Leicester Research Archive (LRA): an overview of our workflow and some copyright issues Valérie Spezi Repository administrator 1

Aim of the session Talk you through our repository workflow Offer examples of good practice Ideas for improvement? How we deal with copyright clearance Disclaimer: I am not a copyright expert!! 2

Presentation of the LRA Set up in 2006 as a project What do we do? e-theses / EThOS Research outputs 2 university mandates Theses (2008) Publications (2009 – going back to 2006) Staffing Manager (Gareth Johnson – llordllama) 1.6 FTE (1 FT, 2PT) The LRA in figures 6,000 items c. 45% full-text items 3

Service standards Set up in 2010 (as part of the Customer Service Excellence award) – Reply to queries within 24 hrs – Any submission with  clearance easy to establish should go live within 5 working days Target: 200 items a month (including theses) 4

e-Theses c. 300 theses a year © doctoral students  explicit permission to make their work available on open access through the repository platform Fair use exemption still applicable to e-theses – Noted higher risk – edited version when it doesn’t compromise the ‘intrinsic value’ of the thesis 5

EThOS theses Retrospective consent required – Difficulty to trace people – Third party copyright clearance – Edited version 6

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COPYRIGHT CLEARANCE RoMEO – Essential: first stop for journal articles – Instrumental to our day-to-day work Authoritative source? “ All information is correct to the best of our knowledge but should not be relied upon for legal advice” Expanding service for RoMEO? – Spell checker, please!!! – Interpretation – Other publication formats: book chapters? 8

COPYRIGHT CLEARANCE Publishers’ websites – Information often hidden and interpretation of permissions can pose problems at times In-house list of publishers/journal titles – Time consuming – is it worth it? – How often should we query again permissions? Older than 3 months? Contact publisher – High rate of unresolved queries 9

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LRA record Bibliographic record first, then full text added when permissions sorted dc.description.provenance field (DSpace) – visible by administrators only – record of permissions RoMEO okay (date) Publisher’ policy okay (+URL or and date) Not granted (date) 11

Copyright example 1 Journal of Social Security Law (Sweet & Maxwell) – Journal/publisher not found on RoMEO – Journal’s website: “Copyright in all pieces accepted for publication remains with the authors, and the publishers acquire publication rights. If all or any part of any published material is reproduced elsewhere, the author should acknowledge the J.S.S.L. as the original place of publication.” – What are publication rights exactly? Is it a transfer of the right to issue copies and communicate to the public? Is it different from a licence to publish? – What do repository do? Reproduction/distribution? What does ‘distribution’ mean in legal terms? – Illustration of the need for repository administrators to have a thorough training in copyright legislation. 12

Copyright example 2 Conference papers – Often difficult to know who publishes the conference papers – Contact the editor/organiser of the conference and ask whether we can archive material – If they say yes, can we trust they’re in position to permit archiving? Are they the copyright holders?  So what to do? Do you archive even if you’re in doubt that the person who granted permission may not actually be the copyright holder? 13

Some other copyright issues Academics and versioning – Not good at keeping track of the different versions of their paper – Not very good at storing the different versions – You get the version they find, not necessarily the version you’ve asked for… – Use of journal’s template What to do when RoMEO says check CTA? – Do you go back to the author to check their CTA or do you just create a bibliographic record. 14

Things to remember:  © checking is a major part of our time  © checking is complex because it’s subject to interpretation and publishers’ self-archiving policies change  Any guidance on copyright clearance for repository administrators is more than welcomed!! 15

Thank you! or 16