Content Collection Policy
eCommons is a service of the Cornell University Library that provides long-term access to a broad range of Cornell-related digital content of enduring value. It does so by accepting, describing, organizing, storing, and preserving that content. The following describes the characteristics of content appropriate for submission to eCommons.
Content deposited in eCommons reflects the intellectual output of Cornell faculty, researchers, staff, and students. It is educational or research-oriented in nature. Examples of appropriate content include pre- and post-prints, working papers, technical reports, conference papers, and theses.
Content of archival value produced or sponsored by administrative offices, academic units, and student groups may also be appropriate for deposit in the eCommons. Examples of such content include digital departmental newsletters, administrative reports, compilations of University data, meeting agendas, and minutes.
Content produced by others but of research and/or teaching value may also be appropriate for eCommons. Such material is normally solicited, collected, or identified by Cornell faculty, researchers, staff, and students who then arrange all necessary clearances needed to deposit the material (see Deposit Agreement). Examples of such content include data sets, electronic books and multimedia, presentations given at Cornell events, and digitized research materials.
eCommons can accept many electronic file formats. Certain formats, however, such as plain text, XML, and PDF/A, are recommended because the likelihood of their full preservation in the future is much higher (see Preservation Support Policy, and Recommended File Formats for eCommons).
Individual files deposited in eCommons should normally be less than 1 GB in size.
The author/owner of content deposited in eCommons must be willing and able to grant Cornell University the right to preserve and distribute the work via eCommons (see Deposit Agreement).
Requirements for depositing content in eCommons are:
Data Deposit Policy
These policies are specific to research data and data management planning. Cornell researchers may use eCommons as a means of providing access to and preserving data sets, subject to the following conditions:
Cornell researchers, especially those with quantities of data that exceed the limits of current policy, are strongly encouraged to consult with the Research Data Management Service Group (RDMSG) to determine whether eCommons is an appropriate repository for their data, and to consult the best practices documents available on the RDMSG website. Of particular relevance are the guidance on File formats, Guide to writing "readme" style metadata, and guide to Preparing tabular data for description and archiving.
Cornell researchers planning to use eCommons as a component of their data management plan (subject to the above conditions, and if no embargo or restrictions apply) may include the following language in the plan:
[Specify data sets] will be deposited in Cornell University Library's institutional repository, eCommons (http://ecommons.library.cornell.edu/), for preservation and access. Data sets will be available via the world wide web without restriction. eCommons provides each item with a persistent URL and is committed to preserving the binary form of the digital object.
By default, material deposited in eCommons will be openly accessible worldwide over the Web. Under certain circumstances, restrictions or temporary embargoes on worldwide open access may be imposed. The following restrictions and embargoes are allowed:
Access restrictions are set during the deposit process but may be relaxed at a later date.
Requests for restrictions on access should be addressed to the eCommons Administrator.
eCommons is intended to provide persistent access to deposited material. Under certain circumstances, however, it may be necessary to remove material from eCommons.
A request for removal should be directed to the eCommons Administrator and include the reasons for withdrawal. eCommons staff may contact the requestor for additional information.
Since the goal of eCommons is persistent long-term access to content, original item records are retained for all withdrawn content. These records, including all original metadata, will be displayed to users. These records will contain one of the following statements:
Content Alteration Policy
Once deposited, content should not normally be modified. If removal is necessary, that process will follow the Withdrawal Policy. If the description of the content (its metadata) is incorrect, the depositor must send an explanation of the error and its correction to the eCommons Administrator. Reasonable corrections to metadata will be made by eCommons staff.
If the depositor wishes to update a work, providing a new version of an existing eCommons item, he/she must contact the eCommons Administrator with an explanation. If a content file is replaced, a note will be added to the content description ("Content replaced at author's request on [date]"). If content is supplemented, by additional content files, those files should be named and dated accordingly.
Cornell University Library is committed to preserving your privacy. Any personal information collected in the process of operating eCommons or providing access to content within eCommons is subject to the Library's Confidentiality Policy. The operation of eCommons also complies with Cornell University's policies governing Privacy of the Network.
Preservation Support Policy
Cornell University Library is committed to responsible and sustainable management of works deposited in eCommons and to ensuring long-term access to those works.
All work deposited in eCommons will be assigned a persistent identifier and a persistent Web address (URL).
While prudent efforts will be taken to preserve work in any digital format submitted to eCommons, submission in a recommended file format is strongly encouraged in order to facilitate long-term preservation. See Recommended File Formats for eCommons for a list of preferred formats.
At this time, eCommons is committed to preserving the binary form of the digital object. Further practical measures to preserve as much functionality ("look and feel") of the original content as possible will be taken as resources permit.
Digital preservation is an evolving field. Current long-term preservation strategies and technologies employed by eCommons are shaped by the Open Archival Information System (OAIS) reference model (ISO 14721:2003) and informed by relevant international standards and emerging best practices. eCommons preservation activities and policies will be reviewed regularly to ensure that they remain current as technology and institutional practices evolve.