RD&E Research Repository policies

The following policies have been developed using the OpenDOAR minimum recommendations for repository policy. These policies are in a state of development and may be subject to change.

Position Statement

In implementing a research repository, the RD&E aims to capture and deposit bibliographic information for all Trust-related research outputs in the repository, so that there is a comprehensive institutional record of research activity. Repository administrators will regularly capture bibliographic information for all Trust-related research outputs and add the metadata to the repository.

The Trust recommends that the final version of any journal and conference articles are deposited, and made Open Access where this is permitted by the publisher, to maximise the visibility and impact of research. The repository administrators will contact RD&E authors to ask for the appropriate full-text version of their article(s) to deposit into the repository, where publisher's permissions allow.

RD&E authors have the option to submit bibliographic information and full-text items themselves if they so wish. They will need to register and then contact the repository administrators for permission to submit items to their relevant Community/collection.

Metadata Policy for information describing items in the repository

1. Anyone may access the metadata free of charge.
2. The metadata may be re-used in any medium without prior permission for not-for-profit purposes provided the OAI Identifier or a link to the original metadata record are given.
3. The metadata must not be re-used in any medium for commercial purposes without formal permission.


Data Policy for full-text and other full data items

1. Anyone may access full items free of charge.
2. Single copies of full items can be:
   (a) reproduced, and displayed or performed in any format or medium
   (b) for personal research or study, educational, or not-for-profit purposes without prior permission or charge.
   (a) the authors, title and full bibliographic details are given
   (b) a hyperlink and/or URL are given for the original metadata page
3. Full items must not be harvested by robots except transiently for full-text indexing or citation analysis
4. Full items must not be sold commercially in any format or medium without formal permission of the copyright holders.
5. Some full items are individually tagged with different rights permissions and conditions.
6. This repository is not the publisher; it is merely the online archive.
7. Mention of RD&E Research Repository is appreciated but not mandatory.


Content Policy for types of document & data set held

1. This is an institutional or departmental repository.

2. RD&E Research Repository holds all types of materials.

3. Deposited items may include:

   (a) working drafts

   (b) submitted versions (as sent to journals for peer-review)

   (c) accepted versions (author's final peer-reviewed drafts)

   (d) published versions (publisher-created files)

4. Items are individually tagged with:

   (a) their version type and date.

   (b) their publication status.

5. Principal Languages: English

Submission Policy concerning depositors, quality & copyright

1. Items may only be deposited by accredited members, and employees of the organisation, or their delegated agents.

2. Authors may only submit their own work for archiving.

3. The administrator only vets items for the eligibility of authors/depositors, relevance to the scope of RD&E Research Repository, and the exclusion of spam

4. The validity and authenticity of the content of submissions is the sole responsibility of the depositor.

5. Items can be deposited at any time, but will not be made publicly visible until any publishers' or funders' embargo period has expired.

6. Any copyright violations are entirely the responsibility of the authors/depositors.

7. If RD&E Research Repository receives proof of copyright violation, the relevant item will be removed immediately.

Preservation Policy

1. Items will be retained indefinitely.
2. RD&E Research Repository will try to ensure continued readability and accessibility.
   (a) Items will be migrated to new file formats where necessary.
3. RD&E Research Repository regularly backs up its files according to current best practice.
4. Items may be removed at the request of the author/copyright holder, but this is strongly discouraged.
5. Acceptable reasons for withdrawal include:
   (a) Journal publishers' rules
   (b) Proven copyright violation or plagiarism
   (c) Legal requirements and proven violations
   (d) National Security
   (e) Falsified research
6. Withdrawn items are not deleted per se, but are removed from public view.
7. Withdrawn items' identifiers/URLs are retained indefinitely.
8. URLs will continue to point to 'tombstone' citations, to avoid broken links and to retain item histories.  
9. Changes to deposited items are not permitted.
10. If necessary, an updated version may be deposited.  
11. In the event of RD&E Research Repository being closed down, the database will be transferred to another appropriate archive.