Institutional Repository of the Freie Universität Berlin: Policy Statement

  • Objectives and Criteria

    The Institutional Repository of the Freie Universität Berlin 1 offers all members of the FU an organizational and technical framework where they may deposit electronic versions of their scholarly works. This service facilitates the dissemination of important and quality-controlled research results via the Internet.

    The electronic documents are assigned persistent identifiers and addresses and indexed within appropriate national and international library catalogs, search engines, and other reference tools. Digital signatures and digital time stamps are used to provide authentication and protect against distortion. The institutional repository guarantees preservation and long-term retention of the electronic documents according to the standards of the Deutsche Nationalbibliothek (DNB)2.

    Operation and development of the document and publication server are integrated into national and international initiatives and projects such as the Networked Digital Library of Theses and Dissertation (NDLTD)3 or the Open Archives Initiative (OAI)4.

  • The Mandate of the Universitätsbibliothek, Freie Universität Berlin

    The mandate of the Universitätsbibliothek is to collect, catalog, and archive all scholarly documents published by members of the university as well as publications initiated by the FU. This includes electronic documents and electronic versions of printed documents.

    Further, the Universitätsbibliothek will also archive in the repository special items from its holdings and from other institutions that have been converted to digital form because of their content value, for conservation reasons, or so that they can be accessed and used anywhere.

  • Intellectual Property Rights/Copyright

    Depositing a document on the institutional repository does not preclude its publication elsewhere, for example, in specialist journals, monographs, or on other document servers.

    The authors or rights holders grant the Universitätsbibliothek the nonexclusive right to enable long-term open access to the document via its online repository.

    As recommended by the Wissenschaftsrat (German Science Council) all scholars of the Freie Universität Berlin are requested to secure further rights of use when negotiating contracts with publishers and to deposit their document - if necessary after a certain embargo period - on the FU Universitätsbibliothek's Institutional Repository.5

    The rights of the authors/rights holders are unaffected; thus any copyright or rights violations are entirely the responsibility of the authors/right holders.

  • Rights of Use

    Documents deposited on the Institutional Repository of the Freie Universität Berlin may be copied, printed, and cited for scholarly purposes and for the user's personal use (§ 53 UrhG - German copyright law). Copyright is held by the author(s). Sole responsibility for content resides with the author(s). Commercial use of the documents or any part thereof is forbidden unless prior permission has been obtained from the server's operators. The name of the author(s)/rights holder(s) must be stated.

    Use of the electronic version of a document can also be regulated by a Creative Commons license.6 This is an option for authors who wish to reserve fewer rights and grant, for example, rights of commercial exploitation of manipulation.

  • Electronic Documents

    The term electronic document as used here is defined as a document based on text and/or images, which is stored in digital form in an online repository and distributed via computer networks.

    Open access contributions deposited on the FU Institutional Repository must satisfy the following conditions:

    1. The document is intended for public distribution.
    2. It is not a dynamic document. If any changes are made to the document it will be archived as a new version.
    3. The document conforms to the FU Universitätsbibliothek's technical specifications.

    It is our aim to process all electronic documents in the same way and enable public access to them. For technical reasons it may become necessary for certain types of documents to be kept on other servers of the Freie Universität Berlin and maintained by FU institutions other than the Universitätsbibliothek.

  • Types of Document on the Institutional Repository

    The following categories of electronic documents are stored on and disseminated via the institutional repository:

    • Publications and publication series of the FU and its institutions;
    • Publications by scholars of the FU;
    • Publications and publication series edited by scholars of the FU, such as anthologies, collections of articles, conference proceedings, research reports, periodicals (ejournals), and series;
    • Documents that have to be published according to regulations, for example, theses and dissertations;
    • Publications and publication series by persons or institutions associated with the FU Berlin;
    • Documents by FU students, such as diploma, BA and MA theses, or seminar projects, when recommended for publication by a member of the teaching staff;
    • Electronic journals, especially archive copies, when the licensing situation with the publisher is clarified;
    • Electronic documents by other authors if they are of interest to or enhance the university library's collections or those of the departmental libraries and the licensing situation is clarified.

    Distribution of these documents can be restricted to local or temporary use only.

  • Technical Information about the Institutional Repository

    The university library uses appropriate software to authenticate the electronic documents deposited on its institutional repository.

    Documents are assigned permanent individual addresses which enable direct access.

    Retrieving the electronic documents is possible via library catalogs, searches of the bibliographic metadata, search terms within the structures of the electronic documents, via alphabetical and indexing systems, as well as dynamically produced lists and indexes.

    Digital signatures and digital time stamps are used to provide authentication and protect against distortion. The Institutional repository guarantees preservation and long-term retention (at least 5 years) of the electronic documents according to the standards of the Deutsche Nationalbibliothek (DNB).

  • Organization and Regulations

    The institutional repository is operated by the Universitätsbibliothek of the Freie Universität Berlin.

    Electronic publication is free of charge for members and staff of the Freie Universität Berlin and for members of associated institutions.

    Electronic documents for distribution via the Freie Universität Berlin Institutional Repository are submitted to the Universitätsbibliothek.

    Work that is necessary before a document can be deposited on the server, for example, processing the document or converting it into a different format, can be done by library staff, subject to prior arrangement, but usually this is done by the author.7


Institutional Repository, Editorial Team
Universitätsbibliothek der Freien Universität Berlin
Garystr. 39, 14195 Berlin, Germany
Tel. (030) 838-545 19
Fax: (030) 838-512 26

5   Empfehlungen zur digitalen Informationsversorgung durch Hochschulbibliotheken. Ed. by Wissenschaftsrat, Greifswald 13 July 2001; see also the Berlin Declaration on Open Access to Knowledge in the Sciences and Humanities, which has been signed by the president of the Freie Universität Berlin.
7   For details about how to deposit a document click on short instruction for authors.

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