Policy for OAK - Open Access to Knowledge @ Novartis Internet Open Access Archive

This policy applies to all Novartis external visitors using OAK Internet Open Access Archive.

Submission Policy

Submission Policy concerning depositors, quality & copyright

1. All research publications with a NIBR responsible author have to be deposited in OAK prior to external publication to gain internal disclosure approval.
2. Manuscripts may only be deposited by Novartis employees authenticated via PKI.
3. Preferably the responsible authors deposit their own manuscripts for publication approval and archiving. In case the depositor is not the responsible author, the responsible author’s name needs to be entered into the system by the depositor. If there are more NIBR authors for one publication, they choose one responsible author who takes care of the submission.
4. All copyright issues will be dealt within an OAK workflow. NIBR authors are not allowed to sign away copyright outside this OAK workflow.
5. The OAK depositors have to deposit metadata and full texts for all the material submitted.
6. The validity and authenticity of the content of submissions will be checked by assigned internal Novartis reviewers & approvers.
7. The Information Specialist as repository administrator checks items for valid layout & format, for completeness & correctness of metadata and for copyright compliance. If requested by the publisher access to full-texts will be restricted to comply with publishers’ policies.
8. Externally published content is made publicly visible in OAK Internet Open Access Archive with the copyright holders’ consent. Full texts will not be made accessible before any publishers' embargo period has expired.
• Already externally published NIBR manuscripts can be submitted to OAK retrospectively via an abbreviated workflow omitting NIBR internal review & approval.
• The abbreviated workflow for retrospective submissions described above will also be used as the standard submission procedure in OAK for externally published Novartis Corporate Research manuscripts.
9. Content that violates publishers’ copyrights will be removed immediately.

Content Policy

Content Policy for types of archived documents & data sets held

1. OAK is an institutional repository.
2. The OAK repository is restricted to:
• Research papers (only peer-reviewed post-prints will be permanently archived & finally made accessible in the external Internet Open Access Archive)
• Conference and workshop papers
• Posters, abstracts and presentations (not to be published with an external publisher)
• Theses and dissertations
• Books, chapters and sections
• Software source code released as open source software
• Patents ARE EXCLUDED!
3. Final manuscript records may show:
• Bibliographic metadata only (access to full text restricted according to publishers’ policies)
• Bibliographic metadata & final peer-reviewed draft (post-print)
• Bibliographic metadata & final peer-reviewed draft (post-print) & link to publisher’s full text version (if available)
• Bibliographic metadata & final peer-reviewed draft (post-print) & link to publisher’s full text version (if available) & publisher’s full text version (in rare cases)
4. Manuscript records can contain additional data sets of various formats apart from the final draft document.

Metadata Policy

Metadata Policy for information describing items in the repository

1. The external OAK Internet Open Access Archive only contains the metadata of already externally published items.
2. Any external user may access the metadata of the external Internet Open Access Archive free of charge through the internet.
3. The metadata accessed may be re-used in any medium without prior permission provided the manuscript record identifier or a link to the original metadata record are given. This re-use is for not-for-profit purposes only.
4. The metadata accessed must not be re-used in any medium for commercial purposes without formal permission of the copyright holders.

Data Policy

Data Policy for full-text and other full data items

1. The OAK Internet Open Access Archive only contains the full texts of already externally published items.
2. Any external user may access the full texts of the OAK Internet Open Access Archive free of charge through the internet.
3. Single copies of full texts can be:
• reproduced, and displayed or performed in any format or medium
• for personal research or study, educational, or not-for-profit purposes without prior permission or charge.
4. Full texts must not be sold commercially in any format or medium without formal permission of the copyright holders.

Preservation Policy

1. Items (= metadata, full texts and any accompanying data files) will be archived permanently and indefinitely.
2. The repository will try to ensure continued readability and accessibility.
3. The repository regularly backs up its files according to current best practice.
4. Items may not normally be removed from the repository.
5. Acceptable reasons for withdrawal include:
• Proven copyright violation
• Legal requirements and proven violations
• IP issues
• Plagiarism and falsified research
6. Withdrawn items are not deleted per se, but are removed from public view.
7. Withdrawn items' identifiers/URLs are retained indefinitely.
8. URLs will continue to point to 'tombstone' citations, to avoid broken links and to retain item histories.
9. No closure policy defined.