Data Management Policy of the Estonian University of Life Sciences Digital Archive EMU DSpace
Approved by the Rector's Directive No. 1-8/35 of 15.09.2025. Translated from Estonian into English.
The digital archive EMU DSpace collects, preserves, and provides access to the research outputs created by members of the Estonian University of Life Sciences or related to the responsibilities of the Estonian University of Life Sciences subject areas to support the competitiveness of the university and the development of a knowledge-based society.
The digital archive is managed by the Library of the Estonian University of Life Sciences.
1. Introduction
EMU DSpace collects and preserves publications and datasets created by members of the Estonian University of Life Sciences. The service is available to all researchers affiliated with the university. The digital archive ensures the long-term preservation but does not hold intellectual property rights to their content. Access to the contents of the digital archive is publicly available via the user interface at https://dspace.emu.eelink opens in new page.
1.1. Software
EMU DSpace runs on DSpace software version 7.6.1.
1.2. Content
EMU DSpace stores files of scientific publications and research datasets, enriched with metadata. Metadata is formatted using the Dublin Core standard. All file formats of publications and datasets chosen by the depositors are accepted. There is no limit on the total data size for materials stored in EMU DSpace.
1.3. Users
The content of EMU DSpace is openly available for download and reuse, except in special cases where access is restricted, closed, or under embargo. EMU DSpace does not monitor, collect, or retain users’ personal data unless required by the general policy of the Estonian University of Life Sciences. EMU DSpace may collect, store, and analyze non-commercial user data such as IP addresses, cookies, and log files.
The data available in EMU DSpace may be relevant and valuable to anyone interested in the results of scientific research.
2. FAIR Data
FAIR data are data that comply with the FAIR principles. The goal of the FAIR principles is to ensure that data are Findable, Accessible, Interoperable, and Reusable both for humans and machines on the internet.
2.1. Findable.
Access to the contents of EMU DSpace is ensured through both a web-based user interface and an application programming interface (API), enabling use through both browsers and automated systems. As a member of the DataCite Estonia Consortium, the Estonian University of Life Sciences is licensed to assign DOIs to research data and publications stored in EMU DSpace. All DOIs assigned by the university are registered with the international DataCite registry, along with descriptive metadata, enabling discovery, access, and reuse in accordance with DataCite requirements. Once a DOI is assigned to a publication or dataset, it will not be removed from the archive, as it may have already been cited or reused. DOIs remain publicly accessible.
The metadata of publications and datasets are presented in the standard Dublin Core format, which ensures their findability and interoperability.
2.2. Accessible.
All metadata in EMU DSpace is freely accessible and downloadable without restriction or embargo. The availability status of publications and datasets (open, closed, restricted, or embargoed) is
determined by the depositor. Based on the decision, the file is either given a usage license or made restricted. Embargoed materials are assigned an end date, after which the publication or dataset becomes openly available . Access to restricted or closed content requires the author's permission.
2.3. Interoperable.
Metadata records in EMU DSpace use the Dublin Core format and are interoperable via the OAI-PMH (Open Archives Initiative Protocol for Metadata Harvesting).
Metadata collaboration for DOIs is also possible via the DataCite API.
Publications and datasets are available in widely recognized formats, and interoperability is supported by the Estonian University of Life Sciences Library.
2.4. Reusable.
Metadata in EMU DSpace is freely downloadable and reusable without restriction.
Based on the depositors' decisions, publications and datasets are licensed under Creative Commons or other appropriate licenses clarifying terms of use. To enhance reusability, all publications and datasets assigned a DOI are accompanied by standardized citation information, facilitating accurate and efficient citation by other researchers.
3. Infrastructure and Responsibilities
EMU DSpace is hosted on high-availability servers located on the campus of the Estonian University of Life Sciences.
The library is responsible for the content, maintenance, curation, and software functionality, and ensures the long-term preservation of data throughout the archive’s lifecycle. The technical infrastructure is maintained by the university’s Information and Communication Technology (ICT) department. EMU DSpace is open to all students and researchers affiliated with the university who wish to deposit and preserve their research outputs, including publications and datasets.
4. Data Security
Data security in EMU DSpace is the responsibility of the university’s ICT department and the library. All files are stored on the university’s high-availability servers and backed up nightly in two copies, stored separately from the main servers. The servers for storage and backup are located in different buildings on campus. The preservation of data is ensured through regular security updates and strictly controlled access management.
5. Ethical and Legal Considerations
The archive is managed by the Estonian University of Life Sciences Library in accordance with the Copyright Act and the Procedure for Intellectual Property Created at the Estonian University of Life Sciences. All intellectual property rights remain with the creators of the data. EMU DSpace, as the custodian, is obligated to respect and uphold these rights. Authors using the EMU DSpace service must ensure that metadata used to describe the data does not violate any intellectual property rights.
EMU DSpace administrators have the right to remove or restrict access to datasets that infringe copyright or contain personal, confidential, sensitive, or prohibited information that may cause harm. Metadata for all records in EMU DSpace is freely downloadable and reusable without restriction. Depositors grant permission for their datasets to be made publicly accessible by assigning a Creative Commons or other appropriate license specifying terms of use.
