Collection Policy

This collection policy document provides a general framework against which current and future collection decisions can be made. It is intended to be a dynamic and flexible document, responsive to changes in the academic environment and attentive to the work of other UW units and programs.

Content Guidelines

  1. The work must be produced by University of Washington faculty, staff or students.
  2. The work must be scholarly or research oriented and reflect the intellectual environment of the University. DRUW imposes no disciplinary restrictions.
  3. If the work is part of a series, other works in that series should also be contributed so that DRUW can offer as full a set as possible.
  4. Research data may be in support of a publication or could represent unpublished work.
  5. Research data should be in its final, analyzable state. Raw data files are also welcome along with the final version and should be uploaded together.

Deposit Guidelines

  1. The author/owner must submit the work with the intent that it ultimately be made available on a permanent basis. It should be complete, correct, and ready for "publication".
  2. The author/owner should have and be willing and able to grant the University of Washington the right to preserve and distribute the work via DRUW.
  3. The author/owner is responsible for ensuring that the submission is free from personally identifiable information and does not contain any restricted or prohibited data.
  4. The work must be free from copyright restrictions that prohibit deposit and must not violate any patent, trademark, or other rights.
  5. Once content has been deposited into DRUW, it will not be removed unless for a compelling reason such as a copyright violation.
  6. Depositors agree to the DRUW Terms of Deposit.


Placement of an article or other work in DRUW is equivalent to publication, so authors must exercise due diligence in clearing any needed rights including any third party copyrights, patents, trademarks, or others. For additional information, consult the following:

Quality Control

Depositors are responsible for ensuring that deposited data sets are in their final and analyzable states. In all cases, depositors must be sure that the materials do not violate the DRUW Protected Information Policy.

Technical Guidelines

  1. Individual files should not be larger than 1TB.
  2. Deposit of materials to DRUW requires a minimum set of descriptive information (metadata) to be provided at the point of deposit.
  3. Deposited materials, or the process of depositing, must not cause harm to UW and UW campus technology systems.


Individual files up to 1 TB in size may be uploaded. Depending on the speed of your internet connection, the uploading of large files may take a significant amount of time. If you have a file or collection of files larger than this, please contact the repository manager.


Any type of file may be uploaded into the repository. However, we suggest uploading in a file format recommended for long-term preservation, which will provide a greater chance that your file will continue to be usable as technology (hardware and software) changes. See the List of Recommended File Formats for more information or contact the repository manager. All deposited material should be logically renderable, according to the limitations and opportunities of current technologies. For more information see the ResearchWorks Digital Preservation Policy.


As a condition of deposit, the depositor agrees to enter to the best of their abilities, at a minimum, the following required information: the name of the creator(s)/author(s); a title for the material; the date of creation; and applicable license and/or rights information. The metadata form will have other optional fields the depositor can choose to fill out, which may enhance discoverability and utility of the materials for others. Certain metadata can be edited after submission by the original depositor and those defined as proxies. A librarian may edit submitted metadata for accuracy, including fixing errors and enhancing submitted content. Metadata is always openly accessible. For questions or assistance, please contact the repository librarian.