• Introduction
• Repository Structure and Content
• Content access policy
• Metadata policy
• Submission policy
• Privacy policy
• Preservation policy
• Withdrawal policy

Introduction

"Helios" is the institutional repository of the National Hellenic Research Foundation (NHRF). Aim of the repository is to provide a means for the systematic collection, management, long-term preservation and promotion of the scientific, scholarly, cultural and other output created or owned by the NHRF and its employees, and provide access to the content as broadly as possible and for as long as possible.

"Helios" is a repository service that has been developed, is maintained and offered to the public by the National Documentation Centre (EKT) of NHRF within the frame of the aforementioned aims.

EKT:

• Is responsible for shaping and publishing the repository policies with regard to content, accessibility, data protection and preservation, content submission and withdrawal in consultation with the administration and researchers of the NHRF and according to international standards
• Develops the repository interface, its structure, and is responsible for the maintenance of the repository computational infrastructure
• Is responsible for providing uninterrupted access to the repository
• Trains repository communities
• Enriches repository services

The policies of "Helios" are the following:

Repository Structure and Content

"Helios" content is organized on the basis of the model of ‘communities and collections’, which is supported by the web-based repository management software, DSpace. Currently, communities within ‘Helios’ correspond to NHRF administrative units. On condition of the approval of the administration of NHRF, communities within Helios may change and become simpler or more complex according to the scientific developments and the common research and other interests of NHRF researchers.

Each community may develop sub-communities and collections, as appropriate, in the interest of the best possible organization and presentation of the content. Further, according to NHRF policies and in collaboration with EKT, each community may further shape its own policies, such as:

• Determine the name and description of the community and its collection(s)
• Determine the logo for the community and its collection(s)
• Provide the descriptive data for the webpage of the particular community
• Provide a workflow for enriching the collection content, and more specifically
  • Determine potential review processes
  • Assign collection managers

Items deposited in "Helios":

• Must be research, scholarly, administrative, historical and/or cultural in nature and pertain to NHRF
• Must be produced, submitted or sponsored by NHRF staff
• Must be in digital form
• Must be complete and ready for "publication", i.e. it should not require any updates
• Must contain the full text. On some occasions it is possible to submit only bibliographic metadata (provided that hyperlinks and/or URL are given to the electronic location of the full item, if this exists)), so as to achieve as complete an archive of NHRF’s scholarly and other output as possible
• Authors/content owners must be willing and legally entitled to grant Helios the right to preserve and distribute their work

Each community within "Helios" decides the types of content appropriate for deposit in coordination with the team of "Helios" and in compliance to the aims and policies of the repository.

Examples of common categories of content accepted in "Helios":

• Journal articles
• Articles in magazines and newspapers
• Conference items (proceedings, articles, abstracts, posters)
• Monïgraphs, books and book chapters
• Patents
• Doctoral and Masters theses
• Educational and training material
• Book reviews and book presentations
• Working papers
• Lectures-presentations
• Reports (technical, research, statistical)
• Guides and textbooks
• Surveys
• Datasets
• Audio and video

"Helios" supports a diverse range of formats, and makes provisions for the long-term preservation and management of content, while assuring interoperability. See http://libraries.mit.edu/dspace-mit/build/policies/format.html for the list of formats supported by Dspace.

Content access policy

Content deposited in "Helios" is freely accessible for non-profit (direct or indirect) educational, scientific or research purposes. For any other use author and/or NHRF permission is necessary. Users of the repository agree to acknowledge the original author(s)/creator(s), and publisher (where applicable) in any publication based entirely or in part on a work deposited at "Helios", in accordance to repository policies and scholarly ethics.

In certain cases access to content in the repository may be limited or fully restricted. Access to works deposited in "Helios" depends on the nature of the material, copyright issues, community policies, and the author/owner of the work.

Metadata policy

Items deposited in "Helios" must be accompanied by metadata. Metadata is structured information on digital objects that facilitates identification, storage, retrieval, visibility. Metadata is entered in a standardized form during content submission. Anyone may access the metadata of this repository free of charge through its webpage. Metadata may be reused for not-for-profit purposes on condition that a link is provided to the original metadata record of the repository.

Submission policy

• Items may only be deposited by accredited members of NHRF, or their delegated agents
• Submission of items must be accompanied by the signed "Deposit License"
• Researchers may deposit content in "Helios" in view of: a) making their work freely available through world wide web, b) preserving and archiving their work (with limited or restricted access). The repository stores content in restricted or limited access only in cases where the copyright issues prevent open access.
• The validity, authedicity and appropriateness of the content submitted to the repository is the sole responsibility of the depositor
• Copyright for content submitted to the repository rests with author/creator, save for any rights that may be held by third parties. Any copyright violations are entirely the responsibility of the authors/depositors.
• In cases of violation of intellectual property NHRF reserves the right to remove items from the repository.
• Items may be deposited in "Helios" at any time, but will not made publicly visible until any publishers’ or funders’ embargo period has expired

Privacy policy

The protection of information/personal data of repository users is of utmost significance. Measures are taken to ensure the security, integrity and confidentiality of private information data, according to the current Privacy Policy of the repository "Helios"   (Privacy Policy).

Preservation policy

One of the main goals of the Repository is the long-term preservation of the content submitted. The digital preservation of the content of the repository is aimed at ensuring the integrity of the research, scholarly and other scientific output of NHRF and the ability of users to access and reproduce this digital content in the time to come, regardless of technological developments. In order to ensure long-term preservation items will be migrated to new file formats and/or new generation computers where necessary, thus maintaining the integrity of the digital file.

Withdrawal policy

Items are not removed from "Helios". NHRF reserves the right to remove items from the repository in special circumstances for legal, administrative or other specific reasons. Withdrawn items are not completely deleted. They are removed from public view and the identifiers/URLs are retained indefinitely. Once a work has been deposited in "Helios" and subsequently removed, metadata of the deposited content will always remain to avoid loss of historical record, together with a note explaining the reasons for withdrawal.

The most significant reasons for withdrawal are the following:

• Proven copyright violation or plagiarism
• Legal requirements
• National Security
• Falsified research and/or research results

NHRF’ researchers may request the replacement of a deposited paper with a more recent version or the withdrawal of one or more items on account of legal, administrative or copyright violations.