Copyright and Care of Data - Digimap OS Collections

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EDINA Webinar, 18 November 2009, Presented by Emma Diffley (née Sutton)

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  • EDINA has built up a bank of knowledge over time from queries submitted to OS.
  • OS licence currently £300 + VAT
  • What are the timescales?
  • Limited internal business use e.g. can put a ‘How to Find the College’ map in the prospectus or on your website but cannot use it for estate planning.
  • This prevents sponsors using academic research as a “cheap” or “free” method of obtaining data they would otherwise need to pay for.
  • Map image must not be created in real time.
  • Copyright and Care of Data - Digimap OS Collections

    1. 1. Copyright and Care of Data 18 November 2009 Emma Sutton EDINA Digimap Collections
    2. 2. Content <ul><li>Digimap Collections Licence Agreements </li></ul><ul><li>Care of data responsibilities </li></ul><ul><li>Copyright & Terms of use: </li></ul><ul><ul><li>Digimap’s Ordnance Survey Collection </li></ul></ul><ul><ul><li>Variations: </li></ul></ul><ul><ul><ul><li>Historic Digimap </li></ul></ul></ul><ul><ul><ul><li>Geology Digimap </li></ul></ul></ul><ul><ul><ul><li>Marine Digimap </li></ul></ul></ul><ul><li>Location of support materials </li></ul>
    3. 3. Licence Agreements <ul><li>Licence Agreement(s) between JISC and: </li></ul><ul><li>Sub-licence between JISC and subscribing institution </li></ul><ul><li>EDINA is agent of JISC </li></ul><ul><li>EDINA does not interpret licences </li></ul>
    4. 4. Sub-licence agreements <ul><li>EDINA’s Ordnance Survey Collection: Variation agreement, 1 August 2009 to 31 July 2010 </li></ul><ul><li>Historic Digimap, 1 August 2008 to 31 July 2011 </li></ul><ul><li>Geology Digimap, 1 August 2007 to 31 July 2010 </li></ul><ul><li>Marine Digimap, 1 January 2008 to 31 July 2010 </li></ul>
    5. 5. Sub-licence structure <ul><li>16 sections and 4 appendices </li></ul><ul><li>Key sections: </li></ul><ul><ul><li>Sub-Licence Section 3 – Use of the licensed work </li></ul></ul><ul><ul><li>Sub-Licence Section 4 – Restrictions on use </li></ul></ul><ul><ul><li>Appendix 3 – Security Requirements </li></ul></ul><ul><ul><li>Appendix 4 – Paper and Electronic Publication sizes (NOT Geology or Marine Digimap) </li></ul></ul><ul><li>Ordnance Survey Variation Agreement amends some of the terms in the original ‘Digimap: Ordnance Survey data’ sub-licence, e.g. Schedule 2 of the Variation Agreement supersedes and replaces Appendix 4 of the Existing Agreement </li></ul>
    6. 6. Access <ul><li>Users must individually register to use the Collections, with exception of Historic Digimap </li></ul><ul><li>Users have to re-accept licence, if licence changes or is renewed </li></ul><ul><ul><li>done automatically next time user logs in </li></ul></ul>
    7. 7. Content <ul><li>Digimap Collections Licence Agreements </li></ul><ul><li>Care of data responsibilities </li></ul><ul><li>Copyright & Terms of use: </li></ul><ul><ul><li>Digimap’s Ordnance Survey Collection </li></ul></ul><ul><ul><li>Variations: </li></ul></ul><ul><ul><ul><li>Historic Digimap </li></ul></ul></ul><ul><ul><ul><li>Geology Digimap </li></ul></ul></ul><ul><ul><ul><li>Marine Digimap </li></ul></ul></ul><ul><li>Location of support materials </li></ul>
    8. 8. Institutional Responsibilities <ul><li>Appoint Responsible Officer and Deputy </li></ul><ul><li>User registration </li></ul><ul><li>Computing regulations </li></ul><ul><li>Ensuring adherence to terms of use </li></ul><ul><li>Educating users that data is owned by Ordnance Survey / LandMark / British Geological Survey / SeaZone. Digimap users lease the data </li></ul><ul><li>Reporting security incidents (major and minor) to EDINA </li></ul>
    9. 9. Security incidents <ul><li>Two levels </li></ul><ul><ul><li>User-related e.g. user shares password </li></ul></ul><ul><ul><li>Institutional-related e.g. issuing of same password to all users </li></ul></ul><ul><li>Reporting - two-way communication </li></ul><ul><ul><li>From site rep or user </li></ul></ul><ul><ul><li>From EDINA </li></ul></ul><ul><li>Resolving security incidents </li></ul><ul><ul><li>EDINA and Ordnance Survey agree appropriate solution </li></ul></ul><ul><ul><li>Institution implement solution </li></ul></ul><ul><ul><li>Timescales laid out in sub-licence </li></ul></ul>
    10. 10. Termination of licence(s) <ul><li>OS Collection: </li></ul><ul><ul><li>All data must be deleted at the end of the licence </li></ul></ul><ul><ul><li>data is only leased, not bought in perpetuity </li></ul></ul><ul><li>Geology, Marine, Historic Digimap </li></ul><ul><ul><li>data may be retained and used in accordance with the Sub-licence Agreement. </li></ul></ul><ul><ul><li>clauses survive any termination of the Sub-Licence </li></ul></ul><ul><li>Each user has responsibility for deleting all data they hold </li></ul>
    11. 11. Content <ul><li>Digimap Collections Licence Agreements </li></ul><ul><li>Care of data responsibilities </li></ul><ul><li>Copyright & Terms of use: </li></ul><ul><ul><li>Digimap’s Ordnance Survey Collection </li></ul></ul><ul><ul><li>Variations: </li></ul></ul><ul><ul><ul><li>Historic Digimap </li></ul></ul></ul><ul><ul><ul><li>Geology Digimap </li></ul></ul></ul><ul><ul><ul><li>Marine Digimap </li></ul></ul></ul><ul><li>Location of support materials </li></ul>
    12. 12. OS Variation Agreement <ul><li>Valid from 1 August 2009 until 31 July 2010 </li></ul><ul><li>Key amendments: </li></ul><ul><ul><li>Change in the available Ordnance Survey products (Schedule 1 of Variation Agreement) </li></ul></ul><ul><ul><li>Change to definition of authorised user </li></ul></ul><ul><ul><li>Change to publication sizes (Schedule 2 of Variation Agreement) </li></ul></ul>
    13. 13. Change to available OS products <ul><li>Schedule 1 of the Variation Agreement supersedes and replaces Appendix 2 of the Existing Agreement </li></ul><ul><li>Schedule 1 details all the Ordnance Survey products that comprise the Licensed Work i.e. Digimap’s Ordnance Survey Collection </li></ul><ul><ul><li>Land-Line.Plus ® removed. N.B. any continued use of Land-Line.Plus is subject to the relevant party entering into an archive licence directly with OS </li></ul></ul><ul><ul><li>Boundary Line TM , MiniScale ® and 1:250,000 scale raster added </li></ul></ul>
    14. 14. Who can use the service? <ul><li>Variation agreement, clause 2.2: </li></ul><ul><li>Any students of, staff (both current or retired) of, or visitors to an Authorised Institution who are both properly: </li></ul><ul><ul><li>(i) authorised by an Authorised Institution to access the Authorised Institutions electronic information services via secure authentication; and </li></ul></ul><ul><ul><li>(ii) registered with a Datacentre in accordance with the procedure as set out in Schedule 7 of the Existing Agreement </li></ul></ul>
    15. 15. Who can use the service? <ul><li>Clause 2.2 (cont.): </li></ul><ul><li>For the avoidance of doubt, students who are registered at an overseas campus of an Authorised Institution ( Overseas Students) do not qualify as Authorised Users of that Authorised Institution whilst they are overseas (studying or otherwise) for the purposes of this Variation Agreement. </li></ul><ul><li>However, Overseas Students may qualify as Authorised Users during any period spent studying in the UK as an Authorised Institution. Overseas Students will lose their Authorised User status as soon as they leave the United Kingdom. </li></ul>
    16. 16. Where can we use the service? <ul><li>What the licence permits: </li></ul>Institutions can restrict data downloading access to .ac.uk IP addresses via Virtual Private Networks Overseas students (overseas campus) But, can access via VPN Students overseas But, can access via VPN Sabbatical abroad But, can access via VPN UK Work But, can access via VPN UK Home On campus Data downloading if IP restricted Digimap access
    17. 17. Where can we use the service? Restricting access via VPN: My University Virtual Private Network myuni.ac.uk Dubai-telecom.net
    18. 18. Where can we use the service? <ul><li>Home use: </li></ul><ul><li>EDINA undertakes no monitoring of home use </li></ul><ul><li>Users should be aware of their data security responsibilities </li></ul><ul><li>Data must not be left where individuals who are NOT Authorised Users can access it e.g. on shared drives </li></ul><ul><li>Institution may want to discourage home use if concerned about data security </li></ul>
    19. 19. What can we do? <ul><li>Defined in the licence as: </li></ul><ul><li>Viewing, copying, adaptation, reproduction, manipulation or modification of the Digital Data to create customised maps and models and any further use of such customised maps and models by Authorised Users in accordance with Sections 3 and 4 of this Agreement. </li></ul>
    20. 20. What can we do? <ul><li>Summarised as Educational Purposes : </li></ul><ul><li>Teaching, academic research, limited internal business use </li></ul><ul><ul><li>Includes institutional publicity </li></ul></ul><ul><ul><li>Public lectures </li></ul></ul><ul><ul><li>Conference demonstrations </li></ul></ul><ul><ul><li>Private study/personal development including student societies work </li></ul></ul><ul><li>Excludes: </li></ul><ul><ul><li>Institutional estate management </li></ul></ul><ul><ul><li>Running the institution as a business </li></ul></ul><ul><ul><li>Courses for commercial gain </li></ul></ul>
    21. 21. <ul><li>Teaching practice: </li></ul><ul><li>Teaching students can use service </li></ul><ul><li>Includes preparation of hard copy teaching materials </li></ul><ul><li>Teaching material can be used by pupils, but school pupils cannot use service </li></ul><ul><li>Data may be accessible to pupils through their local authority or through separate licence arrangements </li></ul>What can we do?
    22. 22. Institutional Administrative Use <ul><li>Shall only include: </li></ul><ul><li>Showing the extent and/or locations of the Insitution’s campus </li></ul><ul><li>Providing direction, either to a specific department/office, or events organised by the institution </li></ul><ul><li>Subject to the following rules: </li></ul><ul><li>Only the amount of mapping necessary to meet the specific need will be used </li></ul><ul><li>The mapping must overlay details relating to the purpose for which it is being used </li></ul>
    23. 23. What can we do? <ul><li>Sponsored research: </li></ul><ul><li>Results must be published widely and immediately </li></ul><ul><li>Hard copy plots can be supplied to sponsors </li></ul><ul><li>DATA cannot be supplied to sponsors </li></ul><ul><li>Excludes Research Council funded research centres with their own Ordnance Survey licence e.g.: </li></ul><ul><ul><ul><li>Institute of Hydrology </li></ul></ul></ul><ul><ul><ul><li>British Geological Survey </li></ul></ul></ul>
    24. 24. What can we do with maps? <ul><li>Includes maps created by users from downloaded data: </li></ul><ul><li>Can include maps in teaching materials </li></ul><ul><li>Can publish map extracts in permissible publications (NOT books) </li></ul><ul><ul><li>size limitations apply to publication (see Appendix 4) </li></ul></ul><ul><li>Copying (including film copies) permitted </li></ul><ul><li>Copyright acknowledgement required: </li></ul><ul><ul><li>©Crown Copyright/database rights 20yy. An Ordnance Survey/EDINA supplied service. </li></ul></ul>
    25. 25. Change to Publication sizes <ul><li>Schedule 2 of the Variation Agreement supersedes and replaces Appendix 4 of the Existing Agreement – details Paper and Electronic Publication Sizes </li></ul><ul><li>Sizes no longer based on ground area </li></ul><ul><li>Schedule 2 defines and details publication sizes for the following types of publication: </li></ul><ul><ul><li>Paper </li></ul></ul><ul><ul><li>Electronic </li></ul></ul><ul><ul><li>Repositories </li></ul></ul><ul><ul><li>Intranet </li></ul></ul><ul><ul><li>Internet </li></ul></ul>
    26. 26. Paper publications 45% No limitations Course notes 100% No limitations Academic posters 45% 1250cm (A3) Conference papers, academic articles, journals, dissertations and theses, booklets Max. OS mapping (% total publication content Max. size per image Publication type
    27. 27. Electronic Publications <ul><li>Refers to publications on DVD, CD_ROM, memory stick or any other form of storage media including the internet </li></ul><ul><li>For any form of electronic publication, digital maps must appear as static images and not be created in real time </li></ul><ul><li>Paper publication size limits are applicable in all cases </li></ul>
    28. 28. Repositories <ul><li>Digital maps (but NOT digital data) may be included in documents held in repositories provided the documents are in a locked format e.g. PDF </li></ul><ul><li>Documents must be locked such that the digital maps cannot be extracted for reuse outside the terms of the Ordnance Survey Data sub-licence agreement </li></ul><ul><li>Paper publication size limits are applicable in all cases </li></ul>
    29. 29. Intranet Publication No limitations <ul><li>Conference papers </li></ul><ul><li>Academic articles </li></ul><ul><li>Journals </li></ul><ul><li>Course notes </li></ul><ul><li>Dissertations and theses </li></ul><ul><li>Booklets </li></ul>Max. mapped area per image Publication type
    30. 30. Internet Publication <ul><li>On a website: </li></ul><ul><li>Only digital maps; no data or mapping in GeoPDF format </li></ul><ul><li>Image only – not accompanied by drawing or measuring tools </li></ul><ul><li>Zoom in and out – but only for discrete images, not to change to a different dataset </li></ul>1 048 576 pixels <ul><li>Conference papers </li></ul><ul><li>Academic articles </li></ul><ul><li>Journals </li></ul><ul><li>Course notes </li></ul><ul><li>Dissertations and theses </li></ul><ul><li>Digital maps on a web page, project website or similar </li></ul>Max. mapped area per image Publication type
    31. 31. What can we do with data? <ul><li>Additional clause – Subject to the provisions of Appendices 3 and 4, throughout the term of this Sub-Licence the Sub-Licensee may for Education Purposes only: </li></ul><ul><ul><li>3.1.16 ‘share data with other Authorised Users of both the same authorised Institution and different Authorised Institutions’. </li></ul></ul><ul><li>Data sharing between institutions </li></ul><ul><ul><li>All participating institutions must subscribe to Digimap </li></ul></ul><ul><ul><li>Notify EDINA of inter-institution transfers </li></ul></ul>
    32. 32. What can we do with data? <ul><li>Teaching materials </li></ul><ul><ul><li>Can be shared through VLEs and MLEs so long as these are secure and access is restricted </li></ul></ul><ul><li>Excludes: </li></ul><ul><ul><li>Mirror data services </li></ul></ul><ul><ul><li>Local data distribution operations </li></ul></ul>
    33. 33. Content <ul><li>Digimap Collections Licence Agreements </li></ul><ul><li>OS Variation agreement </li></ul><ul><li>Care of data responsibilities </li></ul><ul><li>Copyright & Terms of use: </li></ul><ul><ul><li>Digimap’s Ordnance Survey Collection </li></ul></ul><ul><ul><li>Variations: </li></ul></ul><ul><ul><ul><li>Historic Digimap </li></ul></ul></ul><ul><ul><ul><li>Geology Digimap </li></ul></ul></ul><ul><ul><ul><li>Marine Digimap </li></ul></ul></ul><ul><li>Location of support materials </li></ul>
    34. 34. Who can use the service? <ul><li>“ Authorised User” </li></ul><ul><li>means individuals who are registered with an Authorised Institution and the appointed Datacentre from time to time in accordance with the procedure as set out in Schedule 7 and who are authorised by such Authorised Institution to access the Authorised Institution’s electronic information services whether on-site or off-site via Secure Authentication and who are affiliated to the Authorised Institution as a current student, faculty member or employee of the Authorised Institution. Persons who are not a current student, faculty member or an employee of the Authorised Institution, but who are permitted to access the Authorised Institution’s electronic information services whilst involved in teaching, education or research at an Institution or who are a current student of an Institution (&quot;Walk-In Users&quot;) are also deemed to be Authorised Users, only for the time they are within the Library Premises </li></ul>
    35. 35. Who can use the service? <ul><li>“ Authorised User” means individuals… </li></ul><ul><li>Who are registered with an Authorised Institution </li></ul><ul><ul><li>i.e. a subscribing institution </li></ul></ul><ul><li>Who are registered with EDINA Digimap </li></ul><ul><li>Who are authorised by the Institution to access that Institution’s electronic information services </li></ul><ul><ul><li>this can means on-site or off-site access but must be via Secure Authentication </li></ul></ul><ul><li>Who are affiliated to the Institution as a current student, faculty member or employee of the Institution </li></ul><ul><li>Who are not any of the above but who are permitted to access electronic information services for teaching, education or research at the Institution (“Walk-In Users”) </li></ul><ul><ul><li>these people are only Authorised Users for the time they are within the Library Premises N.B. no authentication credentials, no access </li></ul></ul><ul><ul><li>also need to be registered with the Datacentre </li></ul></ul>
    36. 36. Historic Digimap <ul><li>No individual registration required </li></ul><ul><li>No size limitations for map publication </li></ul><ul><li>Clause 3.1.15 allows you to deposit in perpetuity the learning and teaching objects as referred to in Clause 3.1.7 in electronic repositories operated by the Sub-Licensee on a Secure Network and in the JORUM Repository. </li></ul><ul><li>All maps to include acknowledgement: </li></ul><ul><ul><li>© Crown Copyright and Landmark Information Group Limited 2004. All rights reserved. </li></ul></ul>
    37. 37. Geology Digimap <ul><li>As for Ordnance Survey Collection except: </li></ul><ul><li>No size limitations for map publication </li></ul><ul><li>Clause 3.1.16 allows you to store learning and teaching objects that contain British Geological Survey data in local repositories and in the JORUM Repository </li></ul><ul><li>All maps to include acknowledgement: </li></ul><ul><ul><li>Geological Map Data © NERC 20(yy) </li></ul></ul>
    38. 38. Marine Digimap <ul><li>As for Ordnance Survey Collection except: </li></ul><ul><li>No size limitations for map publication </li></ul><ul><li>Clause 3.1.16 allows you to store learning and teaching objects that contain SeaZone data in local repositories and in the JORUM Repository. </li></ul><ul><li>All maps to include acknowledgement: </li></ul><ul><ul><li>© Crown Copyright/SeaZone Solutions Ltd [yyyy]. All Rights Reserved. Not to be Used for Navigation. </li></ul></ul>
    39. 39. Content <ul><li>Digimap Collections Licence Agreements </li></ul><ul><li>OS Variation agreement </li></ul><ul><li>Care of data responsibilities </li></ul><ul><li>Copyright & Terms of use: </li></ul><ul><ul><li>Digimap’s Ordnance Survey Collection </li></ul></ul><ul><ul><li>Variations: </li></ul></ul><ul><ul><ul><li>Historic Digimap </li></ul></ul></ul><ul><ul><ul><li>Geology Digimap </li></ul></ul></ul><ul><ul><ul><li>Marine Digimap </li></ul></ul></ul><ul><li>Location of support materials </li></ul>
    40. 40. Support materials <ul><li>FAQs, Sub-licences, service content: </li></ul><ul><li>http://www.edina.ac.uk/digimap/support/ </li></ul><ul><li>Powerpoint presentations, training guides: </li></ul><ul><li>http://www.edina.ac.uk/digimap/support/training/ </li></ul>

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