Policies

Definitions:

The OSU Knowledge Bank consists of collections submitted by OSU communities. A Knowledge Bank “community” has an affiliation with The Ohio State University, a focused research interest, has a defined OSU manager/director, and has the ability to set community policies. A community can be an academic department, an administrative unit, or an interdisciplinary center. Groups wishing to establish a Knowledge Bank community that do not fall into these definitions will be considered on a case-by-case basis.

Community Responsibilities:

  • arrange for selection, submission and description of content
  • make decisions about community and collection definitions
  • assign a coordinator who can work with Knowledge Bank staff
  • notify the Library of organizational changes affecting submissions
  • reply to periodic reconfirmation of community information
  • understand and observe university policies relevant to the Knowledge Bank, and educate community submitters regarding such policies
  • obtain copyright permission for items submitted
  • decide upon a submission workflow for each collection

Community Rights:

  • decide policy regarding content to be submitted
  • decide who may submit content, if it is a community of more than one
  • limit access to content at the item level either to OSU only or to specific individuals or groups as negotiated with knowledge Bank staff in accordance with the Access Policy
  • approve addition or elimination of sub-communities
  • customize interfaces to community content

Knowledge Bank Responsibilities:

  • retain and maintain content submitted to the Knowledge Bank
  • distribute content as negotiated with a community in accordance with the Access Policy
  • preserve content using accepted preservation techniques
  • provide access in accordance with community agreements
  • notify communities of significant changes to content, e.g. format migration
  • if the OSU libraries cease to support the Knowledge Bank, return collections to existing communities and transfer to OSU archives collection of communities that cease to exist
  • maintain appropriate technology infrastructure and security
  • comply with university policy on issues which affect the Knowledge Bank

Knowledge Bank Rights:

  • redistribute, or amend metadata for items in the Knowledge Bank
  • refuse or remove from view items or Collections under certain circumstances - as outlined in the Withdrawal Policy
  • re-negotiate terms of original agreement with communities, if necessary
  • perform appraisal for long-term archiving when communities cease to exist
  • move collections to reflect current understanding between the Knowledge Bank and communities
  • migrate items if format is in danger of obsolescence establish quotas (size of files, number of items) and determine fee structures, if necessary
  • establish a fee structure for activities requiring extensive centralized support from the Knowledge Bank (e.g. large amount of de-accessioning)

Withdrawal Policy:

The Knowledge Bank foresees times when it may be necessary to remove items from the repository. Items are not actually removed, but rather they are removed from view, preventing the loss of the historical record. All such transactions are traced in the form of a note in the [Description.provenance] field of the Dublin Core record. The content of the note is one of the following:

  • “removed from view at request of the author”
  • “removed from view at OSU’s discretion”
  • “removed from view at OSU Libraries’ discretion”
  • “removed from view by legal order”

Since Knowledge Bank items requested to be removed may have been cited, a “tombstone” is supplied when the item is requested which will include the original metadata (for verification) plus one of the above withdrawal statements in place of the link to the item. The metadata is visible, but not searchable, and is unavailable for metadata harvesting.

Content Guidelines

  • content must be of an educational nature or research oriented
  • content must be in a digital form
  • content should be ready for general distribution in a completed state
  • the author/creator should grant the Knowledge Bank the right to preserve and distribute the work
  • if part of a series, there should be a commitment that other works in that series are submitted to the Knowledge Bank

Access Policy

All items in the Knowledge Bank will be considered free for all to view, in accordance with standard “open access” principals, unless otherwise negotiated with Knowledge Bank staff.

  • under negotiated circumstances an item can fall under an “embargo” in which access is blocked, preventing the ability to view the item.
  • items can be embargoed for one, three, or five years before defaulting to open access
  • the metadata for an embargoed item, viewable by the public, will state the terms of embargo

The Knowledge Bank Privacy Policy

The Knowledge Bank is committed to preserving the privacy of those submitting material in to the repository. The personal information received is used solely for purposes of the functioning of the system, and for the specific research purposes described below.

  • The system collects personal information from “users” involved in the submission of content and metadata and “users” who subscribe to the “alerting” service.
  • Information about individual visits to the repository, or personal information that a community submitter provides, such as name, address, email address, telephone number, etc. is not disclosed to any outside parties except when required by law.