e-Artexte Digital Repository Policies

1. Introduction
2. Access and Re-use Policy
    2.1 Metadata
    2.2 Data
3. Depositor's Policy
    3.1 Depositors to e-Artexte
    3.2 Registration and Voluntary Financial Contribution
    3.3 Content and Scope
    3.4 Format
    3.5 Submission Process
    3.6 Depositor's Agreement
    3.7 Withdrawal
4. Preservation
5. Disclaimer

1. Introduction

e-artexte provides online access to full-text publications about contemporary art in Canada (from 1965 to the present day), free of charge, to anyone, anywhere.

As a digital repository, e-artexte is not a publisher. Rather, it gives publishers and authors in the visual arts milieu the option to self-archive their own published works, making their contributions accessible worldwide through the internet.

In addition to full-text works in digital format (data), e-artexte provides electronic records (metadata) that describe individual items in the repository. These records may also refer to physical copies of the same titles in Artexte’s holdings, as e-artexte is also a catalogue used to manage our collection of books, art magazines and other materials.

In the spirit of Open-Access, e-artexte provides unrestricted access to the works in its digital collection.

Artexte respects the Canadian Copyright Act (R.S.C. 1985, c. C-42) and this is reflected in our e-artexte Digital Repository Policies.

Depositors maintain copyright over the digital publications they deposit with us, and are able to grant a Creative Commons CC-BY-NC-ND license to each work they submit. In doing so, they specify how their document can be re-used by the public.

Artexte is committed to the understanding and advancement of the visual arts through reliable information sources such as e-artexte. Our primary goal is the study and development of material that documents the field of contemporary art.

As such, e-artexte helps us to reach this goal through two key objectives: to support the experimental, innovative and critical nature of contemporary visual art; and to foster it in a multidisciplinary discourse through alliances and partnerships.

2. Access and Re-use Policy

2.1 Metadata

Anyone may access the metadata (the electronic records that describe full-text items) found in e-artexte. This metadata may be re-used without prior permission for not-for-profit purposes provided e-artexte is credited as the source, or if a link to the original e-artexte record is given.

Anyone wishing to use the metadata in a commercial context (or to transform or to create derivative works) must contact the content creator for permission – this may include Artexte, the depositor and all third parties.

2.2 Data (full text documents)

Data available in e-artexte is available for all individuals to access and use under the terms of the Creative Commons license CC-BY-NC_ND attached to each document deposited into e-artexte. Licenses are granted by the depositor, at the time of the submission. The licence provides details and provisions regarding the re-use of the corresponding documents.

• the authors’ names, the title and full bibliographic details are given for each item;
• the data is not used or re-used commercially (in any format or medium) without the formal permission of the copyright holders – whether this be Artexte, the depositor, or third parties;
• the content is not changed in any way;
• e-artexte is credited (for text mining or information visualization projects).

Data must not be harvested by robots except transiently for full-text indexing, citation analysis, text mining or information visualization projects.

3. Depositor's Policy

3.1 Depositors to e-artexte

Depositors to e-artexte are divided up into two general categories: institutional publishers and individual authors.

Institutional publishers include museums, artist-run centres, art galleries, academic publishers and other cultural organizations that have a mandate to study, interpret, and/or advance the understanding of the Canadian visual arts sector.

Individual authors include professional art critics, curators, historians, artists and theorists.

3.2 Registration and Voluntary Financial Contribution

In order to submit material to e-artexte, depositors must contact Artexte at eartexte@artexte.ca to register.

First time depositors to e-artexte are asked to complete a registration form and are guided through the deposit process by the digital collection librarian.

Artexte adheres to the pay what you can model. As such, depositors are encourged to self-determine the financial contribution that they are able to pay to in order to support e-artexte.

Contributions should be based on the depositor’s ability to pay and as well as the number of documents being deposited to the repository.

Each document deposited in e-artexte costs Artexte an average of 10 $ in human and material ressources.

The following table is a guideline for contribution to e-artexte on an annual basis, for organisations wishing to make regular deposits.

Contributions can be made by cheque and mailed directly to Artexte or online via Paypal.

3.3 Content and Scope

In keeping with the collection practices of Artexte, e-artexte specializes in publications that address the visual arts, from 1965 to today, with an emphasis on the art of Quebec and Canada. e-artexte favours critical art writing (including contemporary, art historical and/or theoretical works) over items of either a promotional or commercial nature.

Some examples of materials collected in e-artexte include:

• exhibition catalogues; catalogues raisonnés; or catalogues of art collections;
• essays; monographs or anthologies that deal with contemporary visual art subject matter;
• articles or entire issues of specialized art magazines; academic journals; organizational newsletters; or serial publications that deal with contemporary visual art subject matter;
• festival or event programmes;
• documentary videos or recordings of published interviews;
• artist books;
• annual reports.

Depositors have the option to submit only a selection of essays or chapters from a publication; although complete submissions are preferred.

Also in keeping with Artexte’s collection practices, e-artexte does not accept (or no longer collects) the following types of materials:

• auction or distribution catalogues;
• government documents;
• textbooks, guides or manuals;
• student projects produced as course work;
• works with elementary or superficial treatment of the subject matter.

Ephemera:Certain paper-based, ephemeral materials (including exhibition announcements, advertisements, press releases, call for submissions, job postings, etc.) are collected by Artexte but do not have corresponding records in the catalogue, therefore in keeping with our cataloguing policies, digital copies of these materials are not accepted into e-artexte. The physical documents are housed in the organizational files that Artexte maintains for art publishers, and are available for public consultation.

Depositors are encouraged to contact Artexte if they have questions about any items they wish to submit to e-artexte that are not addressed within this section.

3.4 Format

e-artexte is able to support a number of different digital formats for texts, images, videos and audio works; although some formats are preferred over others.

Preferred digital formats include:

• text formats: PDF/A (.pdf), XML (.xml);
• image file formats: JPEG or JPEG2000 (.jpg, .jpg2), PNG (.png);
• video file formats: MPEG (.mp4), Motion JPEG 2000 (.mj2 and .mjp2);
• audio file formats: MPEG audio (.mp3).

Documents may also be submitted in the following formats:

• text formats: PDF (.pdf), Rich Text (.rtf), HTML (.html, .htm);
• e-book formats: ePUB
• image file formats: TIFF (.tiff), GIF (.gif);
• video file formats: QuickTime – Apple (.mov);
• audio file formats: WAVE and BWF (.wav), FLAC (.flac).
• web archive files (.warc)

For inquiries about other formats please contact the digital collection librarian at eartexte@artexte.ca

File size limits: In general, submitted files should not exceed 300 MB.

File naming conventions: Depositors are asked to adhere to the following conventions when submitting their documents to e-artexte:

Do use:

• file names that are exclusively made up of characters from a-z, A-Z, or 0-9;
• file names that begin with an alphabetic identifier.

Do not use:

• special characters including: / : \ * ? | $ = + ; , ^ [ ] ( ) % # @ ! &
• file names that contain spaces. If a separator is required, use the underscore ( _ ) character.

3.5 Submission process

The submission process to e-artexte is fairly simple and can be accomplished in a few steps :

• The depositor can contact the digital collection librarian with information about the documents they wish to submit at eartexte@artexte.ca;
• The librarian will send the depositor a consent form to be read, filled and signed. The form is used to ensure that the depositor has the authority and copyright clearance to deposit the items;
• The depositor sends the digital files to the librarian via email or a file sharing program (Dropbox, WeTransfer);
• After receiving the signed consent form and the digital files, the librarian will upload the document to e-artexte.

Once the digital document is uploaded, it will be available to the public.

Please note that:

• Depositors are responsible for ensuring the accuracy, validity and authenticity of the content of their submissions; and obtaining copyright clearance;
• Depositors are responsible for contacting any third parties whose work appears in the publication, in order to obtain authorisation to licence the work to Artexte who will make the material available online in e-artexte;
• Artexte reserves the right to review a submission to ensure its accuracy and/or its relevancy towards the content and scope of e-artexte. Artexte may make verifications with third parties if there appears to be an abnormality, in the case of large deposits or with new depositors. Artexte may make corrections to the metadata (if necessary), or contact the depositor if there are questions regarding a particular submission.

Depositors should feel free to contact Artexte if they have any questions about the submission process.

3.6 Depositor's Agreement

This agreement acknowledges the rights of depositors to e-artexte. It lays out the terms and conditions for submitting digital documents to e-artexte, and grants Artexte certain rights and permissions regarding the management of these documents in the repository.

Depositors must agree to the terms of the Depositor’s Agreement at the time they submit their publications in the repository.

A copy of the Depositor's Agreement is provided here for your consultation : ConsentForm.pdf

3.7 Withdrawal

Artexte is responsible for the management of the data and metadata in e-artexte, and reserves the right to withdraw any material from the repository at its sole discretion.

An individual or an organisation may request to have a document removed from e-artexte under exceptional circumstances for example defamatory content or copyright infringement. The depositor must send a written request to Artexte at eartexte@artexte.ca and include the reasons for the document’s removal. Once such a demand is received, the document is removed within two business days. The request is then reviewed by an Artexte committee whose decision to withdraw or maintain an item in e-artexte is final.

4. Preservation

Artexte will endeavour to maintain and preserve deposited material for the future.

5. Disclaimer

The views contained in the material deposited in e-artexte are those of the author(s) and are not those of Artexte.

Notes

1. The term “visual arts” is used by contemporary art publishers (whose titles are found in Artexte’s collection) to refer to a range of disciplines and practices such as collage, conceptual-based art, drawing, fibre art, installation, mail art, new media, painting, performance, photography, print media, sculpture, sound-based art and video.