Co eT us Seal T us wo hy Digi al Reposi o ies
Requi emen s 2026-2028
V01.00
Co eT us Seal-Requi emen s-2026-2028_ 01.00
h ps://doi.o g/10.5281/zenodo.17660462
Table o Con en s
In oduc ion 3
Co eT us Seal Resou ces 4
Backg ound & Gene al Guidance 5
Compliance Le els 5
Suppo ing E idence Links and Missing In o ma ion/E idence 5
In e nal In o ma ion, Sensi i e In o ma ion & Confiden iali y 5
Use o English, and non-English Language Documen a ion 6
Ce ifica ion Validi y & Renewal 6
Applica ion s uc u e and leng h 6
Requi emen s 7
Backg ound In o ma ion & Con ex (R.0) 7
O ganisa ional In as uc u e 12
Mission & Scope (R01) 12
Righ s Managemen (R02) 12
Con inui y o Se ice (R03) 13
Legal & E hical (R04) 14
Go e nance & Resou ces (R05) 15
Expe ise & Guidance (R06) 16
Digi al Objec Managemen 17
P o enance and au hen ici y (R07) 17
Deposi , App aisal & Accessibili y (R08) 17
P ese a ion plan (R09) 18
Quali y Assu ance (R10) 19
Wo kflows (R11) 20
Disco e y and Iden ifica ion (R12) 21
Reuse (R13) 21
In o ma ion Technology & Secu i y 23
S o age & In eg i y (R14) 23
Technical In as uc u e (R15) 23
Secu i y (R16) 24
Applican Feedback 25
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In oduc ion
The Co eT us Seal S anda ds and Ce ifica ion Boa d1, d awn om he Co eT us Seal
Communi y o Re iewe s2 manages he pe iodic e ision o he Co eT us Seal T us wo hy
Reposi o y Requi emen s, he pee e iew p ocess and he final app o al o ce ifica ions. I
also seeks o con ibu e o and align wi h o he o ganisa ions, s anda ds and p ac ices ac oss
he da a managemen li ecycle.
An applican o Co eT us Seal mus offe a long e m p ese a ion se ice. Some pa s o he
collec ion may ha e lowe le els o ca e bu his mus be made clea in he ex . Once
assigned each e iewe will b iefly check:
● The defini ion o he designa ed communi y o see whe he i is clea enough.
● The p ese a ion plan o ensu e ha ac i e p ese a ion is in place.
● The inges & app aisal o confi m ha digi al objec s ecei e ac i e p ese a ion.
● The euse o confi m ha he ou comes o cu a ion a e aligned wi h he needs o he
designa ed communi y.
I i is no clea ha he applican offe s ac i e p ese a ion, o i is no clea wha o he le els
o cu a ion a e offe ed, o i is no clea ha he designa ed communi y as defined is well
se ed by he in o ma ion in Reuse, hen he applican is ei he no in scope, o has p o ided
insufficien in o ma ion o a e iew o ake place. The FAQ “Who can apply o Co eT us Seal”
p esen ed on he websi e offe s mo e de ail on which applican s a e conside ed in scope3.
In his case he e iew will be e u ned o he applican wi h commen s on he ele an i ems
o e ision. These changes may imply o he changes o he applica ion a he applican s’
disc e ion.
Applica ions unde e iew a e confiden ial o Co eT us Seal e iewe s and he Boa d, bu
success ul applica ions a e made publicly a ailable. Applican s should he e o e keep all o
hese audiences in mind.
Success ul applican s can pu s aff membe s o wa d o become membe s o he communi y
o e iewe s. Membe s o his pee - e iew pool a e eligible o Boa d membe ship.
3 h ps://www.co e us seal.o g/why-ce ifica ion/ equen ly-asked-ques ions/
2 h ps://www.co e us seal.o g/abou /assembly-o - e iewe s
1 h ps://www.co e us seal.o g/abou /s anda ds-and-ce ifica ion-boa d/
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Co eT us Seal Resou ces
h ps://www.co e us seal.o g/apply/
h ps://www.co e us seal.o g/why-ce ifica ion/ equen ly-asked-ques ions/
Co eT us Seal Requi emen s 01.00 2026-2028
(h ps://doi.o g/10.5281/zenodo.17660462)
The ull no ma i e Co eT us Seal Requi emen s and Guidance. S able o he pe iod
2026-2028.
Co eT us Seal Ex ended Guidance 01.00 2026-2028
(h ps://doi.o g/10.5281/zenodo.17659852)
The ull Co eT us Seal Requi emen s ex wi h ex ended guidance including commen s
and discussion. May be pe iodically upda ed du ing he pe iod 2026-2028.
Co eT us Seal Glossa y 01.00 2023-2025
(h ps://doi.o g/10.5281/zenodo.17660009)
Defini ions o key e ms used in he Co eT us Seal Requi emen s.
Co eT us Seal Cu a ion & P ese a ion Le els 03.00 2024
(h ps://doi.o g/10.5281/zenodo.6908018)
The Co eT us Seal Boa d-app o ed posi ion pape desc ibes he deg ee o ca e a
digi al objec ecei es and which ac o s ake esponsibili y o ha ca e.
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Backg ound & Gene al Guidance
The Co eT us Seal Requi emen s desc ibe he cha ac e is ics equi ed o be a us wo hy
eposi o y o digi al da a and me ada a. Each Requi emen is accompanied by Guidance ex
desc ibing he esponse s a emen s and e idence ha applican s mus p o ide o enable an
objec i e e iew. Applican s mus espond o all o he Requi emen s.
Compliance Le els
The applican mus indica e a compliance le el o each o he Requi emen s:
● In P og ess: he eposi o y is in he implemen a ion phase.
● Implemen ed: he equi emen has been ully implemen ed by he eposi o y.
●
Compliance le els a e an indica o o he applican 's sel -assessed p og ess, bu e iewe s
judge compliance agains esponse s a emen s and suppo ing e idence.
A e iewe may educe a compliance le el o ‘in p og ess’ and p o ide an explana ion o he
applican in eedback. All equi emen s assessed as ‘in p og ess' mus be suppo ed by a
s a emen om he applican abou he ac ions and imescales planned o each
‘implemen ed’. A e iewe will no inc ease a sel -assessed ‘in p og ess’ compliance le el o
‘implemen ed’. Ce ifica ion may be g an ed i some equi emen s a e ‘in p og ess’. When
Co eT us Seal is enewed, e iewe s will expec o see a mo e om 'in p og ess' o
'implemen ed' o clea explana ions as o when his is o eseen o why his is no possible.
Suppo ing E idence Links and Missing In o ma ion/E idence
Response s a emen s p o ided by applican s mus be suppo ed by links o public e idence
online. Final e sions o success ul applica ions a e public documen s. This le el o
anspa ency is impo an , as he ce ifica ion p ocess does no include a si e isi by an
audi o . Links should be e ified immedia ely be o e submi ing applica ions.
Those eading applica ions (Re iewe s, and e en ually he public) should be able o
unde s and he esponse s a emen s wi hou de ailed eading o linked e idence. When
longe documen s a e p esen ed as e idence, o he same e idence is used o suppo mo e
han one Requi emen , he applican mus e e specifically o which sec ions a e ele an and
quo e/summa ise he in o ma ion in hei esponse.
In e nal In o ma ion, Sensi i e In o ma ion & Confiden iali y
No sensi i e in o ma ion disclosu e is equi ed o acqui e Co eT us Seal. I e idence canno
be made public i is possible o sha e his confiden ially du ing he ce ifica ion p ocess.
Co eT us Seal ce ifica ion does no equi e suppo ing e idence o be made public ha is
confiden ial, comme cially sensi i e, o poses a secu i y isk. Applican s may ha e in e nal
business in o ma ion ha con ains bo h sensi i e in o ma ion and ele an e idence o he
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Co eT us Seal. Such e idence can be submi ed confiden ially o he e iewe s4 and he
documen s named and desc ibed in he applica ion. O e ime, applican s should sepa a e
ele an e idence om confiden ial ma e ials, and assu e a public e sion is made a ailable
o he nex e iew.
I documen a ion does no ye exis , is in p og ess, o is cu en ly o in e nal use only, hen a
da e o public a ailabili y should be s a ed in he applica ion. Ce ifica ion may be app o ed
based on hese assu ances. Applican s a e expec ed o p o ide he public documen a ion
when hey enew hei ce ifica ion.
Use o English, and non-English Language Documen a ion
All esponses mus be in English. I links o non-English e idence a e p o ided, hen an English
summa y mus be included in he esponse s a emen . This summa y can be b ie o ce ain
ypes o documen s (e.g. a e e ence o a lis o p e e ed o ma s), bu should be longe o
o he s (e.g. a P ese a ion Policy documen ).
Full English ansla ions o linked e idence a e no equi ed.
Ce ifica ion Validi y & Renewal
Co eT us Seal ce ifica ion is alid o h ee yea s om he da e o ce ifica ion. An
o ganisa ion wi h well-managed business p ocesses and eco ds should be able o eapply
wi h minimal e isions. Mo e significan e isions may be equi ed i :
● The o ganisa ion, i s da a collec ion, echnical in as uc u e o Designa ed Communi y
changes significan ly
● The Co eT us Seal Requi emen s a e upda ed in ways ha impac he applican
The Co eT us Seal Requi emen s a e subjec o e iew and e ision e e y h ee yea s. This
does no affec a success ul applican un il hey seek enewal.
Applica ion s uc u e and leng h
I is no possible o co e e e y possible eposi o y scena io in he Guidance o Ex ended
Guidance and some guidance o ques ions may no be locally applicable. Applican esponses
should e e o he issues aised in he Guidance ex and p o ide esponses based on hei
local con ex . Final e alua ion o a Requi emen depends on he comple eness and quali y o
he esponse. Re iewe s a e looking o clea , open s a emen s o e idence specific o he
applican . I is unde s ood ha he leng h o esponse s a emen s will a y, bu he o e all
applica ion should p o ide a ocussed na a i e desc ibing he suppo ing e idence.
4 Con ac he Co eT us Seal Sec e a ia ia in o@co e us seal.o g
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Requi emen s
Backg ound In o ma ion & Con ex (R.0)
This sec ion p o ides he in o ma ion necessa y o e iewe s o ully assess he applican s
esponse s a emen s. I is impo an o he en i e applica ion ha he co ec op ions a e
selec ed and ha sufficien ly de ailed esponses a e p o ided.
(1) Re3da a Iden ifie 5.
Response
(2) Reposi o y ype. Selec a eposi o y ype:
- Gene alis eposi o y
- Specialis eposi o y
- Specialis eposi o ies a e asked o p o ide hei domain(s) and/o discipline(s).
Response
(3) O e iew. P o ide a sho o e iew o key cha ac e is ics o he eposi o y, eflec ing he
eposi o y ype selec ed. This should include in o ma ion abou he scope and size o da a
collec ions, da a ypes and o ma s. Fu he con ex ual in o ma ion may also be added.
Response
(4) Designa ed Communi y. A clea defini ion o he Designa ed Communi y demons a es
ha he applican unde s ands he scope, knowledge base, and me hodologies—including
p e e ed so wa e/ o ma s—o he g oup(s) o use s a whom he cu a ion and p ese a ion
measu es a e p ima ily a ge ed. The defini ion should be specific so ha e iewe s can
assess whe he ha communi y is being se ed in he esponses o o he equi emen s.
Response
(5) Le els o Cu a ion and P ese a ion.
Selec all ele an ypes om:
Z. Le el Ze o. Con en dis ibu ed as deposi ed. Una ended
deposi -s o age-access.
D. Deposi Compliance
C. Ini ial Cu a ion
A. Ac i e p ese a ion
Response
5 h ps://www. e3da a.o g/
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Guidance
A eposi o y mus demons a e ha i assu es long- e m accessibili y and unde s andabili y o
da a as he needs o he Designa ed Communi y change. Applying he app op ia e le els o
ca e o digi al objec s maximises he e u n on in es men in da a asse s o e ime. Success ul
cu a ion and long- e m p ese a ion ac i i ies depend on a eposi o y ha ing he igh s and
aking he esponsibili y o p o ide an effec i e o ganisa ional in as uc u e, digi al objec
managemen and echnical/secu i y en i onmen
I cu a ion can be unde s ood as he ac ions ha deli e an immedia e benefi o digi al
objec s, hen p ese a ion includes hese, and o he s eps o ensu e da a and me ada a
emain accessible, usable and unde s andable in o he u u e. P ese a ion akes accoun o
ongoing changes o he landscape, e.g. he knowledge base o he use communi y, he
su ounding echnical con ex , and he e hical and legal en i onmen . Long- e m does no
ha e o mean ‘ o e e ’. Objec s may be eapp aised o e ime and hei le el o cu a ion o
p ese a ion may change. Long- e m p ese a ion means ha o ganiza ional measu es,
in as uc u e, and policies a e in place o ac i ely p ese e digi al asse s o as long as
necessa y. Minimum pe iods o e en ion a e impo an and should be clea , bu hese do no
equa e o ac i e p ese a ion.
Z. Le el Ze o. Con en dis ibu ed as deposi ed. Una ended deposi -s o age-access.
Da a con en and suppo ing me ada a a e s o ed o a gi en ime pe iod, o indefini ely. This
may include mul iple copies and moni o ing o bi s eams o in eg i y. Da a con en and
suppo ing me ada a a e dis ibu ed o use s exac ly as hey a e p o ided by deposi o s.
Beyond hese measu es, he e a e no checks o deposi compliance, no ini ial cu a ion o
ac i e long- e m p ese a ion.
D. Deposi Compliance
Da a con en and suppo ing me ada a deposi ed a e checked o compliance wi h defined
c i e ia, e.g. da a o ma s, me ada a elemen s, and compliance wi h legal and e hical no ms.
Digi al objec s ha do no mee hese c i e ia may be ejec ed, o mo ed o wa ds o ini ial
cu a ion i p o ided by he eposi o y.
C. Ini ial Cu a ion
The digi al objec s a e cu a ed by he eposi o y o mee defined c i e ia, which may exceed
hose defined o Deposi Compliance. This ini ial cu a ion o access and use may include,
e.g., he co ec ion o enhancemen o me ada a and/o da a con en , o he c ea ion o
dissemina ion o ma s.
A. Ac i e p ese a ion
In addi ion o D and/o C abo e he eposi o y akes long- e m esponsibili y o ensu ing ha
he da a and me ada a can be unde s ood and ende ed as equi ed by he designa ed
communi y o euse. The p ese a ion ac ions can be aimed a logical- echnical, seman ic, o
quali y aspec s o he (me a)da a, o example, in esponse o he h ea o echnological
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obsolescence, o accommoda e changing needs o he Designa ed Communi y, o in esponse
o o he conside a ions such as secu i y o legal conce ns.
Logical- echnical measu es include upda ing ha d- and so wa e en i onmen s, a chi al and
dissemina ion o ma s o digi al objec s, and me ada a.
Seman ic measu es include upda ing he con en o me ada a elemen s and o he seman ic
a e ac s such as con olled ocabula ies and on ologies i necessa y. I may include
esponsibili y o edi ing he s uc u e and con en o deposi ed da a.
I is ecognised ha a eposi o y may offe diffe en le els o cu a ion o diffe en digi al
objec s. I is impo an ha his is clea o deposi o s, use s, and o Co eT us Seal Re iewe s.
The le els may be cumula i e as hey p og ess om Deposi Compliance (D), h ough Ini ial
Cu a ion (C), o Ac i e P ese a ion (A). A eposi o y may offe diffe en le els o cu a ion and
p ese a ion o diffe en digi al objec s depending on he ype o da a and cu a ion and
p ese a ion e ms ag eed wi h he deposi o . Fo each le el selec ed add some concise
in o ma ion on how he espec i e le els a e eached e.g. au oma ic checks o me ada a,
in ellec ual checks and edi ing o documen a ion, file o ma iden ifica ion, ans o ma ion o
p ese a ion file o ma s, e c. To quali y o he Co eT us Seal a eposi o y mus deli e Ac i e
P ese a ion o a leas some o hei holdings. Common app oaches o ac i e p ese a ion
can include ans o ma ions o new da a o ma s and me ada a schemas, and upda es o
(me a)da a con en so ha digi al objec s emain unde s andable and echnically usable by
he communi y.
When a eposi o y pe o ms ca e a mo e han one le el, u he in o ma ion should be
added on he p opo ion o he da a in he collec ion handled acco ding o he espec i e
le els. In his case, applican s should ake ca e ha esponses o he Requi emen s s a e any
ele an diffe ences in wo kflows o employed measu es o each selec ed cu a ion le el o
cu a ion and p ese a ion.
The designa ed communi y’s needs and p e e ences mus be conside ed when de e mining
he cu a ion and p ese a ion ac ions o be applied. This depends on moni o ing he
knowledge base and echnology needs o he communi y, and an unde s anding o wide
echnical isks as well as echnical, e hical, legal and o he de elopmen s ha may impac how
digi al objec s can be used. Fo digi al objec s wi h specialis cha ac e is ics and use s (e.g.
disciplina y) he ac i e p ese a ion o (me a)da a can be mo e challenging and equi e
addi ional expe ise. A mo e gene alis app oach may no p ese e hose cha ac e is ics o
mee hose specialis needs.
All le els o cu a ion and p ese a ion assume (1) ini ial deposi s a e e ained unchanged and ha
edi s a e only made on copies o hose o iginals, (2) me ada a ha enables he Designa ed
Communi y o unde s and and use he da a independen ly (i.e., wi hou ha ing o consul he
o iginal c ea o ) is p esen a deposi o added by he eposi o y, and (3) ongoing measu es o
ac i e p ese a ion a e in place o he g ea e pa o he collec ion(s).
Anno a ions/edi s mus all wi hin he e ms o he license ag eed wi h he da a deposi o and be
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Expe ise & Guidance (R06)
R06. The eposi o y adop s mechanisms o secu e ongoing expe ise, guidance and
eedback-ei he in-house, o ex e nal.
Sel -Assessed Compliance Le el:
Response
Guidance
A eposi o y mus iden i y he skills necessa y o deli e he se ices i offe s, and sou ce and
main ain hose skills ei he as in e nal esou ces o h ough ex e nal engagemen . An
effec i e eposi o y s i es o accommoda e e olu ions in da a ypes, da a olumes, and da a
a es, as well as o adop he mos effec i e new echnologies in o de o emain aluable o
i s Designa ed Communi y.
The esponse s a emen and e idence should include e e ences o he ollowing i ems:
● Tha guidance and expe ise eflec s he scien ific scope o he eposi o y, i ele an .
● The eposi o y aligns in e nal ec ui men and ex e nal engagemen wi h he se ices i
offe s.
● The eposi o y ensu es ha i s s aff ha e access o ongoing aining and p o essional
de elopmen .
● The ange and dep h o expe ise o bo h he o ganisa ion and i s s aff, including any
ele an affilia ions (e.g. na ional o in e na ional bodies), is app op ia e o he mission.
● In-house ad ise s, o ex e nal ad iso y commi ees ha include echnical, cu a ion,
da a science, da a secu i y, and disciplina y expe s.
● How he eposi o y communica es wi h expe s o ad ice.
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Digi al Objec Managemen
P o enance and au hen ici y (R07)
R07. The eposi o y gua an ees he au hen ici y o he digi al objec s and p o ides
p o enance in o ma ion.
Sel -Assessed Compliance Le el:
Response
Guidance
The eposi o y should p o ide e idence o show ha i ope a es a da a and me ada a
managemen sys em ha main ains p o enance in o ma ion o ensu e au hen ici y om
deposi , and h ough cu a ion and p ese a ion o he poin o access.
Any in en ional changes o da a and me ada a should be documen ed, including he a ionale
and o igina o o he change. Au hen ici y co e s eliabili y and p o enance, including he
ela ionship be ween he deposi ed digi al objec s and hose p o ided a he poin o access.
The esponse s a emen and e idence should include e e ences o he ollowing i ems:
● The eposi o y app oach o changing and e sioning da a and me ada a. How he
app oach and eco ds o changes a e communica ed o da a deposi o s and use s.
● The p o enance in o ma ion and audi ails eco ded o da a and me ada a
p ocessing and e sioning.
● How he eposi o y compa es he essen ial p ope ies o diffe en e sions o he same
file.
● Iden ifica ion checks o deposi o s.
Deposi , App aisal & Accessibili y (R08)
R08. The eposi o y accep s da a and me ada a based on de ined c i e ia o ensu e
ele ance and accessibili y o use s.
Sel -Assessed Compliance Le el:
Response
Guidance
The app aisal unc ion du ing deposi is c i ical o e alua e whe he digi al objec s mee all
c i e ia o selec ion and o ensu e app op ia e managemen o hei p ese a ion. App aisal
ensu es ha deposi ed digi al objec s a e ele an and a e, o can become, accessible o he
Designa ed Communi y. Accessible means ha use s should easily be able o find, e ie e,
and use he da a and me ada a.
The esponse s a emen and e idence should include e e ences o he ollowing i ems:
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● Any documen ed deposi p ocess ha includes s eps o ensu e ha da a and me ada a
a e sufficien o long- e m p ese a ion.
● A collec ion de elopmen policy o p ocedu es o guide he selec ion o digi al objec s.
● C i e ia o p io i isa ion and any diffe en cu a ion-le els o p ese a ion le els defined
du ing app aisal.
● The app oach o digi al objec s ha do no all wi hin he mission/collec ion p ofile.
● P ocedu es o de e mine ha he me ada a equi ed o in e p e and use he digi al
objec s a e p o ided.
● Any au oma ed assessmen o me ada a adhe ence o ele an schemas.
● The eposi o y app oach i me ada a p o ided is insufficien o long- e m p ese a ion.
● A lis o p e e ed o ma s.
● Checks in place o ensu e ha deposi o s adhe e o he p e e ed o ma s.
● The app oach owa ds digi al objec s ha a e deposi ed in non-p e e ed o ma s.
● The ans e o cus ody and esponsibili y du ing he hando e om he deposi o o
he eposi o y.
This Requi emen co e s he selec ion c i e ia applied a he poin o deposi . Da a Quali y
(R11) should be used o add ess s eps aken by he eposi o y du ing he cu a ion p ocess.
P ese a ion plan (R09)
R09. The eposi o y assumes esponsibili y o long- e m p ese a ion and manages his
unc ion in a planned and documen ed way.
Sel -Assessed Compliance Le el:
Response
Guidance
The eposi o y, deposi o s, and Designa ed Communi y need o unde s and he le el o
esponsibili y unde aken o he long- e m p ese a ion o da a and me ada a. This exceeds
bi le el in eg i y alone and co e s plans o espond o po en ial u u e changes which may
impac he unde s andabili y and eusabili y o da a and me ada a o e ime. P ocedu es
mus be documen ed and hei comple ion assu ed.
The esponse s a emen and e idence should include e e ences o he ollowing i ems:
● The documen ed app oach o p ese a ion, including whe he his in ol es o ma
mig a ion, emula ion, e c. Ensu ing bi le el in eg i y is i al bu no sufficien o
p ese a ion.
● File o ma s and me ada a schemas o long e m p ese a ion.
● How he le el o esponsibili y o he p ese a ion o each i em is defined.
● Plans ela ed o u u e mig a ions o simila measu es o add ess he h ea o
obsolescence.
● Ac ions ele an o p ese a ion specified in documen a ion, including cus ody ans e ,
submission in o ma ion c i e ia, and p ese a ion in o ma ion me ada a.
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● Measu es o ensu e hese ac ions a e aken.
● Any minimum s a ed e en ion and/o p ese a ion pe iods.
● How o en he digi al objec s a e e-app aised and he possible ou comes o
eapp aisal.
● The eposi o y app oach o dele ing/ emo ing da a and me ada a om
collec ion/holdings including he impac on pe sis en iden ifie s as well as he
a ailabili y and cu a ion o ombs one eco ds.
The igh s o he eposi o y, including he igh o p ese e, a e co e ed unde Righ s
Managemen (R02). Bi le el in eg i y is co e ed unde S o age and In eg i y (R14). Accep able
file o ma s a deposi should be co e ed unde Deposi and App aisal (R08). Measu es o
ensu e ha file o ma s, schemas and con en a e app op ia e o he Designa ed Communi y
should be co e ed unde Reuse (R13).
Quali y Assu ance (R10)
R10. The eposi o y add esses echnical quali y and s anda ds compliance, and ensu es ha
su icien in o ma ion is a ailable o end use s o make quali y- ela ed e alua ions.
Sel -Assessed Compliance Le el:
Response
Guidance
Diffe en eposi o ies unde ake diffe en le els o cu a ion on da a, me ada a and
documen a ion depending on he needs and expec a ions o hei deposi o s and Designa ed
Communi y. Quali y assu ance by he eposi o y ensu es ha digi al objec s comply wi h a
ange o s anda d c i e ia including accep able o ma s, me ada a schema, me ada a con en
and links o o he digi al objec s. This ela es o ‘ echnical quali y’ a he han he ‘scien ific
quali y’ o he o iginal digi al objec s c ea ion o collec ion p io o deposi , hough he
eposi o y mus ensu e he e is sufficien in o ma ion abou he digi al objec s o he
Designa ed Communi y o assess hei fi ness o use. Da a, o associa ed me ada a, may
ha e quali y issues ele an o hei esea ch alue, bu his does no p eclude hei use i a
use can make a well-in o med decision on hei sui abili y h ough p o ided documen a ion.
The esponse s a emen and e idence should include e e ences o he ollowing i ems:
● The app oach o da a and me ada a quali y aken by he eposi o y including a ia ions
o diffe en cu a ion-le els.
● The s anda ds ha da a, me ada a and documen a ion mus comply wi h o be
accep able o p ese a ion and access. Whe he hese a e gene al ex e nal s anda ds,
in e nally de eloped s anda ds o specific o a communi y o p ac ice.
● The quali y con ol checks in place ensu e he comple eness and unde s andabili y o
da a and me ada a.
● The app oach o esol ing issues e.g. whe he he digi al objec s a e e u ned o he
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deposi o o ec ifica ion, fixed by he eposi o y, no ed by quali y flags, and/o
included in he accompanying me ada a.
● The app oach o managing changes o expec ed s anda ds (e.g. new o upda ed da a
o ma s o me ada a schemas) in esponse o changes in he echnical en i onmen o
o changes in he needs o he Designa ed Communi y.
● Any links p o ided o o he digi al objec s’ da a and me ada a e.g. ela ed digi al
objec s, publica ions, o he use o con olled ocabula ies and on ologies.
This Requi emen e e s o da a and me ada a quali y s anda ds and assu ance du ing
cu a ion. Selec ion c i e ia a e co e ed du ing Deposi and App aisal (R08). Measu es o
ensu e ha digi al objec s emain fi o pu pose o e ime a e co e ed unde P ese a ion
Plan (R09).
Wo kflows (R11)
R11. Digi al objec managemen akes place acco ding o de ined wo k lows om deposi o
access.
Sel -Assessed Compliance Le el:
Response
Guidance
Fo Quali y Assu ance (R10) o be achie ed, i is necessa y o a oid ad hoc ac ions and o
deli e consis ency o p ac ice o all digi al objec s and ac oss eposi o y unc ions. This
equi es ha wo kflows be defined, documen ed, and change-managed. Wo kflows may be
specified in a mix u e o s anda d ope a ing p ocedu es, business p ocess desc ip ions and
diag ams ha guide no mal p ac ice and p o ide mechanisms o handling excep ions.
The esponse s a emen and e idence should include e e ences o he ollowing i ems:
● Wo kflows/business p ocess desc ip ions co e ing he cu a ion le els pe o med.
● How wo kflows a e adjus ed o diffe en ypes o da a and me ada a.
● Decision handling wi hin he wo kflows.
● Change managemen o wo kflows.
● Abili y o ack wo kflow execu ion, wi h mechanisms o handle excep ions.
This Requi emen confi ms ha all wo kflows a e documen ed. A diag am can be included o
illus a e his. I should be no ed i he e a e diffe en wo kflows o diffe en le els o secu i y
men ioned in he Legal and E hical (R04) esponse s a emen . Wo kflows may include
quali a i e and quan i a i e checking o ou pu s, bu any de ail on checks and compliance
should be add essed unde Quali y Assu ance (R10).
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Disco e y and Iden ifica ion (R12)
R12. The eposi o y enables use s o disco e he digi al objec s and e e o hem in a
pe sis en way h ough p ope ci a ion.
Sel -Assessed Compliance Le el:
Response
Guidance
Effec i e da a and me ada a sha ing disco e y is key o esou ce disco e y. Once disco e ed,
digi al objec s should be e e enceable h ough ull ci a ions, including pe sis en iden ifie s
(PIDs) o help ensu e ha hey can be e ie ed in o he u u e.
The esponse s a emen and e idence should include e e ences o he ollowing i ems:
● The sea ch acili ies offe ed by he eposi o y.
● The s anda ds ha a sea chable me ada a ca alogue complies wi h.
● The app oach o ensu ing ha iden ifie s a e unique and pe sis en .
● Machine ha es ing o he me ada a.
● Reposi o y, o eposi o y da a and me ada a, inclusion in disciplina y o gene ic
egis ies o esou ces.
● Recommended da a ci a ions.
Applican s should desc ibe hei use o a hi d pa y pe sis en iden ifie sys em, o documen
hei own app oach o ensu ing ha iden ifie s emain globally unique and pe sis en . The
use o a hi d pa y o suppo PID c ea ion and esolu ion is no sufficien ; applican s should
desc ibe how hey ensu e ha iden ifie s con inue o esol e o he co ec da a o me ada a
o e ime, including he e sion ules ha guide when a new iden ifie is c ea ed o a digi al
objec . Applican s ha do no ha e a pe sis en iden ifie solu ion canno achie e
“Implemen ed: he equi emen has been ully implemen ed by he eposi o y” o his
equi emen .
Reuse (R13)
R13. The eposi o y enables euse o he digi al objec s o e ime, ensu ing ha app op ia e
in o ma ion is a ailable o suppo unde s anding and use.
Sel -Assessed Compliance Le el:
Response
Guidance
Reposi o ies mus ensu e ha da a and me ada a con inue o be unde s ood and used
effec i ely in o he u u e despi e changes in echnology and he Designa ed Communi y’s
knowledge base. This Requi emen e alua es he measu es aken o ensu e ha da a and
me ada a a e eusable.
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The esponse s a emen and e idence should include e e ences o he ollowing i ems:
● The ways in which he eposi o y engages wi h hei Designa ed Communi y o use s o
iden i y hei needs.
● The da a o ma s, me ada a schemas, con olled ocabula ies and on ologies used o
suppo euse, and how hese mee he communi y needs.
● The me ada a and documen a ion p o ided a he poin o access o suppo
unde s andabili y and euse app op ia e o he Designa ed Communi y. This may
include in o ma ion specific o da a ype, e.g. manuals, calib a ion eco ds, pho os,
p o ocols.
● Measu es o ensu e ha da a and me ada a emain unde s andable.
● Managemen o changes o da a, me ada a, documen a ion o o he in o ma ion ha
suppo s euse.
Responses o his Requi emen should ocus on engagemen wi h he Designa ed Communi y,
iden ifica ion o hei needs and speci ying how hei needs a e me .
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In o ma ion Technology & Secu i y
S o age & In eg i y (R14)
R14. The eposi o y applies documen ed p ocesses o ensu e da a and me ada a s o age and
in eg i y.
Sel -Assessed Compliance Le el:
Response
Guidance
In addi ion o main aining ‘a chi al’ copies o digi al objec s, eposi o ies need o s o e da a
and me ada a om he poin o deposi , o cu a ion and p ese a ion, and o access by
use s. Fo each s o age loca ion, measu es should be in place o ensu e ha unin en ional o
unau ho ised changes can be de ec ed and co ec e sions o da a and me ada a eco e ed.
The esponse s a emen and e idence should include e e ences o he ollowing i ems:
● P ocesses and documen s o ensu e ha he eposi o y s aff ha e a clea
unde s anding o all s o age loca ions and how hey a e managed.
● The eposi o y’s s a egy o mul iple copies.
● The isk managemen echniques used o in o m he s a egy.
● P ocedu es o handling and moni o ing de e io a ion o s o age media.
● P ocedu es o ensu e ha da a and me ada a a e only dele ed as pa o an app o ed
and documen ed p ocess.
● Any checks (i.e. fixi y checks) used o e i y ha a digi al objec has no been al e ed o
co up ed om deposi o use.
S o age and in eg i y measu es should be co e ed he e (R14) and no as pa o Technical
In as uc u e (R15) o Secu i y (R16) esponses. De ails o how in en ional changes o he
da a and me ada a a e logged should be co e ed unde P o enance & Au hen ici y (R07).
Technical In as uc u e (R15)
R15. The eposi o y is managed on well-suppo ed ope a ing sys ems and o he co e
in as uc u al so wa e and ha dwa e app op ia e o he se ices i p o ides o i s
Designa ed Communi y.
Sel -Assessed Compliance Le el:
Response
Guidance
Reposi o ies mus ope a e on eliable and s able co e in as uc u e ha maximises se ice
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a ailabili y. The de ails o echnical in as uc u e will a y widely ac oss eposi o ies.
Responses and e idence should ocus on demons a ing ha he eposi o y solu ion,
including ha dwa e and so wa e is well managed and app op ia e o he needs o he
eposi o y unc ions and he Designa ed Communi y o use s.
The esponse s a emen and e idence should include e e ences o he ollowing i ems:
● The eposi o y so wa e used o deposi , cu a ion, p ese a ion and access
managemen . Whe he i is communi y suppo ed, open sou ce, o locally de eloped.
● Any IT se ice managemen app oach ollowed and he unc ions his app oach
specifies (e.g. sys ems documen a ion, so wa e in en o ies, code eposi o ies,
in as uc u e de elopmen planning).
● Any in e na ional, communi y o o he echnical in as uc u e s anda ds in place and
how compliance is moni o ed.
● The e sion con ol sys ems used o eposi o y gene a ed so wa e.
● Measu es aken o ensu e ha a ailabili y, bandwid h, and connec i i y a e sufficien o
mee he needs o he Designa ed Communi y.
● P ocesses in place o moni o and manage he need o echnical change, including in
esponse o he changing needs o P ese a ion (R10), and Reuse (R13) by he
Designa ed Communi y.
Technical aspec s o business con inui y, disas e eco e y and succession planning a e
ele an he e, bu hei managemen should be co e ed unde Con inui y o Se ice (R03).
This equi emen excludes Secu i y (R16) measu es and S o age & In eg i y (R14).
File o ma s and me ada a schema in o ma ion should be e e enced unde Deposi &
App aisal (R08) and Reuse (R13). S anda ds ha a e no echnical o secu i y ocussed should
be e e enced unde Quali y Assu ance (R10).
Secu i y (R16)
R16. The eposi o y p o ec s he acili y and i s da a, me ada a, p oduc s, se ices, and
use s.
Sel -Assessed Compliance Le el:
Response
Guidance
The eposi o y should analyze po en ial h ea s, assess isks, and c ea e a consis en secu i y
sys em. I should conside damage scena ios based on malicious ac ions, human e o , o
echnical ailu e ha pose a h ea o he eposi o y and i s da a, me ada a, p oduc s,
se ices, and use s. I should measu e he likelihood and impac o such scena ios, decide
which isk le els a e accep able, and de e mine which measu es should be aken o coun e
he h ea s o he eposi o y and i s Designa ed Communi y. This should be an ongoing
p ocess.
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The esponse s a emen and e idence should include e e ences o he ollowing i ems:
● The le els o secu i y equi ed o diffe en da a and me ada a and en i onmen s, and
how hese a e suppo ed.
● The IT secu i y sys em, employees wi h oles ela ed o secu i y (e.g. secu i y office s),
and any isk analysis app oach in use.
● Measu es in place o p o ec he acili y. How he p emises whe e digi al objec s a e
held a e secu ed.
● Any secu i y-specific s anda ds he eposi o y e e ences o complies wi h.
● Any au hen ica ion and au ho iza ion p ocedu es employed o secu ely manage access
o sys ems in use.
Responses should no co e S o age and In eg i y (R14) measu es o he wide Technical
In as uc u e (R15).
Applican Feedback
We welcome eedback on he Co eT us Seal Requi emen s and he Ce ifica ion p ocedu e.
Response
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