Koç University aims to provide necessary services in the highest quality by conducting digitization projects that supports educational, academic and research requirements. The aim of the digitization is to make resources accessible for users without location limitations. In this regard, this policy determines the procedures and methods, technical infrastructure and standards to be applied in the process of digitization of the university’s intellectual outputs, materials considered to be in the scope of cultural heritage and archival resources that are needed to be digitized.
In this context;
This policy covers all the materials including intellectual and cultural outcomes of Koç University faculty members and students as academic articles, masters and phd thesis and artistic productions; photographs, slides, maps, documents, books, rare books in the archives of Koç University Suna Kıraç Library and branch libraries; all audio and visual materials, born-digital documents and websites (with permanent links) about Koç University and members and departments related to Koç University.
Library Archives contains the archives in Suna Kıraç Library and Libraries of ANAMED, VEKAM and AKMED. The decision of the selection, elimination, cleaning and digitization of all types of archival materials acquired by purchase or donation, are made by the Digitization Committee with the approval of the Library Director.
In this context, during the digitization processes of the collections the Committee is in charge of applying international standards to the subject materials, monitoring the processes and setting the specifications of preserving and storing the archival materials both physically and digitally.
Digitization projects are conducted by the members of Suna Kıraç Library Digitization Committee with the knowledge and management of Library Directorate. The responsibilities of the Digitization Committee are as it follows;
Our fundamental principles are as follows;
Koç University Suna Kıraç Library and its affiliated centers have been considered the rules during the selection and priorities of the materials and collections to be digitized are listed below.
The inclusion of materials that meet one or more of the items mentioned above in the scope of digitizing is carried out with the approval of the library director. For the materials decided to be digitized, transactions are carried out by applying standards listed below, technical standards and protection standards.
Suna Kıraç Libraries’ digitisation team adhere to the following basic digitisation standards:
There are various conservation strategies applied to ensure that manuscripts and other archival materials in the Koç University Library can reach the future. These are restoration and conservation of the material, digitise and put the online format.
Whether digital document or a scanned document must be stored both raw copies of documents and manufactured copies for long-term safeguard. Documents are not only stored on the desktop or on the drives of personal computers.
A user copy must be created from each scanned raw copy. Both copies are stored with the same name or number. As a third digital copy of the materials are burned to DVDs and these created DVDs stored in the archive.
Protection and preservation of digitised versions or born as digitally files of the analogue materials is a corporate responsibility both their . Koç University Libraries are responsible to protect and preserve both the original and digital copies of the archival materials, as well as with the master of digital image files and other formats, so it provides sufficient storage space for the metadata identifying them.
Koç University provides the necessary technical infrastructure to protect and to prevent spoilage of analogue and digital files. Storage in any company or organisation other than Koç University and/or its affiliated units is possible under the conditions stipulated by Koç University.
Archive materials stored at Koç University and / or its affiliated units are maintained by providing appropriate heat, light and moisture environment, and stored in special cabinet, box, file and conservation material appropriate for each type of material. Koç University Libraries undertakes prevention of conservation and restoration under the supervision of an expert conservator in order to protect archival materials that are at risk for loss degradation.
The copyright and intellectual property rights of the materials are regulated according to the relevant laws. In case of a need to restrict access, the necessary terms and conditions are fulfilled by institution. The ideal approach is that materials should not have a legal barrier to digitisation and open access on the web.
The intellectual and property rights on the material of Koç University is reserved. The copyright ofmaterial that is held by Koç University is accessible to the public both inside and outside the campus if digitized. Providing that it has no commercial purpose for educational and research purposes, it can be used by attribution with the permission of Koç University.
[Title of Material]. (Year), Name of Collection, Inventory / Inventory number, Suna Kıraç Library [or holding branch library], Koç University.
Material whose copyright is unclear has no prioritisation of digitisation. In cases where digitisation occurs, the material can only be displayed within the digital management system stipulated by the Suna Kıraç Library directorate within Koç University campus; it is not open to public viewing or access in any way.
Koç University primarily aims to acquire collections that will not constitute any problems in terms of copyright. Materials that are undesirable to be made accessible by the author / creator / owner may be opened after obtaining the necessary permissions for access or research purposes within the Koç University campus where digitalized copies are available.
Koç University has the right to open access and use of the digitized collections for research and educational purposes at internet. The materials can only be used for research and educational purposes, in which case they must refers to the collection and to Koç University. Any reproduction, production or profit making by distribution of such analogue or digital materials by any third party or institution without the permission of Koç University Archives is contrary to the principles stipulated in the Law No. 5846 on Intellectual and Artistic Works. Koç University protects its legal rights in violation of copyright by complying with the provisions of the law if third parties or institutions that use the materials without permission gain commercial benefit from this use.
While the circumstances that constitute commercial purpose are as follows, all cases that constitute material gain are in this scope:
a. The publications on sale for profiting by the Koç University Publications/institutions
b. TV programs, films, documentaries, e-commerce applications made with commercial purpose
c. Commercial advertisement
d. Works for sale obtained by converting from archival material
The digital collections of Koç University Libraries is under the authority and permission of Koç University for commercial purposes listed above.
The collection or the removal of some pages within the collection is carried out with the approval and knowledge of the senior management of the library when it is determined that there is a violation of protection, legal practices or individual rights.