Special Note: This policy is a proposed policy yet to be approved. The primary differences between this version and current policy is that there are more criteria for accessioning (particularly pertaining to data) and a higher level of review placed on resources, metadata and collections.
DLESE Accessioning and Deaccessioning Policy
Goals of accessioning and deaccessioning
To achieve the comprehensive, coherent collection envisioned by the Digital Library for Earth System Education (DLESE) community, sustainable and appropriate mechanisms are required to support collection growth and maintenance. This is accomplished by accessioning (adding) and deaccessioning (removing) individual metadata records or collections of metadata records according to policies. Library growth occurs by encouraging the contribution of metadata records about individual or collections of resources. Deaccessioning is a mechanism of quality assurance.
A. Accessioning policy
In order to accession or add library items, the metadata records being contributed and the actual resource materials must meet eligibility requirements. There are different levels of accessioning:
When accessioning resources or collections, resource and metadata creators maintain intellectual property rights:
For recognition of their excellence, all accessioned resources are given the status of a formal publication. (from the Quality initiative not DAWG - need to decide about this)
1. Eligibility for resources
These requirements apply to contributions of individual items not intended to be a collection (e.g. a single lesson plan, a satellite image, a course web site, etc.). Resource materials need to:
Table 1. Resource Accessioning Criteria
(From the Quality initiative - need to decide what to do) Resource providers and DLESE work to together to:
2. Eligibility for collections
These requirements apply to the contribution of groups of related items that are intended to be a distinct named collection. Collections have an organizing principle such as a theme, topic, audience, teaching strategy or some other criteria that can be clearly articulated. Items in the collection and the collection as a whole need to:
3. Rights of resource creators
Creators (or their institutions, as applicable) retain their respective individual intellectual property rights related to individual resources.
4. Rights of metadata creators
Collection builders (metadata creators) retain their individual intellectual property right to metadata. Collection builders agree that DLESE may modify and reformat metadata to function within DLESE systems and services (e.g. providing metadata to other digital libraries). Collection builders must notify DLESE if they do not want their metadata redistributed.
B. Deaccessioning policy
Resources may be removed (deaccessioned) from the DLESE collection. This means metadata records referencing such resources are deaccessioned (removed) from the library. Deaccessioning occurs if
Metadata records can be re-accessioned provided the Accessioning Policy is met (i.e. errors are corrected). There is a deaccessioning process.
This document is the responsibility of the DLESE Collections Accessioning Taskforce. (removed collections committee and steering committee since they have been disbanded. However, there is still a Collections Accessioning Taskforce)
Last updated: 2005-12-20; 2005-01-08