Re: [digital-curation] Administering access to multiple copies of ETDs

[Tom Cramer]

Christie,

At Stanford we ask degree candidates to get permission for others' materials that they incorporate into their dissertations, and we ingest these permission letters / emails along with the ETD. In cases where this hasn't been possible for whatever reason, we require depositors to put a "clean" and shareable version of the ETD as the primary asset in the deposit, and the copyrighted materials in an auxiliary file which has its own, elevated access restrictions. We've found that use of this is an extreme exception rather than the rule (less than 1% of deposits over four years). 

My colleague Hannah Frost (who is also on this list, I think) or I can provide more information if you are interested. 

- Tom

On Jan 24, 2013, at 6:37 AM, Christie Peterson wrote:

My apologies in advance if this is too far afield of this group's target interests, but I'm hopeful that the repository developers and administrators here may have some experience in this area.

I am a participant in the group in my University's library that is designing and implementing an ETD submission, preservation and access system. The university-wide PhD Board has created a policy regarding ETDs which it is this group's task to implement.

Regarding copyrighted materials used in ETDs, the policy states that in the cases where rights to all materials used in the ETD have not been obtained and/or where the use falls outside of fair use, the library will be charged with preserving and administering access to two separate copies of the ETD: a "definitive copy" containing the copyrighted materials, which will be available for library and campus use "for scholarly purposes only", and a "public copy" that will be made freely available over the Internet, in which the copyrighted materials are redacted or altered.

My question is this: has anyone attempted or implemented such a system? In looking at peer institutions, I have not found any that have implemented such a system, and I suspect this is for very good reason.

Thanks in advance for any input you may have.

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[Christie Peterson]

Thank you very much for the response, Tom. This is similar to what we are looking at, so I or one of my colleagues will likely  be contacting you directly with some more specific questions as this develops.

[Trevor Owens]

There are a few pages on this in a ARL's "Code of Best Practices in Fair Use for Academic and Research Libraries"

URL: http://www.arl.org/bm~doc/code-of-best-practices-fair-use.pdf 

Here's a quote;

"Use of quotations, still frames, illustrative excerpts, and the like is common practice in scholarly writing, and is at the heart of fair use. Libraries respect the authors’ fair use rights when they accept these materials intact into the IR and make them available unchanged to the public. Libraries that operate IRs can and should respect and maintain the integrity of materials they accept for deposit, rather than insisting on unnecessary permissions or requiring unnecessary deletions. Fair use makes this possible. Many institutions use vendors to host and maintain ETDs and IRs, and libraries should work to ensure that vendors also respect authors’ fair use rights." 

Sent from my iPhone