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Repository Policy Framework

A comprehensive policy framework is a vital tool through which to establish the operational boundaries within which a repository will function. It supports day to day management of the repository whilst simultaneously taking the longer-term vision of future operational activities into account. Supportive and integrated policies are also indicative of an organisation's level of commitment and are essential if a repository is to be successfully embedded into the wider organisational framework. A clear and visibly supported repository policy framework does more than simply provide abstract high-level support. It also:

Facilitates stakeholder understanding: Responsibilities and lines of communication are clarified; processes are clearly defined; and equity, standardisation and consistency are promoted. These all contribute towards increased and easier use of the repository
Ensures support for the repository: The decision-making process is formalised and sign off by senior management is facilitated. These engage senior management in supporting and contributing to the repository from a longer-term perspective
Helps with the planning and decision-making processes: Risks are better understood and managed, IPR are easier to comply with, and the implications of dealing with different types of resources are exposed. These outcomes contribute towards ongoing and day to day management of the repository

Some, but not all, policies will need formalising as legal agreements. Specifically this involves definition of a deposit licence and a usage licence which users will need to agree to. Licences are a useful tool through which to manage the risks associated with maintaining a repository.

To ensure the policy framework is comprehensive, repository managers should seek to integrate a number of policies into the wider organisational framework. These can be classified into two main streams: strategic, and operational and the subsequent sections of this infoKit will deal with each of these in turn.