Archive | ACM Digital Archive Policy | Data Retention For History Committee Records | Data Retention For Institutional Records
ACM Digital Archive Policy

Approved February 25, 2008

  • The name of the digital archive is ftp://digitalarchive.acm.org

  • The digital archive is separate from the record of an active unit, which is stored online at http://acm.org, e.g., history.acm.org In particular, access to the digital archive will be password-protected and will not be served via http (except for a web page for manual deposit, see below). The digital archive is designed as a storage area for material, some of which will later be organized by an archivist and some of that will later be served up on web pages, again, separate from the digital archive. (As an example, the plan is to serve up conference web sites.)

  • The structure will be Type/Unit/Subunit/MajorItem. Initial units include
    • Individual Committees, e.g., Committees/HistoryCommittee/
    • Individual SIGs, e.g., SIGs/SIGMOD/
    • Boards, e.g., Boards/EducationBoard/
    • Council and EC: Council/ and ExecutiveCommittee/
    • HQ, e.g., HQ/CEO/, HQ/COO/, HQ/Pubs/
    • Individual publications, e.g., Publications/Transactions/DatabaseSystems/ for TODS
    • Conferences, e.g., Conferences/SIGMOD Within Conferences will be years, and within years will be web site, e.g., Conferences/SIGMOD/2007/website/
    • Workshops, e.g., Workshops/AdvancesinModelBasedTesting/
    • Periodic scrapings of the entire ACM web site, e.g., ACMwebsite/2008/June/
      • The scraping will be done by a program that will generate HTML from server-side scripts such as PHP. Admittedly this will not capture all the information in the "dark web" of databases behind some ACM web pages.

  • Conferences and workshops are managed separately from SIGs, because some conferences are sponsored by multiple SIGs, and some workshops are associated with multiple conferences, or not with a conference at all.

  • Each directory should include a README file that describes the content of that directory.

  • Each directory will be "owned" by an "information director" designated by the unit's chair or responsible officer. For example, the information director for the Conferences/SIGMOD directory will be designated by the SIGMOD chair, the Council information director by the ACM President, and the HQ/CEO by the CEO.

  • There will be guidelines provided to the SIG chairs, as copyright verbiage for use on conference web sites, as verbiage in the conference/workshop authorization forms, and as helpful advice, e.g., on acquiring permissions.

  • SIG chairs and by delegation conference general chairs and webmasters should ensure that ACM has full rights to publicly host all of the conference/workshop website except for easily identifiable content, such as papers, powerpoint, and documents authored by other than the conference organizers or on subjects other than the conference organization, such as tutorials or presentations.

    SIG chairs will also be advised to manage the evolution of the conference web site so that it is *cumulative*. For example, deadlines should be retained even after they are passed.

    The conference sponsorship and incooperation and proceedings workflows will be augmented to (a) inform the SIG chairs of requirements on conference web pages during the initial phase and (b) capture the conference website by copying it into the digital archive.

  • In some cases, e.g., conference and workshop web sites, material will be automatically deposited in the digital archive as a component of workflows managed by ACM staff. But there will also be a web form for manually depositing material into the digital archive. This web form will capture minimal provenance, including who is depositing the material, a description of where the material is coming from, which directory the deposit is going into, what form of permission is being given, whether there are any restrictions on distribution, and a description of the format and content of the deposit. The date of deposit will be automatically captured.

  • Later, a copy of the conference and workshop web sites will be served by the ACM DL and linked from the associated papers in the DL. These web sites will also be indexed by the DL.

  • If it turns out that there is material that shouldn't be served, a take-down request will be honored. (In doing so, ACM is thus free of liability.)