Tufts Digital Repository Collection Policy

DIGITAL ASSET CATEGORIES AND ROLES FOR THE TUFTS INSTITUTIONAL REPOSITORY 

This document attempts to delineate specific categories of materials that could be deposited in the Tufts Institutional Repository.  It outlines which unit is the steward for each specific category and also the roles and work processes stewardship entails.  The categories below are intended to provide general guidance on types of materials that may be collected, recognizing that we may need to address material that fits into multiple categories or does not fit these categories.  These will be discussed as they arise by the Collections Steering Team, or designated subset, which will make collecting decisions and decide on appropriate roles for staff across the libraries. 

Born-digital university records and manuscript collections: 

DCA 

Including digital university records, digital manuscript collections, University publications, including publications by centers, student organizations, newsletters, magazines, journals, etc:  

Licensed content: 

The library that holds the license 

  • Anything the library hosts (streaming video, streaming audio, etc) 

  • Out of copyright materials the library licensed 

  • Journal archives when access is lost (and C/LOCKSS or Portico don’t apply) 

Roles and timelines for licensed content: 

Outreach 

Collecting Decision 

Ingest/metadata 

Stewardship* 

Timeline 

Appropriate Library 

Appropriate Library 

Tisch Tech Services 

Appropriate Library 

Within 2 weeks of receipt if feasible.  Larger collections may take up to 3 months. We will accommodate rush requests 

 

*In all these contexts, stewardship refers to long term management; preservation migration strategies; access and use policies. 

Digitized collections: 

The library that owns or manages the analog content 

  • Analog collections that the library digitizes from both special collections and open stacks 

  • Analog materials the library digitizes for other libraries or for faculty  

Roles and timelines for digitized collections: 

Outreach 

Collecting Decision 

Ingest/metadata 

Stewardship* 

Timeline 

Appropriate Library 

Appropriate Library 

Tisch Tech Services/DCA for DCA collections 

Appropriate Library 

Project dependent on the size of the collection 

 

Student work:  

Student work is a particularly complicated category.  The categories below are intended to provide general guidance on types of materials that may be collected, recognizing that we may need to address materials that fit into multiple categories, or that do not fit these categories. These should be discussed as they arise by the CST or subset of the CST, which will make collecting decisions and decide on appropriate roles for staff across the libraries.  In general, DCA seeks to document teaching and learning at the University and collects records in all formats related to these functions.  In general these collecting efforts focus on documenting entire programs, initiatives, or departmental activities, rather than individual student papers, juried student work, or other work collected as examples of current student research. 

Materials collected by Tisch or other libraries and for which Tisch or another library serves as the steward will have a review date (5 years), at which time the content will be appraised for archival value and long-term retention. 

  • Undergraduate capstones: DCA 

  • Undergraduate senior theses: DCA 

  • Graduate theses and dissertations: DCA 

  • Undergraduate Summer Scholars: Tisch Library 

  • Juried Student Work: as a category the steward is the appropriate school library 

  • GIS posters: Tisch Library 

  • Tisch Undergraduate Research Awards winners: Tisch Library 

  • Conference posters/presentations:  Appropriate school library 

  • Individual student publications for which copyright is not an issue: Appropriate school library 

  • Student videos (for class work):  Appropriate school library 

Roles for student works: 

Content 

Outreach 

Collecting Decision 

Ingest/metadata 

Stewardship* 

Capstones 

Appropriate Library 

Programs/departments 

Tisch 

DCA 

Undergraduate Theses 

Appropriate library 

School policy 

Tisch 

DCA 

 

Master’s theses 

Appropriate Library 

School policy 

Tisch 

DCA 

Master’s qualifying papers 

Appropriate Library 

School policy 

Tisch 

DCA 

Dissertations 

Appropriate Library 

University Policy? 

Tisch 

DCA 

 

Summer Scholars 

Tisch 

Tisch 

Tisch 

Tisch 

Juried Student Work 

Appropriate Library 

Appropriate Library 

Tisch 

Appropriate Library 

Conference Programs and Presentations 

Appropriate Library 

Appropriate Library 

Tisch 

Appropriate Library 

Individual Open Access Publications 

Appropriate Library 

Appropriate Library 

Tisch 

Appropriate Library 

Student Videos (submitted as class work) 

Appropriate Library 

Appropriate Library 

Tisch 

Appropriate Library 

Not categorized 

Appropriate Library/DCA 

TBD by CST or subset 

TBD by CST or subset 

TBD CST or subset 

 

Timelines for Student Works:  The Library will make student work available within 2 weeks of receipt after dept. approval, or receipt from Proquest. Large numbers received simultaneously may take up to 3 months before they are available. We will accommodate rush requests.  

Note:  Publication of student works requiring Dept. Approval is dependent on the length of time of the approval process.  

Faculty and staff works: 

Responsibility for Stewardship resides with the library for the school with which the faculty/staff member is affiliated or DCA (see below*) 

  • Published materials for which copyright is not an issue: 

  • Open access journal articles—batches received from the publishers 

  • Individual deposits of published journal articles 

  • Pre-prints/working papers 

  • Open faculty journals that the library hosts 

  • Published books for which there are permissions for deposit 

  • Technical reports 

  • Conference proceedings 

  • Data—quantitative and qualitative (field notes, oral histories, images, videos)*  

  • Digital Projects* 

*Note on faculty and staff works: unpublished notes, oral histories, images and other content are often best managed archivally as faculty papers. This is currently within DCA’s collecting scope and DCA will continue to collect this content in all formats. 

Roles and timelines for faculty and staff works: 

Outreach 

Collecting Decision 

Ingest/metadata 

Stewardship* 

Timeline 

Appropriate Library 

Appropriate Library 

Tisch Tech Services 

Appropriate Library 

Within 2 weeks of receipt after dept. approval. Larger collections may take up to 3 months. We will accommodate rush requests 

 

Note: 

It will be possible to rush the processing time when needed through consultation between the appropriate library and Tisch Technical Services. 

Timelines will be clearly communicated to depositors on the self-deposit form.