Stanford Digital Repository services
Stanford Digital Repository Services

Collection management

For those who manage their own collections, this page contains information about how to set up a collection, manage participants, and how to make decisions about collection settings. At the bottom of this page you'll find helpful information about managing student theses deposits.

Setting up a collection

Collection details

Required: collection title, description of what's in the collection, contact email address.

Optional: links to other relevant info, like lab, project or program websites.

Collection settings

  • When files can be downloaded
  • Who can download files
  • DOI assignment
  • License, including custom use statements
  • Review workflow

See more below on these settings.

Contact address

Decide what email will be listed on the PURL page for when a user has questions about the collection. Consider a group email that is unlikely to change over the long term.

Managing participants

As a collection manager, you decide who can deposit to your collection, who can review deposits, and who else helps manage your collection. You will add participants one at a time to your collection using their SUNet IDs (not aliases).

For anyone that should no longer have access to your collection, e.g. students who have graduated, you should delete those depositors from the participants list. Inactive SUNet IDs are not automatically removed from the list, though the users will not be able to access the web app or your collection.

Other manager tasks

You will need to respond to requests or questions from collection participants or potential participants, such as students in your department, who may want to deposit in your collection.

If the review workflow is on, you will need to review and approve submissions.

If you are part of a group that manages a collection, you should discuss as a group who will handle each of the tasks on this page.

How to decide on collection settings

When files can be downloaded (aka embargo)

Immediately

Choose this option if it's okay for the files on all deposits in your collection to be downloadable as soon as they are published to the PURL page.

Delay release

Choose this option if downloading of files for all deposits needs to be delayed, e.g. after a conference has occurred or after all deposits to the collection are complete.

You will need to select a release date option that will apply to all deposits in the collection: 6 months, 1 year, 2 years, or 3 years.

Depositor selects

Choose this option if some users will need to delay the ability of others to download their files, e.g. to coincide with article publication, and some will not. 

You will need to select the maximum delay the depositor is allowed to set: 6 months, 1 year, 2 years, or 3 years. The depositor will choose the actual date within that time period, or they can choose to have the file downloadable immediately.

Who can download files

Everyone

Choose this option if it is appropriate to allow downloading of the files for all deposits in your collection by anyone in the world.

Stanford community

Choose the option if, for all the deposits in your collection, only members of the Stanford community should be allowed to download the files. SUNet authentication will be required to download files for all deposits in your collection.

Depositor selects

Choose this option to allow depositors to choose for each deposit whether the files can be downloaded by anyone in the world or just members of the Stanford community. This option provides the most choice for depositors and is the best option if you don't know what will be needed for all deposits in your collection.

DOI assignment

Yes, always assign a DOI

Choose this option if your collection contains a consistent type of material that you think should have a DOI assigned. If you want everything to get a DOI, choosing this option makes sure that will happen instead of relying on the depositor to choose this every time.

No, never assign a DOI

Choose this option if your collection contains a consistent type of material that you think should never have a DOI assigned. Choosing this option makes sure that nothing will be assigned a DOI instead of relying on the depositor to choose this every time.

Depositor selects

Choose this option if your collection contains a variety of content, some of which should get DOIs and some of which shouldn't. This way the depositor can make the choice for each deposit whether to get a DOI or not.

You may want to provide some guidance to the depositors in your collection about when it is appropriate to get a DOI.

License

We strongly recommend that every deposit have a license.

Get help choosing a license.

Require a specific license

Choose this option if the content will be of a fairly consistent type, for example all software from your research group, and you want to be sure everyone gets the right license assigned.

Depositor selects

Choose this option if there is a chance that items in your collection will need different licenses. You will need to choose a license that will be selected by default from our list. This is a way for you to encourage a particular license if the depositor needs help or doesn't have a strong preference. 

Custom use statement

No, do not include a custom use statement

Choose this option if the standard rights statement and/or one of the license options meets your or the depositors' needs for all items on the collection. The depositor will not be able to enter a custom rights statement. This is the default option, and we expect it to be the appropriate option for most collections. 

Yes, include a custom use statement

Choose this option if you need to include special terms not covered by our standard use statement and/or the licenses we offer. With this option, you'll compose the custom use statement that will automatically appear on every item deposited to the collection. It will display on the PURL page in the Use and Reproduction section prepended to the standard use statement. The depositor will not be able to remove or change your custom statement.

Yes, depositor can enter their own statement

Choose this option if you would like the depositor to include a custom use statement on their deposit if they so choose. It will display on the PURL page in the Use and Reproduction section prepended to the standard use statement. For this option, you may also choose to write your own instructions to the depositors on how you would like them to use this section. These instructions will replace the default instructions we provide.

Review workflow

You can choose whether to turn the review workflow on or leave it off. It's up to you. 

 

Review workflow details

Depositing student works

This video provides an overview for students of how to deposit their works in the SDR. If you manage a collection of student theses, we recommend that you distribute this video to your students to view before they begin their deposits.

 

Customizable student instructions

We have created a set of instructions for managers of student works collections to customize and distribute to students so that you can provide guidance on how you want them to fill in each field of the form.

Please make a copy of this form for your own use. Then, review the information on the first page and update the second page of instructions. Send the second page to your students as a guide to follow when making their deposits. 

 

Instructions (Word doc)