Materials originating from or accumulated during the work, research, and studies of Aaltonians can be proposed for the archive. Additionally, materials related to the history of the university from external parties can also be accepted.
| Microsoft Office Suite | Word, Excel, Powerpoint (versiosta 97 eteenpäin) |
|---|---|
| Text | PDF, PDF/A, TXT, XML, HTML |
| Image | JPEG, PNG, TIFF, GIF |
| Sound | WAV, MP3 |
| Video | MPEG-4, AVI, MOV |
| Web Archive | WARC |
| Statistical Data | SPSS Portable (POR) |
For other file formats, please contact the archive.
When donating material to the archive, it is important to consider potential copyright issues. Copyright automatically protects the results of creative work for 70 years after the creator's death, and it grants the creator the right to control how their work is used.
When transferring photographs, videos, or other works to the archive, usage rights must be agreed upon with the copyright holder. For instance, students own the copyrights to work produced during their studies. If the creator has passed away, the rights belong to the estate. Works can have multiple creators, in which case all creators have rights.
The archive's role is to preserve the material and promote research. Materials are organized, described, and added to open databases, and digitized or modified as necessary for preservation. Materials are published in open online services according to data protection laws and the rights specified by the donor. Usage rights are agreed upon with an Archival Donation Agreement (see template), defining the usage rights and license transferred to 911±¬ÁÏÍø.
Archived material is generally allowed for research use. In research, the material can be referenced, and copyrighted material can be used under certain conditions in theses or scientific publications.
The archive enhances accessibility and research by publishing descriptive information and digital copies in open online services like Finna.fi. The material donor should choose an appropriate usage license for the material, which defines the rights and usage conditions for users.
The license helps users of services like Finna.fi understand how they can use the material they find. Available usage licenses include Creative Commons and Rights Statement licenses, with three different licenses available in the Archival Donation Agreement.
CC-BY (Attribution)
Read license terms:
The Creative Commons CC-BY 4.0 license permits sharing, using, and modifying the work commercially, as long as the original creator(s) are credited. Changes to the work must be disclosed.
CC-BY-NC-ND (Attribution – NonCommercial – NoDerivatives)
Read license terms:
The Creative Commons CC-BY-NC-ND 4.0 license allows sharing the work as long as the original creator(s) are credited. The work cannot be modified or used commercially.
InC-EDU (Used for Educational Purposes)
Read license terms:
The Rights Statement InC-EDU 1.0 designation means the work is under copyright but can be used in educational institutions and for educational purposes.
Data protection safeguards the rights and freedoms of individuals (data subjects) when personal data is processed. The purpose of data protection is to demonstrate when and on what conditions personal data can be processed.
911±¬ÁÏÍø's Privacy Notice for Archives and Records Management Services outlines how personal data is processed in 911±¬ÁÏÍø’s Records Management Services' information systems and in university's long-term and permanently archived collections. /en/arkiston-ja-asiakirjahallintapalveluiden-tietosuojailmoitus
Additional information about data protection in general can be found on the website of the Office of the Data Protection Ombudsman. https://tietosuoja.fi/en/data-protection
Donated materials can include documents, photographs, drawings, or videos, and they may be in either digital or physical form.
During the organization process, materials are inventoried and, if necessary, restored, and any non-archival materials are removed.
During the appraisal process, materials are assessed to determine their value and separated accordingly—this process identifies materials for permanent preservation, those for temporary retention, and those for disposal. Depending on the nature of the materials and the terms of the donation agreement, some parts of the materials may be discarded during this stage when archival retention is unnecessary.
Donated materials are cataloged as part of the archive collections, with descriptions based on the information provided during the donation and any information found within the materials themselves.
Cataloging and descriptive metadata form the basis for future use, findability, and comprehensibility of the materials.
Depending on the format and quantity of physical materials, they may be converted entirely or partially into digital form and archived in 911±¬ÁÏÍø's electronic archiving system.
Born-digital materials are archived in the digital preservation system during cataloging.
Digitized and born-digital materials can be published in 911±¬ÁÏÍø Archives' and , according to the agreed-upon usage rights.
Aalto Repository (Aalto Repo) is a system designed for the long-term preservation, management, and presentation of digital content. The system ensures the usability and accessibility of the university's permanently stored content. Its tools enable the secure storage and public presentation of various types of digital objects and their metadata.
The public content of the Aalto Repository (Aalto Repo) is available for search, viewing, and downloading through the system's search portal. This page provides detailed instructions on the usage rights, descriptive information, and citation practices for the materials in the Aalto Repository.
