I. General Policies and Guidelines

The Goddard Library Repository stores and disseminates intellectual output from the Goddard Space Flight Center in digital format. The Repository is developed and managed by the Goddard Library.

A. Policy Advisory Group

The Goddard Library Repository Policy Advisory Group consists of the following members from the Goddard Library staff:

  • Technical Information Specialist - Government representative
  • Deputy Program Manager - Contractor
  • Electronic Library Systems Team Lead - Contractor
  • Collections/Outreach Librarian - Contractor

B. Content and Collection Policies

The Repository content consists of collections produced or controlled by the Goddard community. A collection is a group of digital objects and metadata related to the work of the Goddard Space Flight Center and the Wallops Flight Facility. The collections may be organized in various ways such as by project, organizational code, subject, or author. Some of the collections may be subject to guidelines and restrictions determined by Goddard and NASA administration.

C. Content Guidelines

Items in the Repository should have at least one creator or author who was affiliated with the Goddard Space Flight Center at the time the item was created or published. Items will be retained in the Repository even after the person leaves GSFC.

The Repository can accept items in any digital format, including text, images, audio, and video. Since items in the Repository are distributed without viewing software, contributors of materials using a proprietary format are encouraged to provide an additional copy in an open format. The item must be complete and ready for distribution.

It is the responsibility of the content contributor to create the content in digital form or convert the items to digital file formats. The Goddard Library can advise potential contributors in the specifications that will best preserve digital documents.

If the item is part of a series, other items in the series should also be deposited so that the Repository can offer as full a set as possible. Types of digital material that may be appropriate for collections in the Repository include:

  • Case studies
  • Journal articles - pre- and post-prints
  • Conference and workshop papers and presentations
  • Colloquia
  • Research Materials - personal papers, lab notes, etc.
  • Technical reports
  • Standards and specifications
  • Metadata about Datasets
  • Patents
  • Project Documents
  • Images and other media
  • Websites
  • Goddard Publications and historical documents
  • Special collections of documents related to a specific topic

D. Copyright and Intellectual Property Rights

Authors retain the copyright for all their content that is accepted and stored in the Repository. The Repository License Agreement specifies a nonexclusive right of the Goddard Library Repository to store and display the digital object.

Content contributors are responsible for clearing copyright for submitted content. Although this does not usually apply to Federal employees, there may be exceptions when the content has authors or creators who are not civil servants. More detailed information is available from the "CENDI Frequently Asked Questions about Copyright: Issues Affecting the U.S. Government" at http://www.cendi.gov/publications/04-8copyright.html.

The Repository also follows the guidelines provided by STI in "Disclaimers, Copyright Notice, and Terms and Conditions of Use" at http://www.sti.nasa.gov/disclaimers.

E. License Agreement

The Goddard Library uses the following license agreement in the Repository:

Non-Exclusive Distribution License

In order for the Goddard Library Repository to reproduce, translate and distribute your submission your agreement to the following terms is necessary. Please take a moment to read the terms of this license, fill in the information requested (and sign and submit this license to the Repository at The Goddard Library, NASA Goddard Space Flight Center, Code 272, Bldg. 21, 8800 Greenbelt Rd., Greenbelt, MD 20771.

By signing and submitting this license, you (the author(s) or copyright owner) grant to the NASA Goddard Space Flight Center Library (Goddard Library) the non-exclusive right to reproduce, translate (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.

You agree that the Goddard Library may, without changing the content, translate the submission to any medium or format for the purpose of preservation.

You also agree that the Goddard Library 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 does 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 to grant the Goddard Library 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.


The Goddard Library Repository 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.

F. NASA Publication and Dissemination Procedures

Contributors are responsible for compliance with NASA publication and STI dissemination procedures as outlined at the following sites: NF 1676, Document Availability Authorization (DAA) and  NPR 2200.2C

G. User and Privacy Policies

The Goddard Library Repository complies with the privacy policies and guidelines stated in the NASA Web Privacy Policy and Important Notices at http://www.nasa.gov/about/highlights/HP_Privacy.html.

H. Repository Use Policies

Metadata Policy

Access to most of the metadata in the Goddard Library Repository is freely accessible; however, some metadata may be restricted based on the requirements of the collection. Unrestricted metadata may be re-used in any medium for not-for-profit purposes without prior permission provided a hyperlink and/or URL are given to the original metadata record and the Goddard Library Repository is credited as the source.

Data Policy

Access to most of the full-text and other full data items in the Goddard Library Repository is freely accessible; however, some full items are individually tagged with different rights permissions and access conditions. These permissions and conditions override any general use policies. Copies of unrestricted full items generally can be reproduced for personal research or study, educational, or not-for-profit purposes without prior permission or charge provided that the following information is included:

  • the authors, title and full bibliographic details,
  • a hyperlink and/or URL to the original metadata page,
  • the original copyright statement,
  • the original rights permission statement is given,
  • the content is not changed in any way, and
  • the Goddard Library Repository is credited as the source

Full items may not be sold commercially in any format or medium without formal permission of any copyright holders.

II. Submission Policies and Procedures

A. Responsibilities and Rights

A contributor to the Goddard Library Repository agrees to:

  • Work with the Repository staff to determine a submission workflow for each collection.
  • Arrange for submission and description of content.
  • Understand and observe NASA policies relevant to the publication and dissemination of STI and controlled information.
  • Clear copyright for items submitted when copyright owner is other than author(s) or the federal government.
  • Decide the access policy regarding content to be submitted.
  • Notify the Repository staff of organizational changes affecting submissions.

A content contributor retains the right to:

  • Limit access to content at the item level either to NASA Goddard only or to specific individuals or groups.
  • Receive a copy of submitted content upon request.
  • Remove items and collections according to the Repository withdrawal policy.
  • Have a customized interface to community content (special programming may need to be negotiated).

The Goddard Library/Repository agrees to:

  • Retain and maintain content submitted to the Repository.
  • Distribute content according to agreements with the content contributor and NASA requirements.
  • Preserve content using accepted preservation techniques.
  • Notify contributors of significant changes to content, e.g. format migration.

The Goddard Library/Repository retains the right to:

  • Redistribute or amend metadata for items in the Repository.
  • De-accession items or collections under certain circumstances.
  • Refuse items or collections not within the scope of the Repository.
  • Renegotiate terms of original agreement with Content Contributors.
  • Move Collections to reflect current agreement between the Repository and Content Contributors.
  • Migrate items for presentation purposes or at the Library's discretion.
  • Determine the level of centralized support (hardware, software, metadata, and interface design) that can be provided by the Library.

B. Submission Procedures

This section of the Submission Policies and Procedures will be completed at the appropriate phase of the project.

Required metadata

While making decisions about each element, the Goddard Library staff kept in mind the following three reasons for collecting metadata:

  • To aid in the retrieval process
  • As a surrogate for the item (for instance, metadata harvesting by another system)
  • For use in later products (for instance, a bibliography in a particular discipline)

In order to meet the unique needs of the Goddard Library Repository, the Library staff developed a custom metadata schema for the descriptive metadata. This schema is called GEMS, the Goddard Encoding Metadata Schema. For more information on GEMS please refer to the Metadata policies.