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This document covers the data acquisition policy for national/regional repository/aggregator: how the data is retrieved, how often, what processes it goes through [aggregating, cleaning, transforming, inferring, de-duplicating - check and delete if your aggregator doesn’t do any of this], what the quality checks are along all data processing stages; and data usage policy: who is able to retrieve aggregated data and what the licences are.

The OAI-PMH (Open Archives Initiative Protocol for Metadata Harvesting) interoperability protocol is used, which consists of a set of rules and methods that standardize the access to content of repositories. Repositories are harvested [once a week - adjust to your workflows].

Aggregation policies for publications, datasets and other research outputs: National/regional aggregator accepts the metadata records of all scientific output. This means that both open access and non-open access material will be included.  [A  note on licensing issues  for non- open access material would help]

Full-text publications: A national/regional aggregator collects bibliographic metadata records [open access publications files whenever these are accessible from the URL provided in the metadata record/bibliographic metadata records only - check and keep if this is the case]. End-users willing to access, download, and read the actual files [will/will not - select one] be able to do so from a national aggregator, but will be forwarded to the original source of deposition.

Terms of Agreements (ToU) for Content Providers

Agreement for Content Exchange between a national/regional aggregator and external content provider, in the following referred to as [ORGANIZATION]

Objectives of the ToU

A national/regional aggregator harvests bibliographic metadata records [and Open Access articles full-text from content providers - check and keep if this is the case].

The [ORGANIZATION] may request a national/regional aggregator not to collect the full text of open access publications.

Benefits for content providers

A national/regional aggregator increases the visibility of the [ORGANIZATIONs] content provider and its publications by exposing metadata and URLs leading to the provider’s web site (provenance information).

Terms of Use

Consent for re-use of metadata

By registering the [ORGANIZATON]'s content provider with a national/regional aggregator, the [ORGANIZATION]:

  • Provides metadata records compliant to the national/regional aggregator guidelines.

  • Allows a national/regional aggregator to BULK DOWNLOAD metadata records via at least one of the following protocols: OAI-PMH, FTP (and REST APIs if agreed with a national/regional aggregator).

  • Allows a national/regional aggregator to TRANSFORM metadata records, if necessary, to make it uniform to the national/regional aggregator data model.

  • Allows a national/regional aggregator to ENRICH the metadata, using national/regional aggregator best efforts of deduplication, text-mining, and end-user feedback.

  • Allows a national/regional aggregator to PUBLISH the harvested and transformed records, thus to provide public access to them as CC-BY International 4.0 or subsequent without any restrictions on reuse in original and derivative forms.


Consent for re-use of full texts

By registering the [ORGANIZATON]'s content provider with a national/regional aggregator, the [ORGANIZATION]:

  • Allows BULK DOWNLOAD of the full-text files of the publications whose access rights are open access (as described by the national/regional aggregator guidelines) by means of at least one of the following means:

    • by providing links to the full text files in the record metadata and allowing a national/regional aggregator to download the files;

    • by allowing web crawling services to identify full text links on the publication landing page enabling a national/regional aggregator to download the files;

    • by access to an ftp-service (or similar) to download full text files;

  • Allows a national/regional aggregator to TEMPORARILY store the full text files of publications. A national/regional aggregator WILL NOT provide the full text files for public distribution, i.e. a national/regional aggregator users will have to download files from the original datasource, unless otherwise authorized by the [ORGANIZATION].

The [ORGANIZATION] may request a national/regional aggregator not to collect the full text of open access publications.

Additional provisions ensuring quality of service

A national/regional aggregator will ensure the following good practices are respected:

  • Datasource API care: undertakes best efforts not to harm the accessibility of the [ORGANIZATION]'s datasource service by a proper crawling or download interval for subsequent requests;

  • Provenance: undertakes best efforts to increase the visibility of the [ORGANIZATION] by enriching metadata records with the relative datasource information.

The [ORGANIZATION] will ensure the following good practices are respected:

  • Whitelisting a national/regional aggregator harvesting services: agrees not to block the IP address range used by the a national/regional aggregator crawling and/or download service;

  • Data integrity: informs a national/regional aggregator about changes of existing record identifiers (e.g. due to platform migrations or updates)

[ORGANIZATION]'s representations and warranties

  • [ORGANIZATION] claims hereby that it conforms with a national/regional aggregator policies and guidelines and warrants to maintain high level of conformance during the term of this agreement.

  • [ORGANIZATION] represents and warrants that the use of the content from the [ORGANIZATION's] datasource does not infringe third-party rights.

  • [ORGANIZATION] shall indemnify and hold a national/regional aggregator and users of the national/regional aggregator harmless from any third-party claims resulting from the use of the content.

Licensing the metadata

  • A national/regional aggregator published metadata under CC-BY International 4.0 or subsequent without any restrictions on reuse in original and derivative forms.

The agreement will terminate when a national/regional aggregator or [ORGANIZATION] gives notice of termination to the other Party (including end of project or service), in which case a minimum notice of three months will be given. In this case a national/regional aggregator will take down all copies made of [ORGANIZATION]'s data. Downloaded data that are licensed under CC-BY International 4.0 or subsequent are not affected by the termination of the agreement.

(Based on https://www.openaire.eu/data-aquisition-policy and https://www.openaire.eu/terms-of-use-for-content-providers)

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