraduate senior theses: TARC 

• Graduate theses and dissertations: TARC 

• Undergraduate Summer Scholars: Tisch Library 

• Juried Student Work: as a category the steward is the appropriate school library 

• GIS posters: Tisch Library 

• Tisch Undergraduate Research Awards winners: Tisch Library 

• Conference posters/presentations:  Appropriate school library 

• Individual student publications for which copyright is not an issue: Appropriate school library 

• Student videos (for class work):  Appropriate school library 

Roles for student works: 

Content	Outreach	Collecting Decision	Ingest/metadata	Stewardship*
Capstones	Appropriate Library	Programs/departments	Tisch	TARC
Undergraduate Theses	Appropriate library	School policy	Tisch	TARC
Master’s theses	Appropriate Library	School policy	Tisch	TARC
Master’s qualifying papers	Appropriate Library	School policy	Tisch	TARC
Dissertations	Appropriate Library	University Policy?	Tisch	TARC
Summer Scholars	Tisch	Tisch	Tisch	Tisch
Juried Student Work	Appropriate Library	Appropriate Library	Tisch	Appropriate Library
Conference Programs and Presentations	Appropriate Library	Appropriate Library	Tisch	Appropriate Library
Individual Open Access Publications	Appropriate Library	Appropriate Library	Tisch	Appropriate Library
Student Videos (submitted as class work)	Appropriate Library	Appropriate Library	Tisch	Appropriate Library
Not categorized	Appropriate Library/TARC	TBD by CST or subset	TBD by CST or subset	TBD CST or subset

 

Timelines for Student Works:  The Library will make student work available within 2 weeks of receipt after dept. approval, or receipt from Proquest. Large numbers received simultaneously may take up to 3 months before they are available. We will accommodate rush requests.  

Note:  Publication of student works requiring Dept. Approval is dependent on the length of time of the approval process.  

Faculty and staff works: 

Responsibility for Stewardship resides with the library for the school with which the faculty/staff member is affiliated or TARC (see below*) 

• Published materials for which copyright is not an issue: 

• Open access journal articles—batches received from the publishers 

• Individual deposits of published journal articles 

• Pre-prints/working papers 

• Open faculty journals that the library hosts 

• Published books for which there are permissions for deposit 

• Technical reports 

• Conference proceedings 

• Data—quantitative and qualitative (field notes, oral histories, images, videos)*  

• Digital Projects* 

*Note on faculty and staff works: unpublished notes, oral histories, images and other content are often best managed archivally as faculty papers. This is currently within TARC’s collecting scope and TARC will continue to collect this content in all formats. 

Roles and timelines for faculty and staff works: 

Outreach	Collecting Decision	Ingest/metadata	Stewardship*	Timeline
Appropriate Library	Appropriate Library	Tisch Tech Services	Appropriate Library	Within 2 weeks of receipt after dept. approval. Larger collections may take up to 3 months. We will accommodate rush requests

 

Note: 

It will be possible to rush the processing time when needed through consultation between the appropriate library and Tisch Technical Services. 

Timelines will be clearly communicated to depositors on the self-deposit form.