Overview
1.1. Background
The first incarnation of the Institutional Repository (IR) of the University of the Philippines Diliman began in 2011 as a response to the call of the ASEAN University Network Inter-Library Online (AUNILO) to have an interconnected network of library resources across all members of the ASEAN University Network. In 2014, the IR was revived by the Computer Services Section, in cooperation with the University Archives, from where the bulk of its materials came from. In April 2016, during a public symposium sponsored by the Office of the Vice Chancellor for Academic Affairs, the IR was officially launched to the public, with the intention of receiving submissions from the University by the start of AY 2016-17. The IR is officially named Digital Archives@UP Diliman, or DA@UPD for short.
1.2. Administration
The University Library is tasked with the management and maintenance of the IR. While functional and administrative policies may be decided by the University Library, higher level decisions with wider scope and impact may be decided by the OVCAA.
Mission Statement
DA@UPD is the official Institutional Repository of the University of the Philippines Diliman and as the flagship campus, it is also in charge of the permanent records of the offices of the UP System. It identifies, acquires, maintains, preserves, and allows access to the digital institutional records and memory of the University. These include materials that were created, circulated, used, and received by the legitimate members of the University, academic and administrative units, and notable alumni with significant contributions to their disciplines.
Authority
DA@UPD is an initiative of the University Archives. The University Archives is mandated to collect and maintain archival materials that reflect the growth and development of the University through Executive Order No. 13, signed on 7 June 1974.
Collection Development Statement
The Collection Development Statement of DA@UPD is rooted in the principles of the Collection Development Policy of the University Library. Materials in the IR reflect the growth and development of the University, and are permanent/archival in nature.
Content Policy
DA@UPD contains the following materials in digital format:
Electronic Theses and Dissertations (ETDs); UPIANA/UP Publications from UP units and offices; special and regular publications; faculty and REPS publications; permanent UP records; and personal papers of faculty, executives, officials and alumni with significant contributions.
Acquisition Statement
DA@UPD shall acquire content aligned with the University Library's and University Archives' collection development policy through direct submission, harvesting, transfer, donation, gift, licensing agreement, or purchase.
7.1. Statement on Access
All materials submitted to DA@UPD are made available in the website to bonafide members of the UP Community in support of education, research and extension. Restricted submissions are accepted only as dictated by University policies.
7.2. Individual Privacy
The University does not collect nor divulge personal information and respects the privacy of all authors and submissions to the IR. Contributors are advised to redact sensitive personal or private information.
7.3. Restriction of Content
Administrators reserve the right to restrict access to items or collections where noted. Otherwise, materials submitted to the IR are accessible and open to the UP Community.
Intellectual Property Policy
Copyright/Intellectual Property of submissions to DA@UPD remain with the creators, unless otherwise stated. DA@UPD subscribes and upholds governing Intellectual Property laws of the Philippines and the University.
Roles and Responsibilities
Below are the key players necessary for the long-term viability and success of DA@UPD:
9.1. Contributor / Content Creator
Students, faculty members, staff, alumni, and academic/non-academic units may contribute content to the IR, provided submissions meet Collection Development Policy criteria.
9.2. Library Committee on Institutional Repository
The committee searches, identifies, and acquires key collections and adopts best practices and standards for repository management.
9.3. University Library
The University Library provides managerial and technical expertise, daily monitoring, policy implementation, and long-term sustainability support.
9.4. Office of the Vice Chancellor for Academic Affairs
OVCAA oversees smooth implementation of DA@UPD across the University.
9.5. University of the Philippines Administration
The University provides materials, commitment, and resources to ensure long-term program viability.
Licensing Statement
Licensing of submitted materials to DA@UPD is the responsibility of the creator.
Commercial Use of Works
Requests for commercial use are subject to existing laws and policies and must be obtained from the University prior to commercial application and reproduction.
Security Statement
The University Library employs applicable technology and security measures to protect content and contributor privacy.
Citation/Linking Policy
Citation and linking of any material in DA@UPD is permissible and is the sole responsibility of the user. Permanent links are provided for continued access.
Liability Policy
The University reserves the right to restrict or remove access to submissions that violate University policies or laws and disclaims responsibility for improper/illegal use of submissions.
Arrangement/Description Policy
Arrangement and description of materials are according to accepted international archiving and digital preservation standards to facilitate research and interoperability.
Submission Policy
DA@UPD accepts submissions in digital or converted works from bona fide members and offices of the UP Community under prescribed requirements and procedures.
Contributor Policy
DA@UPD accepts submissions from students, staff, faculty and alumni. Academic and administrative units are encouraged to submit permanent records to the IR.
Embargoes
The University supports the application of embargoes on certain works. Under embargo, works do not appear in DA@UPD except metadata for one year, renewable annually.
Take-Down Policy
DA@UPD reserves the right to remove submissions and materials subject to proper procedures and valid requests processed case-by-case.
Deposit Policy
Materials submitted to DA@UPD reflect the intellectual output and development of the University; DA@UPD does not accept short-term deposits.
Preservation Policy
The University Library commits to planning, maintenance, management and long-term preservation of all digital materials submitted to the IR.
Privacy Policy
The University Library is committed to protecting privacy of users and authors/content providers and adheres to the Data Privacy Act and applicable UP System policies.
Succession Policy
In the event that the University Library ceases to exist, all content in DA@UPD will remain with the University in perpetua.
Documentation and Amendment Statement
This policy is a permanent record and subsequent amendments should be noted accordingly. It is reviewed every three years and amended as needed.
Related Policy Information
- Collection Development Policy
- Electronic Thesis and Dissertation Policy
- Revised Policy on Access to Theses and Dissertations (2017)
- Public Access to Theses and Dissertations (OVCRD Website)
- UP President Alfredo E. Pascual (Memorandum No. PAEP 2012-03)
- Office of the Vice-Chancellor for Research and Development (Memorandum No. BMP 12-011)
- Office of the Vice-Chancellor for Research and Development (Memorandum No. FRN 15-038)