[EP-tech] GDPR and EPrints

Fri Apr 27 15:16:49 BST 2018

Hi All,
A few of us had a brief discussion about GDPR on Tuesday - the wiki page was created as a result of that.
The accompanying 'discussion' page (https://wiki.eprints.org/w/Talk:GDPR) may be useful for some technical pondering.

Feel free to add to the page, or if you already have some form of GDPR statement, a link to it may help others.

>From the White Rose perspective, we will be adding a (versionable) 'data and privacy' statement that will need to be agreed to before an account can be created.
A similar statement will be on the 'request' page.

For our research repository, most items come from CRIS systems, and there will be GDPR statements there.
For our eTheses repository, where users submit directly to EPrints,  there will be a statement when an account is created, and also a statement before a thesis can be uploaded.

User accounts will be purged from the systems:
- IF they are not attached to an EPrint
- AND have been inactive for X years

For Requests, we may retain details until the item has been made open-access.
If someone has been granted access to an item which subsequently appears improperly on another website, it may be necessary to trace who has had access.

We are still working on our policies - I will add a link once they're visible externally.

Being able to keep track of last login was one aspect that we needed to enable effective housekeeping - hence the code examples for this being available first.

Cheers,
John

http://orcid.org/0000-0002-8611-8266

White Rose Libraries Technical Officer
Library Systems Team,
Edward Boyle Library,
University of Leeds
Leeds
LS2 9JT
0113 3437385
Online: https://whiteroselibraries.wordpress.com/

-----Original Message-----
From: eprints-tech-bounces at ecs.soton.ac.uk [mailto:eprints-tech-bounces at ecs.soton.ac.uk] On Behalf Of Valerie McCutcheon
Sent: 27 April 2018 13:09
To: eprints-tech at ecs.soton.ac.uk
Subject: Re: [EP-tech] Eprints-tech Digest, Vol 115, Issue 24

May I piggy back on this and ask if anyone willing to share their privacy notice for EPrints?  We are drafting and would appreciate any we can check against.  Happy to share when we have something firmer.

Valerie McCutcheon
Research Information Manager

Direct Line: +44 (0)141-330-2674

Room 507
University of Glasgow Library
Hillhead Street
Glasgow  G12 8QE

Chair of REF Data Collection Steering Group

Open Access Special Interest Group Champion for UK Association of Research Managers and Administrators (ARMA)

Past Chair of Consortia Advancing Standards in Research Administration Information (CASRAI) UK

ORCID:  0000-0002-0705-4832

http://www.gla.ac.uk/services/openaccess/ 

To be eligible for submission to the post-2014 REF, authors' final peer-reviewed manuscripts of journals and conference papers accepted after 1 April 2016 must have been deposited in an institutional or subject repository as soon as possible after acceptance for publication.

HEFCE Policy for open access in the post-2014 Research Excellence Framework

Email research-openaccess at glasgow.ac.uk  

-----Original Message-----
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Sent: 27 April 2018 13:04
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Subject: Eprints-tech Digest, Vol 115, Issue 24

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Today's Topics:

   1. GDPR and EPrints (John Pilbeam)
   2. Re: GDPR and EPrints (Gutteridge C.J.)

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Message: 1
Date: Fri, 27 Apr 2018 11:42:26 +0000
From: John Pilbeam <john.pilbeam at sbs.ox.ac.uk>
Subject: [EP-tech] GDPR and EPrints
To: "eprints-tech at ecs.soton.ac.uk" <eprints-tech at ecs.soton.ac.uk>
Message-ID: <19A46F17-F3D3-449D-8553-A904902E34E9 at sbs.ox.ac.uk>
Content-Type: text/plain; charset="utf-8"

Hi all,

With the GDPR deadline approaching, I would like to ask if anyone has updated their EPrints repositories and workflows in order to comply? Other than adding a privacy notice, as we are doing with all our websites, we have not found anything else to modify. However, we would be interested to know if anything should be addressed regarding authors, collaborators and getting consent from them. For hosted EPrints repos will there be any code updates (along the lines of this - https://wiki.eprints.org/w/GDPR)?

Thanks,
John

--
John Pilbeam
Web/Digital Officer, Sainsbury Library
Sa?d Business School
University of Oxford

john.pilbeam at sbs.ox.ac.uk<mailto:john.pilbeam at sbs.ox.ac.uk> | +44 (0)1865 288883 www.bodleian.ox.ac.uk/business<http://www.bodleian.ox.ac.uk/business> | twitter.com/SainsburyLib<http://twitter.com/SainsburyLib>

Sa?d Business School, Park End Street, Oxford, OX1 1HP www.sbs.oxford.edu<http://www.sbs.oxford.edu>
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Message: 2
Date: Fri, 27 Apr 2018 12:04:13 +0000
From: "Gutteridge C.J." <cjg at ecs.soton.ac.uk>
Subject: Re: [EP-tech] GDPR and EPrints
To: "eprints-tech at ecs.soton.ac.uk" <eprints-tech at ecs.soton.ac.uk>
Message-ID:
	<EMEW3|6b99b3800e889e3a056849ff9f463949u3QD4F03cjg|ecs.soton.ac.uk|DB7PR04MB41540414790CF30C16B8B865BA8D0 at DB7PR04MB4154.eurprd04.prod.outlook.com>

Content-Type: text/plain; charset="iso-8859-1"

Don't forget the request a copy form, if you use it. It needs a proper statement and to have old requests removed in an appropriate timescale.

Get Outlook for Android<https://aka.ms/ghei36>

________________________________
From: eprints-tech-bounces at ecs.soton.ac.uk <eprints-tech-bounces at ecs.soton.ac.uk> on behalf of John Pilbeam <john.pilbeam at sbs.ox.ac.uk>
Sent: Friday, April 27, 2018 12:42:26 PM
To: eprints-tech at ecs.soton.ac.uk
Subject: [EP-tech] GDPR and EPrints

Hi all,

With the GDPR deadline approaching, I would like to ask if anyone has updated their EPrints repositories and workflows in order to comply? Other than adding a privacy notice, as we are doing with all our websites, we have not found anything else to modify. However, we would be interested to know if anything should be addressed regarding authors, collaborators and getting consent from them. For hosted EPrints repos will there be any code updates (along the lines of this - https://wiki.eprints.org/w/GDPR)?

Thanks,
John

--
John Pilbeam
Web/Digital Officer, Sainsbury Library
Sa?d Business School
University of Oxford

john.pilbeam at sbs.ox.ac.uk<mailto:john.pilbeam at sbs.ox.ac.uk> | +44 (0)1865 288883 www.bodleian.ox.ac.uk/business<http://www.bodleian.ox.ac.uk/business> | twitter.com/SainsburyLib<http://twitter.com/SainsburyLib>

Sa?d Business School, Park End Street, Oxford, OX1 1HP www.sbs.oxford.edu<http://www.sbs.oxford.edu>
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