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ScholarsArchive@OSU metadata records will hold a CC0 public domain dedication. Descriptions may be accessed through public search engines on the open web, and metadata records may be harvested by or shared with other repositories.
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Most content deposited to ScholarsArchive@OSU is textual in nature: theses and dissertations, research articles, presentations, technical reports, conference proceedings, posters, etc. The PDF file format is required for this content. PDF/A is preferred, though standard PDF is acceptable. For other resource types, consult the ScholarsArchive@OSU Preferred File Formats guide.
OSU Libraries and Press guarantees that objects submitted to ScholarsArchive@OSU using recommended file formats will be retrievable in the future. This commitment applies to required file formats, including PDF for text content, and those file formats designated as “Highest Confidence” by the ScholarsArchive@OSU Preferred File Formats guide. In the case of deprecation or obsolescence of any required or recommended file format(s), OSULP repository staff will engage in format migration or other active preservation strategies as appropriate to provide continuing access to and usability of the objects.
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- Review and make appropriate revisions to the ScholarsArchive@OSU Preferred File Formats guide to ensure that recommendations remain up to date with current national and international standards and best practices.
- Compile an annual inventory of file formats stored in the repository, and plan to address format migration(s) if indicated.
- Review fixity reports and restore relevant files from backups as needed.
- Review and make appropriate revisions to this Preservation Policy.
- Produce a preservation assessment report, which will be made publicly available with other Library Assessment Reports.
Withdrawal, Replacement, and Access Restriction Policy
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Content that is deposited in ScholarsArchive@OSU will not be withdrawn unless for a compelling reason such as gross errors, regulatory requirements, or academic/professional misconduct. All withdrawal requests are reviewed at least by the repository administrator and the University Librarian, and should include a description of the reason for the request. For some content types, a withdrawal request must also be reviewed by other administrators at the University and in those cases the repository administrator will inform the requester of this need for additional review. Oregon State University has designated an agent to receive notification of alleged copyright infringement in the oregonstate.edu domain. If you believe your copyrighted work is appearing on an OSU site without permission, please notify our DMCA agent.
Access Restrictions and Embargoes
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OSU Community Embargo (Embargo Period: generally 6 months to 2 years)
Use case: Dissertations and theses that have been placed under embargo
Item openly available to OSU Community only
Metadata (author, title, abstract, etc.) openly available on the open web
Item openly available on the open web after embargo period expires
OSU Community Permanent Access Exception (Exception Period: indefinite)
Use case: Dissertations and theses granted special exception (e.g. those from the Creative Writing program)
Item openly available to OSU Community only
Metadata (author, title, abstract, etc.) openly available on the open web
Repository Administrators Embargo (Embargo Period: generally 6 months to 2 years)
Use cases:
Datasets that are still being used to generate publications
Research documents that have intellectual property or patentable material on which the authors are taking action
Items that are in violation of Institutional Review Board approval, but for which a metadata record is still desired
Item completely hidden from everyone but ScholarsArchive@OSU Administrators
Metadata other than author and title (abstract, etc.) completely hidden from everyone but ScholarsArchive@OSU Administrators
Item and metadata openly available on the open web after embargo period expires
Repository Administrators Permanent Access Exception (Exception Period: indefinite)
Use case: Research that has been withdrawn from the repository
Item completely hidden from everyone but ScholarsArchive@OSU Administrators
Metadata other than author and title (abstract, etc.) completely hidden from everyone but ScholarsArchive@OSU Administrators
File Only Access Restriction
Use case: Files restricted due to sensitive or legally challenged content (e.g. NAGPRA)
File is unavailable for download or access except by Repository Administrators
Metadata is available for viewing
Author Name Change Policy
OSULP supports the right of authors to be known by their preferred name across their scholarly contributions. Authors’ and other contributors’ names displayed in metadata records and in textual works within ScholarsArchive@OSU shall be updated upon request.
Repository staff are committed to responding to name change requests with as few barriers as possible. No justification or explanation is required for a name change. In the case of a request to change a first/given name only, no documentation is needed. To prevent fraudulent requests, requests to change a last/family name or full name that do not come from an OSU email address should be accompanied by sufficient proof to confirm the person’s identity. We are not able to carry out a name change request on behalf of another individual.
To protect authors’ privacy, we will not issue a notice of correction for the name change or notify co-authors or other contributors. Requests will be carried out discreetly between repository staff and the requesting author.
Exceptions:
- Approved student works:
- Student works such as theses and dissertations have undergone review and approval prior to deposit in ScholarsArchive@OSU and are considered part of the official record of the University. For these types of works, a name change requires confirmation of the signature authority (e.g. the Graduate School for Masters Theses and Dissertations; the Honors College for Honors College Theses; the student’s major professor, committee chair, or department chair for other types of approved student works) prior to implementing the change in the repository. Repository staff will work with the signature authority on behalf of the requesting author to obtain that confirmation.
- Note that a name change request for ScholarsArchive@OSU works does not update a student’s name with the Office of the Registrar, or vice versa. To request a name or biographical information update with the Office of the Registrar, see https://registrar.oregonstate.edu/biographical-information-updates.
- Multimedia items:
- Repository staff are not able to edit audio, video, or image files to change an author’s name. The author may provide an alternate version of the file or a disclaimer to display alongside their work.
- References to ScholarsArchive@OSU works in external systems:
- In most cases, we are not able to correct references found in outside systems that point to works in ScholarsArchive@OSU. This includes citations for publications as well as web resources that indexed the page prior to the name change.
- Repository staff will submit a request to have Google search results updated as part of the name change process.
- For works with DOIs registered by OSU, repository staff will update the author’s name with the DOI registration service (either Crossref or DataCite).
Any affected individual may request a name change for works in ScholarsArchive@OSU in which their name appears. To request a name change, email ScholarsArchive@oregonstate.edu with your previous name, current name, and known works in which the change should be made.
Open Access Policy Implementation
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Data producers interested in periodic preservation of continuously updated (streaming) data should contact the Repository Administrator (scholarsarchive@oregonstate.edu) and/or Research Data Services (researchdataservices@oregonstate.edu) to discuss best practices for curating streaming data.
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The upper limit on uploading individual files is 500MB. Users should contact ScholarsArchive@OSU administrators (scholarsarchive@oregonstate.edu) to upload files larger than approximately 500MB. Submissions larger than 5GB will be distributed using the BitTorrent protocol. In these cases, the ScholarsArchive@OSU record will include:
The documentation file/s for the dataset
A torrent file
Information about torrenting, and instructions to download the dataset with a torrent client https://library.oregonstate.edu/bittorrent-guide
Orphaned Submissions Policy
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A. Copyright Complaints: We respect the intellectual property rights of others. If you believe your copyright has been violated on the Site, please notify us through Oregon State University's designated agent under the Digital Millennium Copyright Act (see 17 U.S.C. §512(c)(3).
B. Other Site Issues: Please direct all other communications to contact form.
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