Template for submission policies
Theme | submission policy | ||
|---|---|---|---|
Name | Name of Submission policy | ||
Version of submission policy | X.X | ||
Date of agreement | DD.MM.YYYY | ||
| Revision Date | one year after date of agreement | ||
Owner | responsible organisation unit | Version of submission policy | X.X |
Donating body | Team/institution xyz | ||
Corresponding contract / Memorandum of Understanding | Contract name Contract date | ||
Approved by | responsible managers of both sides | ||
Date of approvement | |||
Applicable to following collections | Collection ID |
...
Description of data storage (folder names / directory structure / path names), the material types deposited there, and the applicable licence texts and versions in each case.
1.1.1 Directory tree
...
of the organizational/structuring directory structure (without data packages)
Directory tree , starting from the top directory of the data storage up to the level above the data packages.
A data package contains files organised in several representations, depending on the type of transmission chosen, as well as corresponding metadata as dc.xml and/or source metadata, where applicable.
The data package can be named after an external identifier as the package name, which is issued in reporting. An MD5 checksum must be transferred with every file. This checksum is used for integrity assurance during data transfer and submission to the digital archive, but it is not part of the archive package.
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Grouping criterion, e.g. licence term
...
Corresponding collection ID
...
Criterion 1, e.g. CC licence
...
123
...
Criterion 2, e.g. in the public domain
...
...
Criterion 3, e.g. licence agreement XY
...
Published literature_licence agreement_XY
1.1.2 Overview of the collection structure
Path | Collection ID* | Collection / material type | Subcollection | Legal basis of archiving | Access rights in Rosetta (Access Rights) | Usage rights (dcterms:accessRights) | Password-protected files |
Digital reproductions_in the public domain | |||||||
123 | |||||||
Published literature_licence agreement_XY_with_PW |
*A collection ID corresponds to an ingest process for data packages with identical ingest parameterisation.
1.1.3 Licence texts and versions
Overview of the licence terms applicable to objects in the collection.
| License temrs | documented as | key value | Associated collection ID |
|---|---|---|---|
| Right of access to the document as granted by the producer | dcterms:accessRights | ||
| Legal basis of archiving | dc:rights | ||
Name of the Submission Agreement | dcterms:license |
Name of licence term
Corresponding collection ID
CC licence
123
In the public domain
Digital reproductions_in the public domain
Licence agreement XY
1.2 Metadata
Description of metadata delivered (use of the GVK interface, description of additional metadata with the metadata standard)
1.2.1 Use of the
...
K10plus interface
Collection ID | Yes/no Use of the GVK interface | Other interfaces | K10plus interface |
Yes/no |
1.2.2 Additional metadata delivered
Collection ID | dc.xml | Source metadata with the metadata standard |
Yes/no | Dublin Core/METS/MODS/EAD/Other |
Mapping specification
| Element Name | Element description | Mandatory (M = Mandatory, O = Optional) | repeatable (Y = Yes, N = No) | Example | Dublin Core Element | String building |
|---|---|---|---|---|---|---|
1.3 Structure
Structure of data packages in data storage (agreed structure and responsibilities)
...
Collection ID | SIP specification |
|---|---|
1-n representations with 1-n files or complex data structures | |
1.2.3 Metadata Profile
| Descriptive MD Elements | DNX Elements |
|---|---|
2. Configuration and ingest parameterisation
...
Collection ID | MASTER | MODIFIED_MASTER | DERIVATIVE_COPY | OCR | Additional representations | |
|---|---|---|---|---|---|---|
Content | Digital reproductions_in the public domain | TIFF files | --- | JPEG files | XML files with OCR | --- |
123 | 1-n PDF files in the “Original” directory | 1-n PDF files in the “edited” directory with additionally created title page | 1-n PDF files from the “edited” directory are compressed into 1 PDF file for the presentation platform | --- | --- |
4.
...
Transfer of legacy holdings (already existing data)
4.1 Data transfer
Description of data delivery, comprising data transfer and the submission procedure
4.1 Data transfer
Description of the data transfer to TIB
the legacy data transfer (existing data at the time of the initial transfer)
Transfer type | Transmission interval | Location |
|---|---|---|
SFTP / transmission from hard disk | Daily/monthly/.../annually |
4.2 Submission procedure
Description of the submission procedure for the first delivery as well as regular additions
Submission interval: daily/weekly/monthly/quarterly/half-yearly/annually (Delete where inapplicable)
Collection ID | Submission procedure |
|---|---|
Manual/automatic |
5. Transfer of newly received data (new additions)
5.1 new additions
Description of the takeover of new additions and the takeover procedure (takeover in a fixed time cycle of stocks added since the initial takeover)Data packages are submitted with the structure defined in 1.3. Checksums (MD5) are also delivered at the file level.
Transfer type | Transmission interval | Location |
|---|---|---|
SFTP / transmission from hard disk | Daily/monthly/.../annually |
...
5.2 Submission procedure
Description of the submission procedure for the first delivery as well as regular additions
Submission interval: daily/weekly/monthly/quarterly/half-yearly/annually (Delete where inapplicable)
Collection ID | Submission procedure |
|---|---|
Manual/automatic |
...
6. Preservation level
Description of the preservation existing conservation levels available and assignment allocation of preservation the conservation levels to individual collections
Preservation levels are defined in the TIB Preservation Policy in the section on “Preservation levels”.
The following preservation levels are agreed onthe individual stocksThe following conservation levels have been agreed. Restrictions apply to password-protected files and proprietary file formats. If preservation management is prevented due to password protection or a proprietary file formatprevents preservation measures, only bitstream preservation Bitstream Preservation can be ensured guaranteed for those these files. Password-protected files shall must be identified by the donating body submitting institution and reported to TIB’s Digital Preservation team during data delivery. Such files the TIB's long-term archiving team when the data is transferred. They are marked with corresponding metadata in the digital preservation system accordinglylong-term archiving system.
Preservation level | Description | Concerns |
|---|---|---|
Full preservation | Preservation of data flow and content by preservation management | Files without password protection |
Bit preservation | Preservation of the data flow | Password-protected files and proprietary file formats |
...
| Collection ID | Directory name for pw-protected files | Path |
|---|
...
7. Reporting
Description of the elements and frequency of reports
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Reporting interval | Package name | ID in the system | Agreed content of report |
|---|
...
8. Export
Description of export
Packages can be exported from the DP system. The following options are available:
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