MSpace policies
Responsibilities and Rights 
    
MSpace Community Responsibilities
    MSpace Community Rights
    University of Manitoba Libraries’ Responsibilities
    University of Manitoba Libraries’ Rights
    University of Manitoba's Responsibilities
    Author’s or Copyright Owner’s Agreement (License)
    Privacy Policy

MSpace Content
 
   
Content Accepted in MSpace
    Withdrawal of Items from MSpace

Services and Preservation
    Services (Free and For-Fee)
    Preservation Support for Content
    MSpace Format Reference Collection         


About MSpace
MSpace FAQs
MSpace Help and Contact Information


Responsibilities and Rights

The University of Manitoba MSpace repository is a partnership between University of Manitoba communities and the University of Manitoba Libraries. MSpace content consists of collections produced by University of Manitoba communities, which are managed, preserved and distributed by the University of Manitoba Libraries through MSpace. As in all partnerships, it is important that all MSpace stakeholders understand and agree to the policies, guidelines and procedures required to build MSpace.  

 

At the University of Manitoba, an MSpace community is a group, generally an administrative unit, that produces research, has a defined leader, has long-term stability, and can assume responsibility for setting community policies. Each community must be able to assign a coordinator who will work with MSpace. Groups wishing to establish an MSpace community that does not fall into this definition will be considered on a case-by-case basis. Individuals may not post items without belonging to an established community in MSpace. See About MSpace for information on how to create a community.  

 

General MSpace policies are outlined below.  For specific collection policies and other information about existing collections, see Research Publications and Electronic Theses and Dissertations (E-theses). 

 


MSpace Community Responsibilities

An MSpace community agrees to:

  • Assign a coordinator who will work with MSpace.
  • Decide policy within MSpace guidelines regarding content to be posted.
  • Make decisions about community and collection definitions and community membership.
  • Understand and observe University policies relevant to MSpace.
  • Decide upon a submission workflow for each collection, in consultation with the MSpace administrator.     
  • Arrange for description of content (metadata) and posting of items.
  • Notify the MSpace contact of any organizational changes affecting submissions.


MSpace Community Rights


An MSpace community retains the right to:

  • Decide policy regarding content to be posted, as defined by Content Accepted in MSpace.
  • Decide who may post content within the community.
  • Limit access to content at the item level either to University of Manitoba only or to specific individuals or groups.
  • Remove items and collections, as outlined in Withdrawal of Items from MSpace.
  • Approve addition of or elimination of sub-communities.


University of Manitoba Libraries' Responsibilities


The University of Manitoba Libraries agrees to:

  • Retain and maintain content posted to MSpace.
  • Distribute content according to community decisions.
  • Preserve content using accepted preservation techniques to the best of its abilities, as described in Preservation Support for Content.
  • Notify communities of significant changes to content (e.g., format migration).
  • If the University of Manitoba Libraries ceases to support MSpace, return copies of collections to existing communities and transfer entire contents of MSpace to the University of Manitoba Archives & Special Collections for appraisal for permanent retention.


University of Manitoba Libraries’ Rights


The University of Manitoba Libraries retains the right to:

  • Redistribute, sell or amend metadata for items in MSpace.
  • De-accession items or collections under certain circumstances, as outlined in Withdrawal of Items from MSpace.
  • Refuse items or collections not within the scope of MSpace, as defined by Content Accepted in MSpace.
  • Renegotiate terms of original agreement with communities.
  • Perform appraisal for long-term archiving when communities cease to exist or within thirty years of the creation of a collection.
  • Move collections to reflect the current agreement between MSpace and communities.
  • Migrate items for preservation purposes or at the Libraries’ discretion if format is in danger of obsolescence, as outlined in Preservation Support for Content.
  • Set quotas (size of files, number of items) to determine what constitutes free service and at what point to charge a fee.
  • Charge a fee for activities requiring extensive centralized support from MSpace, as outlined in Services (Free and For-Fee)


University of Manitoba's Responsibilities


The University of Manitoba:

  • Sets policy at the University level regarding issues that affect MSpace (e.g., copyright rules, thesis requirements, etc.).
  • Supports functions mandated by existing policies.


Author's or Copyright Owner's Agreement for Non-Exclusive MSpace Distribution License

In order for MSpace to reproduce, adapt and distribute your submission worldwide your agreement to the following terms is necessary:

By agreeing to this license, you (the author(s) or copyright owner(s)) grant to the University of Manitoba the non-exclusive right to reproduce, adapt (as defined below), and/or distribute your submission (including the abstract) worldwide in print and electronic format and in any medium, including but not limited to audio or video, for an unlimited term.

You agree that the University of Manitoba may, without changing the content, adapt the submission to any medium or format for the purpose of preservation.

You also agree that the University of Manitoba may keep more than one copy of this submission for purposes of security, back-up and preservation.

You represent that the submission is your original work, and that you have the right to grant the rights contained in this license. You also represent that your submission and this license do not, to the best of your knowledge, infringe upon anyone's copyright.

If the submission contains material for which you do not hold copyright, you represent that you have obtained the unrestricted permission of the copyright owner, where necessary, to grant the University of Manitoba the rights required by this license, and that such third-party owned material is clearly identified and acknowledged within the text or content of the submission.

IF THE SUBMISSION IS BASED UPON WORK THAT HAS BEEN SPONSORED OR SUPPORTED BY AN AGENCY OR ORGANIZATION OTHER THAN THE UNIVERSITY OF MANITOBA, YOU REPRESENT THAT YOU HAVE FULFILLED ANY RIGHT OF REVIEW OR OTHER OBLIGATIONS REQUIRED BY SUCH CONTRACT OR AGREEMENT.

YOU AGREE TO INDEMNIFY AND SAVE HARMLESS THE UNIVERSITY WITH REGARD TO ANY VIOLATION OF YOUR REPRESENTATIONS HEREIN.

The University of Manitoba shall not be responsible for any misuse of the submission by third parties who access the material through the University.

The University of Manitoba will clearly identify your name(s) as the author(s) or owner(s) of the submission, and will not make any alteration, other than as allowed by this license, to your submission.

NOTE:  Items can be submitted to both a publisher and to MSpace, depending on the publisher’s copyright agreement and electronic publishing policies.  When negotiating agreements with publishers, it is in the author's best interest to retain self-archiving privileges and copyright.  


Privacy Policy

 

The University is committed to preserving privacy. Personal information in MSpace is collected from:         

  • Users involved in the posting of MSpace content and metadata.
  • Users who subscribe to the MSpace alerting service.

Personal information collected by MSpace will not be used for any commercial or philanthropic purpose.

The University of Manitoba Libraries does not disclose information about individual visits to MSpace, or personal information provided such as name, address, email address, telephone number, etc. except as

(i) required by law, or

(ii) that disclosure is necessary to protect the rights and property of MSpace users and only in accordance with University policy.

 

Any MSpace administrative records used in a publicly accessible forum, such as a demonstration, presentation or research paper, will be anonymised.

 


MSpace Content

Content Accepted in MSpace

  • The items must be produced, posted or sponsored by a member of the University of Manitoba.
  • The items must be scholarly, research or teaching oriented.
  • The items must not be ephemeral; postings are intended to be permanent contributions to MSpace.
  • The items must be in digital form.
  • The items should be complete and ready for posting in MSpace.
  • Copyright must be cleared for items posted when the copyright owner is other than the author or the University of Manitoba.  See MSpace FAQs for more information about copyright.
  • If the items are multi-authored works, the posting author must either notify or obtain permission from the co-authors/contributors to post the items to MSpace, or be able to act as the authorizing agent for the co-authors/contributors.  An MSpace assistant may be able to help with obtaining permission from co-authors/contributors.
  • The author/copyright owner should be willing and able to grant the University of Manitoba the right to preserve, reproduce, adapt and distribute the items via MSpace.
  • If the item is part of a series, other items in that series should also be contributed so that MSpace can offer as full a set as possible.


Withdrawal of Items from MSpace


The University of Manitoba Libraries foresees times when it may be necessary to remove items from MSpace, such as:

  • By legal order.
  • By discretion of the University of Manitoba.
  • By discretion of the University of Manitoba Libraries.
  • By request of the author and/or the MSpace community.

Since any MSpace item that has existed at some time may have been cited, MSpace will always supply a record when the item is requested, even if the item has been withdrawn.

 


Services and Preservation

Services (Free and For-Fee)

 

MSpace services offered by the University of Manitoba Libraries are divided into two main areas:


      Core services
     
Core services are available at no charge to community
      members and consumers of MSpace content. MSpace
      core services are comprised of: 

  • Providing a fully functional system.
  • Hosting and preserving items.
  • Establishing and delivering ongoing support for MSpace communities.
  • Responding to customer inquiries.
  • Supplying system monitoring.
  • Backup and recovery of MSpace items.

      Premium services

      Premium services are specialized services designed to
      meet the extraordinary needs of community members
      and may be offered on a fee-for-service basis. Premium
      services are those that may put extraordinary demands
      on MSpace. These services may include:

  • Providing sizeable extraordinary storage.
  • Assistance with specialized metadata creation.
  • Digital conversion.

The University of Manitoba Libraries reserves the right to introduce fees for premium services as needed to aid in cost recovery.

 


Preservation Support for Content

 

The Libraries intends to provide support for as many file formats as possible.  Items stored in MSpace will be preserved using a combination of established techniques for data management and best practices for digital preservation. However, the proprietary nature of many file types makes it impossible to provide guarantees for specific formats. The MSpace policy for file formats is:

  • Everything in MSpace will be retrievable.
  • MSpace will recognize as many file formats as possible.
  • MSpace will support as many known file formats as possible.

When a file is uploaded to MSpace, it is assigned to one of three categories:

    Supported

  • MSpace supports the format and will preserve it using either format migration or emulation techniques.

    Known

  • MSpace recognizes the format, but cannot guarantee full support.

    Unsupported

  • MSpace cannot recognize the format.

File specifications and descriptions are listed in the MSpace Format Reference Collection.   MSpace may support a format if enough documentation is provided.  “Support” in this context means to make usable in the future using whatever combination of techniques (such as migration, emulation, etc.) is appropriate given the context of need. For instance, MSpace may choose to bulk-transform files from a current format version to a future one for supported formats. It is unknown which services will be necessary in the future, therefore formats and techniques will be monitored to ensure MSpace can accommodate changing technologies.

MSpace will preserve known and unsupported files.  In some cases Libraries’ staff may provide guidance on converting files into supported formats. Tools may be available for popular proprietary known formats (such as .doc, .xls, .ppt) to aid in preservation.

 

For unsupported formats, the record will show the format as "application/octet-stream" and the description as “unknown”. 

 

MSpace will not support or recognize unsupported formats. Questions about unsupported formats should be directed to the MSpace administrator.

 

 


MSpace Format Reference Collection

 

    MIME type

  • Multipurpose Internet Mail Extensions type identifier.

    Description

  • The common name for the format.

    Extension

  • Typical file name extensions.  File name extensions are not case sensitive in MSpace, so either "sample.XML" or "sample.xml" will be recognized as XML.

    Level

MIME type

Description

Extensions

Level

Application/marc

MARC

marc, mrc

Known

Application/mathematica

Mathematica

ma

Known

Application/msword

Microsoft Word

doc

Known

Application/octet-stream

Unknown

(anything not listed)

Unsupported

Application/pdf

Adobe PDF

pdf

Supported

Application/postscript

Postscript

ps, eps, ai

Supported

Application/sgml

SGML

sgm, sgml

Known

Application/vnd.ms-excel

Microsoft Excel

xls

Known

Application/vnd.ms-powerpoint

Microsoft PowerPoint

ppt

Known

Application/vnd.ms-project

Microsoft Project

mpp, mpx, mpd

Known

Application/vnd.visio

Microsoft Visio

vsd

Known

Application/wordperfect5.1

WordPerfect

wpd

Known

Application/x-dvi

TeXdvi

dvi

Known

Application/x-filemaker

FMP3

fm

Known

Application/x-latex

LateX

latex

Known

Application/x-photoshop

Photoshop

psd, pdd

Known

Application/x-tex

TeX

tex

Known

Audio/x-aiff

AIFF

aiff, aif, aifc

Supported

Audio/basic

Audio/basic

au, snd

Known

Audio/x-mpeg

MPEG Audio

mpa, abs, mpeg

Known

Audio/x-pn-realaudio

RealAudio

ra, ram

Known

Audio/x-wav

WAV

wav

Known

Image/gif

GIF

gif

Supported

Image/jpeg

JPEG

jpeg, jpg

Supported

Image/png

PNG

png

Supported

Image/tiff

TIFF

tiff, tif

Supported

Image/x-ms-bmp

BMP

bmp

Known

Image/x-photo-cd

Photo CD

pcd

Known

Text/html

HTML

html, htm

Supported

Text/plain

Text

txt

Supported

Text/richtext

Rich Text Format

rtf

Supported

Text/xml

XML

xml

Supported

Video/mpeg

MPEG

mpeg, mpg, mpe

Known

Video/quicktime

Video Quicktime

mov, qt

Known

Application/zip

Winzip file

zip

Known

Application/shockwave

Shockwave

swf

Known

 

 


MSpace Contact Information

Wendy Prystenski
MSpace Assistant
University of Manitoba Libraries
Winnipeg, MB R3T 2N2
Tel. 204-510-8063
Wendy.Prystenski@ad.umanitoba.ca

 

 

 

 

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