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:

  1. Eligibility for resources
  2. Eligibility for collections
  3. Eligibility for DLESE Reviewed Collection (DRC) membership

When accessioning resources or collections, resource and metadata creators maintain intellectual property rights:

  1. Rights of resource creators
  2. Rights of metadata creators

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 website, etc.). Resource materials need 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. Eligibility for DLESE Reviewed Collection (DRC) membership

Individual resources or whole collections are eligible for membership in the DLESE Reviewed Collection (DRC). Resources accessible in the DRC meet the eligibility requirements for individual resources or collections and have undergone review against the following criteria:

  1. Scientific accuracy
  2. Importance or significance
  3. Pedagogical effectiveness
  4. Completeness of documentation
  5. Ease of use for teachers and learners
  6. Inspirational/motivational for learners
  7. Robustness as a digital resource

The DLESE Reviewed Collection best practices document has information about how to verify that resources meet the criteria. In addition, developers of reviewed collections need to:


4. Rights of resource creators

Creators (or their institutions, as applicable) retain their respective individual intellectual property rights related to individual resources.

5. 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.

Top Last modified April 8, 2004.