SYSTEM POLICY

Metadata Policy for information describing items in the archive

  1. The metadata is accessible to anyone and it is free of charge.
  2. The metadata must not be used in any form or medium for commercial purposes without a prior formal permission from the FAMILY Repository administrator.

Data Policy for full-text and other full data items

  1. Access to some or all full items are being controlled.
  2. Copies of full items can generally be reproduced for personal use, research, study, educational, or non-profit purposes only with prior permission from the administrator, with the following conditions:
    • Name of author(s), title and full bibliographic details must be provided
    • A hyperlink and/or URL are given for the original metadata page; and
    • The content is not been changed in any way.
  3. Full items should not be sold commercially in any format or medium without formal permission of the copyright holders.
  4. Some of the full items are individually tagged with different rights term and condition.
  5. The FAMILY Repository is not the publisher; it is only the online archive administrator.
  6. Acknowledgment of the FAMILY Repository is very much appreciated and it is not mandatory.

Content Policy for types of document

The documents deposited in the FAMILY Repository consist of research papers, conference papers, project reports, journals, articles and Acts/Policies. It focuses on deposit of documents relating to family matters and issues.

  1. Papers may include:
    • Unpublished pre-prints (not peer-reviewed)
    • Final peer-reviewed drafts (post-prints)
    • Published versions (publisher-created files)
  2. Principal Languages: Bahasa Malaysia or English

Submission Policy

  1. Currently, items may be submitted by appointed depositors from the National Population and Family Development Board (NPFDB) Malaysia.
  2. All items submitted must be only be related to family matters. Types of document eligible for deposit: see Submission Guidelines.
  3. Depositor must submit bibliographic metadata of all publications or documents.
  4. For NPFDB, the Division Director will only vets items for eligibility of depositors, relevant only to the scope of the FAMILY Repository. Depositor needs to ensure document to be uploaded must obtained approval or consent from the Division Director.
  5. Documents to be deposited to the FAMILY Repository must not infringe the copyright or other intellectual property rights of other publisher
  6. A depositor submitting on behalf of an author or editor must get the permission from the author or editor of the item before depositing into FAMILY Repository.
  7. A depositor submitting on behalf of an author or editor, must also ensure the publisher article copyright transfer agreement or must obtain a consent letter from the publisher (if published) to be deposited in the FAMILY Repository.
  8. The validity and authenticity of the content of submissions is the sole responsibility of the author.
  9. Items must not be deposited until any embargo period has expired
  10. Once an item is deposited, it will be place in a "buffer" for authenticity checking by an editor of the NPFDB. If the said item is accepted, it will be publish after a few days. If not, depositor may be asked to amend some data or it may be return to the depositor. Notification will be through email.

Copyright Policy

  1. Any copyright violations are entirely the responsibility of the depositors.
  2. If the archive receives proof of copyright violation, the relevant item will be removed immediately.
  3. All articles need to have copyright/ self-archiving rights from publishers of the articles.
  4. Copyright permission can be checked at http://www.sherpa.ac.uk/romeo.php.

Preservation Policy

  1. Items will be retained indefinitely.
  2. The archive will try to ensure continuous readability and accessibility. Items will be transformed to new file formats where necessary. Software emulations will be provided to access untransformed formats. FAMILY Repository does not guarantee the readability of some unconventional file formats.

Withdrawal for Item From the FAMILY Repository

  1. Withdrawn items are not deleted per se, but are removed from public viewing.
  2. FAMILY Repository Editor has the right to withdraw any materials that are considered inappropriate as and when required or as instructed by the Ministry of Internal Affairs Malaysia (KDN).

Acceptable reasons for withdrawal include:

Withdrawn items's identifiers/URL are retained indefinitely.

The metadata of withdrawn items will not be searchable.

URL will continue to point to 'old' citations, to avoid broken links and to retain item histories. Changes to desposited items are not permitted. Errata and corrigenda lists may be included with the original record when required.

If necessary, an updated version may be submitted. In the event of the archive being close down, the Agency will undertake the transferring of the database to another appropriate archive.