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SAS-Space Preservation Policy

Does SAS-Space have a policy on preservation?

Yes. SAS-Space is intended to be a permanent archive. As such, we undertake to preserve items indefinitely, subject to the provisions here set out.

Functional preservation

How does SAS-Space ensure continued readability and usability of the items in the repository? What technical steps are you taking?

The School is committed to maintaining the functionality of the browsing and search interfaces and will amend and upgrade the platform software as and when necessary.

As for the individual items: we anticipate that those items that are in common formats, such as PDF or Microsoft Word, will remain widely readable as the applications that created them evolve over time. However, we do not undertake to migrate content from one file format to another. Deposited items will ordinarily remain in the format in which they were deposited. We reserve the right to migrate content between formats should circumstances require it.

File preservation

How is SAS-Space backed up, in what form, and how often?

A tape back-up of the contents of the whole server is made every 24 hours. These backups are stored both on- and off-site. The University of London accepts no liability for any loss or damage (including, without limitation, damages for loss of business or loss of profits) caused to users or depositors by the loss of data, whatever the cause.

Withdrawal policy

May items be withdrawn?

Items may only be withdrawn under exceptional circumstances, such as in cases of content being in potential breach of the law, likely to endanger life or property or to expose the University of London to the risk of litigation. Items will not normally be withdrawn solely on grounds of their having been superseded or their scholarly value having been otherwise diminished.

How are items withdrawn? Are they deleted entirely, or just removed from public view? Do the original URLs remain valid, and if so, do they point to 'tombstone' citations or to replacement items?

When an item is withdrawn, the downloadable file(s) is/are withdrawn from public view, but retained within the archive. The metadata record remains publicly available, with the same URL, but is updated to reflect the fact of the withdrawal. It will not state the reasons for the withdrawal. Any queries as to these reasons should be referred to the SAS-Space Manager.

Version control

May items be changed after they have been committed to the repository? Does SAS-Space allow multiple versions? Can addenda and corrigenda be accommodated?

Corrections may be made in matters of fact in metadata records within SAS-Space, by contacting the SAS-Space Manager.

In general, amendments may not be made to deposited files once they have been committed to the archive. In exceptional circumstances, updated versions may be added alongside that initially deposited. This may also be allowed in the case of an item being withdrawn (see Withdrawal policy).

If a new version of an item becomes available that is so substantially revised as to constitute a new edition, the presumption would be in a favour of deposit as a new item.

In all these cases, please contact the SAS-Space Manager.

Closure Policy

Should SAS-Space be closed down, what would happen to the material deposited in it?

SAS-Space is a service provided by the School of Advanced Study, which is part of the University of London. As such, we do not envisage circumstances in which the repository would be closed. If the University of London were itself to be reconstituted or its status as an entity otherwise amended, then responsibility for deposited material would be assumed by any successor entity.