IDEALS Access Restriction Policy (March 2008)

The current and past versions of the IDEALS Access Restriction Policy are available at: http://hdl.handle.net/2142/3743.

By default, items in IDEALS have no access restrictions, that is, they are openly and freely available via the World Wide Web. Open access to deposited items encourages a primary mission of IDEALS: the distribution, dissemination, promotion, and use of research and scholarship produced at UIUC. The University Library and CITES strongly encourage depositors not to place access restrictions on deposited items.

However, there may be some situations when depositors need to restrict access to items in IDEALS. For example, a publisher may allow deposit of published articles into an institutional repository (such as IDEALS), but require an embargo of six months before the article may be made publicly accessible. Such a postprint might be deposited into IDEALS, but no access would be allowed for a period of six months.

IDEALS allows access restrictions to be imposed at the collection or item level. The individual depositor or the IDEALS community (the group responsible for a set of collections in IDEALS) is responsible for the decision to impose access restrictions.

Access restrictions on an item may be set to one of the following levels:

  • lock-illinois.png Restricted to University of Illinois community members with a NetID and password only. Theses and dissertations with this restriction may be requested by outside users via interlibrary loan only; this is not true for other material restricted to the University of Illinois ;
  • lock.png Restricted to a specific group defined and maintained within IDEALS; or
  • Embargoed, i.e. closed access (i.e. accessible to no one via the web) for a specific period of time. These are not visible except to an IDEALS administrator.

Access restrictions on a collection may be set to one of the following levels:

  • Level 1: Restricted to University of Illinois community members with a NetID and password only; or
  • Level 2: Restricted to a specific group defined and maintained within IDEALS.

However, individual items within a collection may be assigned a different access restriction level, including Level 3, regardless of the level of restriction assigned to the whole collection.

If an individual depositor or IDEALS Community decides to limit access to items, or an entire collection, to a specific group (Level 2), the individual depositor or the IDEALS Community must take responsibility for the continued maintenance of this access restriction level - particularly the group membership - for the items or collection. IDEALS staff takes responsibility for the continued maintenance of Level 1 and Level 3 access restrictions.

Access restrictions may be set to never expire or may be set to expire after a specified period of time. If access restrictions are necessary, we urge depositors to only put in place the minimum level of restriction necessary.

If a depositor wishes to set access restrictions on an item, they may do so during the deposit process. If a depositor wishes to restrict access to a specific group (Level 2), the IDEALS staff will be notified upon deposit of the item and will work with the depositor on the initial set-up of that group. Restricting access to the University of Illinois community (Level 1) or establishing an embargo period (Level 3) will require no further action on the part of the depositor.

An IDEALS Community who wishes to restrict access to all material in a specific collection must contact IDEALS staff who will assist them in establishing these restrictions.

If a depositor or an IDEALS Community wishes to restrict access, change the level or time period of restrictions, or lift restrictions to an item after it has been deposited, they must contact the IDEALS staff in order to make these changes. At this point, it is not possible for a depositor or an IDEALS Community to make changes to access restrictions on an item(s) after it has been deposited.

If an item has access restrictions this will be indicated to users of IDEALS in the metadata as well as by a lock icon next to the download link. A indicates a Level 2 restriction. A indicates a Level 1 restriction. If an item is embargoed (Level 3), the only reference until the embargo period ends will be a page, accessible only via the itemís persistent URL or handle, stating that the item has been embargoed and giving its release date.

Topic attachments
I Attachment Action Size Date Who Comment
pngpng lock-illinois.png manage 3.5 K 24 Oct 2012 - 14:55 SarahShreeves Illinois only icon
pngpng lock.png manage 0.7 K 24 Oct 2012 - 14:54 SarahShreeves Lock icon
Topic revision: r14 - 24 Oct 2012 - 15:22:54 - SarahShreeves
 
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