Policies and Terms of Use

All materials within the University Digital Conservancy (UDC) are subject to the following policies and terms of use. The Digital Conservancy is also home to the Data Repository for U of M (DRUM) which has additional selection criteria, access and use policies that are unique to this collection.

UDC and DRUM Collecting Policy

Deposit License

Copyright Policy

Withdrawal Policy

Preservation Policy

DRUM Specific Policies

DRUM Data Collection Policy

DRUM Human Participant Data Policy

DRUM Human Participant Data Guidelines

DRUM End-User Access Policy

DRUM Terms of Use

Related U of M Policies

UDC and DRUM Collecting Policy

The University Digital Conservancy is a program of the University of Minnesota Libraries that provides long-term open access to a wide range of University works in digital formats. It does so by gathering, describing, organizing, storing, and preserving that content.

Works produced or sponsored by the U of M faculty, researchers, staff, and students are appropriate for deposit in the Digital Conservancy. Works might include pre- and post-prints, working papers, technical reports, conference papers, research data and theses.

Works produced or sponsored by administrative and academic units may also be appropriate for deposit in the Digital Conservancy; see Regent’s Policy on Libraries and Archives. Works might include digital departmental newsletters, administrative reports, compilations of University data, meeting agendas and minutes.

The following statements are meant to guide contributors in determining appropriate types of submissions for the Digital Conservancy.

Deposit License

By depositing this Content (“Content”) in the University Digital Conservancy (“Digital Conservancy”), I agree that I am solely responsible for any consequences of uploading this Content to the Digital Conservancy and making it publicly available, and I represent and warrant that:

  • I am either the sole creator and the owner of the copyrights and all other rights in the Content; or, without obtaining another’s permission, I have the right to deposit the Content in an archive such as the Digital Conservancy.

  • To the extent that any portions of the Content are not my own creation, they are used with the copyright holder’s express permission or as permitted by law. Additionally, the Content does not infringe the copyrights or other intellectual property rights of another, nor does the Content violate any laws or another’s rights of privacy or publicity.

  • The Content contains no restricted, private, confidential, or otherwise protected data or information that should not be publicly shared.

I understand that the Digital Conservancy will do its best to provide perpetual access to my Content. In order to support these efforts, I grant the Regents of the University of Minnesota (“University”), through its Digital Conservancy, the following non-exclusive, perpetual, royalty-free, world-wide rights and licenses:

  • to access, reproduce, distribute and publicly display the Content, in whole or in part, in order to secure, preserve and make it publicly available, and

  • to make derivative works based upon the Content in order to migrate the Content to other media or formats, or to preserve its public access.

These terms do not transfer ownership of the copyright(s) in the Content. These terms only grant to the University the limited license outlined above.

Deposit License in Other Formats

The full text of our Deposit License is available above or when you complete a deposit in the UDC or DRUM.  You can also view and sign a Deposit License in the following formats:

Using Materials in the Digital Conservancy

Individuals who use this site are solely responsible for their uses; copyright permissions or other legal or ethical issues may need to be addressed in order to make use of Digital Conservancy materials.

Contributor(s) retain all copyrights and related rights in their works. Where open licenses or other usage rights are not indicated, users should contact contributors for any permissions needed to use materials that are available on this site.

Sharing Your Materials via the Digital Conservancy

Contributors must have the legal right to upload their materials to the Digital Conservancy, and to grant the necessary non-exclusive licenses to the Digital Conservancy for access and preservation. A jointly-owned Work may be deposited by any of the joint owners, provided the Contributor promptly notifies the other joint owner(s) of the deposit. (Many jointly-authored works are also jointly-owned.)

A work for hire may be deposited by the employer or contracting party that owns the rights of copyright in the Work.

A Work that has been disclosed to the University’s Office of Technology Commercialization (“OTC”) shall not be deposited in the Conservancy without OTC’s prior approval.

A Work held by a unit of the University may be deposited on behalf of the unit if determination of authorship is impossible or impractical.

Information About Rights You Grant to the University

Contributors do not at any point lose copyright ownership or any other rights in the materials that already exist. Contributors (or their proxies) grant non-exclusive rights to the Regents of the University of Minnesota. Non-exclusive indicates that these rights are also retained by the existing rightsholders, and that they can be granted again in the future to other parties. The University asks for the rights needed to preserve your materials for as long as possible, and to share them with the world; this includes the rights to distribute your materials, and to make copies and change file formats in order to keep them accessible. For more details, read the Deposit Agreement, below.

Withdrawal Policy

Content submission to the University Digital Conservancy is permanent. Under certain circumstances an item in the Digital Conservancy may be removed from view (e.g. due to a violation of University Digital Conservancy deposit agreement). In order to retain the historical record, upon an item’s removal the following statement is displayed:

“Item Withdrawn. The item you are trying to access has been withdrawn from the University Digital Conservancy. If you have any questions, please contact Digital Conservancy staff.”

Preservation Policy

The UDC and DRUM are committed to providing long-term access to the digital works they contain.  UDC deposits are considered permanent, while DRUM commits to a 10-year period of preservation that may be extended in accordance with University policy on research data management.  Deposits that violate our policies and terms of use may be withdrawn from the repositories at any time in accordance with the withdrawal policy.

Our repositories accept deposits in any format, but some formats more readily facilitate preservation and access than others.  To that end, digital preservation support will be provided at different levels for different formats.  The Digital Preservation Program of the University Libraries maintains a list of Preferred File Formats – formats listed in the “highest confidence” column of their website will receive additional format monitoring and migration services.

Adhering to best practices, the Digital Conservancy and University Libraries staff use digital preservation strategies that adapt to the changing technological environment.  Preservation steps may include format migration, normalization, and/or emulation. Which steps the Digital Conservancy will take to perpetuate accessibility of a file are determined by the nature of the file format. More information about preferred file formats, digital preservation strategies, as well as the Libraries’ digital preservation framework can be found on the Libraries’ Digital Preservation website.

DRUM Specific Policies

The Data Repository for U of M (DRUM) is a part of the University Digital Conservancy and all of the above policies apply to DRUM as well. The policies below are specific to DRUM only.

DRUM Data Collection Policy

The Data Repository for U of M is run by the University Libraries and accepts research data at no cost that meet the following collection criteria:

Larger or out-of-scope data may be considered for projects with federal grant funding requirements. Please contact datarepo@umn.edu with specific inquiries.

Data that do not meet our collection criteria will not be accepted into DRUM, or may be subject to removal after publication.

DRUM Human Participant Data Policy

Data involving human participants will be subject to additional review to ensure that it meets our requirements for public sharing. Data that we determine is insufficiently de-identified or which has not properly consented participants to the sharing of individual-level data in a public repository may be rejected from DRUM, or may be subject to removal after acceptance.

DRUM Human Participant Data Guidelines

If you are uploading human participant data:

DRUM End-User Access Policy

The Data Repository is an open access repository and makes collection holdings freely available, worldwide. Data authors may choose to make their data openly available immediately, or temporarily delay access to data until after an embargo period has passed.

DRUM Terms of Use


Authors who share their data here expect that it will be re-used to some degree. Users are expected to abide by the University of Minnesota Acceptable Use Policy, and other University policies, where applicable. However, by using or downloading the data, you signify your agreement to the conditions of use stated below:


Data are offered with no warranty or claim of fitness for any purpose. In no event shall the University be liable for any actual, incidental or consequential damages arising from use of these files. The Data Repository is intended to facilitate data sharing and the University of Minnesota Libraries staff are available to assist users with finding, accessing, and downloading the data. However, Libraries staff are limited in our ability to assist with using, analyzing, or understanding the data, and requests of this nature should be directed first to the author(s) of the data.

The following are University of Minnesota Policies that may be related to submitting content to the Digital Conservancy.

Contact Us

Need Help? Contact us with your questions via email or our simple contact form. You can contact us in several ways:

If you are not sure who you need to talk to, use our contactform and we will get you to the right person.