Definitions

An EMBARGO is a temporary access restriction placed on metadata or bitstreams (i.e. files).

or, said another way…

An embargo is an access policy where access starts on a future date.

A LEASE is the opposite of an embargo, i.e. access is granted until a future date, after which it is restricted.

In DSpace, an embargo is controlled by a RESOURCEPOLICY (aka an “access policy” or “authorization policy”). Resource policies can be set at the item level or the bitstream level and automatically control the lifting of the embargo when the embargo date passes.

Note: The start date of the RESOURCEPOLICY is the end date of the EMBARGO.

Sometimes we think of an embargo as something that ends. But DSpace thinks of an embargo as a delayed access policy. That is, the important date is the start date for when access is granted.

How to Add Embargoes to Items in DSpace

Workflow #1: Add an embargo via the Single Submission UI

In the Single Submission workflow, under “Item access conditions,” select embargo as the “Access condition type.”

Enter the date on which the embargo ends, i.e. the date from which access will be granted. (See screenshot #1 below.)

Screenshot above shows the section of the Single Submission workflow interface where you set embargo terms.

Screenshot #1: Single Submission UI

After deposit, you can see the ResourcePolicy (and if necessary, edit it) by going to Edit Item > Status > Authorization Policies. (See screenshot #2 below.)

Screenshot shows the embargo policy in the 'Edit Item' interface. This shows that DSpace has named the policy 'embargo' and has the start date of the policy, which is the date on which access is granted.

Screenshot #2: Embargo Policy in “Edit Item” interface

By default the embargo applies to the ITEM and makes it non-discoverable. However, you can choose have different access policies for each bundle in the item, or event for each individual file within item bundles. These granular policies must be created in the Edit Item interface shown in Screenshot #2 after the item is deposited.

Workflow #2: Publication to the repository via SWORD

For TDL members, this workflow applies primarily to those institutions using Vireo for ETD submission. Vireo uses the SWORD protocol to publish ETDs directly to DSpace.

When published, embargo terms set in Vireo will transfer automatically to DSpace as a ResourcePolicy.
Once in DSpace, the ResourcePolicy for the item behaves exactly the same as an embargo placed on an item using the Single Submission Workflow.
- The entire item will be non-discoverable, including metadata.
- You can edit the ResourcePolicy after it is in DSpace to change the embargo terms or behavior.

Note: Embargo terms are set initially as metadata values, but DSpace converts those values into a ResourcePolicy.

Workflow #3: Batch Ingest

When performing a batch ingest of items, you can include embargo terms in the metadata spreadsheet using the following fields:

local.embargo.lift
local.embargo.terms

The values in both must be in the format YYYY-MM-DD

Upon ingest, DSpace converts those metadata terms into a ResourcePolicy.

Note: To edit the embargo terms after upload, you must edit the ResourcePolicy, not the metadata.

Embargoes in DSpace Presentation Slides

For a deeper dive into using embargoes in DSpace, download the PowerPoint presentation from the TCDL 2024 DSpace Users Group Meeting.