Knowledge Core Policies

Content Collection Policy

The following describes the characteristics of content appropriate for submission to Knowledge Core.


Knowledge Core, a service of the Information Science and Knowledge Management (ISKM) Branch, includes the intellectual output of primarily ERDC engineers and scientists. The priority for Knowledge Core is to document and preserve knowledge created by ERDC. Collections of items that were not published or produced by ERDC will be evaluated by ISKM to ensure that they are unique, mission related, and that proper copyright clearances have been obtained. If a collection from outside of ERDC is approved, a Memorandum of Understanding or other formal agreement will be required between ERDC and the agency that owns the collection. Contact the Knowledge Core Administrator to request that a collection of items be evaluated.


Content deposited in Knowledge Core reflects the intellectual output of primarily ERDC engineers and scientists. It is research-oriented in nature. Examples of appropriate content include:

  • pre- and post-publication papers
  • technical reports
  • articles
  • theses and dissertations
  • books
  • lectures and presentations
  • datasets

Content of archival and historical value produced or sponsored by ERDC offices and laboratories may also be appropriate for deposit in Knowledge Core. Examples of such content include:

  • digital departmental newsletters
  • administrative reports
  • compilations of data
  • photographs
  • brochures
  • awards pamphlets

All material included in Knowledge Core must be approved by ERDC's Information Science and Knowledge Management Branch (ISKM).


Knowledge Core can accept many electronic file formats. Certain formats, however, such as plain text, XML, and PDF/A, are recommended because the likelihood of their full preservation in the future is much higher (see Preservation Support Policy, and Recommended File Formats for Knowledge Core) .


Individual files deposited in Knowledge Core should normally be less than 2 GB in size. The total size of a collection of files associated with a research project and deposited into Knowledge Core should not exceed 10 GB per year. If you have questions about these size limitations, please contact the Knowledge Core Administrator.

Deposit Policy

Requirements for depositing content in Knowledge Core are:

  • The work must be wholly or in part produced or sponsored by ERDC researchers or staff. Work by contractors must have a ERDC sponsor.
  • The work must be historical or research-oriented and otherwise meet Knowledge Core Content Collection Policy.
  • The work must be in digital form. If you have items in print format please contact the Information Science and Knowledge Management branch.
  • The work must be complete and ready for distribution, and the author/owner must be prepared to deposit the complete digital work in Knowledge Core.
  • The work does not, to the best of your knowledge, infringe on anyone's copyright.
  • The submission does not contain any confidential information, proprietary information of others or export controlled information.
  • There are no restrictions or required publication delays on the distribution of the submission.
  • The information you provide about the submission is accurate. Please see our Best Practices for Knowledge Core Metadata document for guidance on describing your content.
  • ERDC ISKM branch may translate the submission to any medium or format, and make multiple copies of the submission, for the purposes of security, back-up, and preservation.
  • ERDC ISKM branch may reproduce, translate and or distribute the submission worldwide.

The author/original copyright owner retains copyright on all works.

Data Deposit Policy

In addition to the above requirements, datasets may be accessed and preserved in Knowledge Core, subject to the following conditions:

  • The size of each individual file associated with a data set is within the limits of current Knowledge Core Content Collection Policy. ERDC researchers, especially those with quantities of data that exceed the limits of current policy, are strongly encouraged to consult with the ISKM Branch to determine whether Knowledge Core is an appropriate repository for their data.
  • By default, material deposited in Knowledge Core will be openly accessible worldwide over the Web.
  • Owner/author will make a reasonable effort to use recommended file formats to maximize likelihood of preservation.

Access Policy

The purpose of Knowledge Core is to provide stable, long-term public access to digital content produced by members of the ERDC community. By default, material deposited in Knowledge Core will be openly accessible worldwide over the Web.

The ERDC ISKM Branch maintains a restricted use repository for items that are not available to the public. Contact the Knowledge Core Administrator for more information.

Withdrawal Policy

Knowledge Core is intended to provide persistent access to deposited material. Under certain circumstances, however, it may be necessary to remove material from Knowledge Core.

A request for removal should be directed to the Knowledge Core Administrator and include the reasons for withdrawal. Knowledge Core staff may contact the requestor for additional information.

Since the goal of Knowledge Core is persistent long-term access to content, original item records are retained for all withdrawn content. These records, including all original metadata, will be displayed to users. These records will contain one of the following statements:

  • Item removed from Knowledge Core on [date] at the request of the author.
  • Item removed from Knowledge Core on [date] by legal order.
  • Item removed from Knowledge Core on [date] due to a violation of Knowledge Core policy.
  • Item removed from Knowledge Core on [date] at ERDC's discretion.

Alteration Policy

Once deposited, content should not normally be modified. If removal is necessary, that process will follow the Withdrawal Policy. If the description of the content (its metadata) is incorrect, the depositor must send an explanation of the error and its correction to the Knowledge Core Administrator. Reasonable corrections to metadata will be made by Knowledge Core staff.

If the depositor wishes to update a work, providing a new version of an existing Knowledge Core item, he/she must contact the Knowledge Core Administrator with an explanation. If a content file is replaced, a note will be added to the content description ("Content replaced at author's request on [date]"). If content is supplemented, by additional content files, those files should be named and dated accordingly.

Dataset Alteration Policy

Following data sharing best practices, Knowledge Core will maintain access to previous versions of altered dataset content types. The landing page of a dataset item that has been altered will display previous versions, together with an explanation of when and why a revision was made. See also Preservation Support Policy for details related to item identifiers.

Preservation Support Policy

ERDC's ISKM Branch is committed to responsible and sustainable management of works deposited in Knowledge Core and to ensuring long-term access to those works.

All work deposited in Knowledge Core will be assigned a persistent identifier and a persistent Web address (URL).

While prudent efforts will be taken to preserve work in any digital format submitted to Knowledge Core, submission in a recommended file format is strongly encouraged in order to facilitate long-term preservation.

At this time, ISKM is committed to preserving the binary form of the digital object. Further practical measures to preserve as much functionality ("look and feel") of the original content as possible will be taken as resources permit.

Digital preservation is an evolving field. Current long-term preservation strategies and technologies employed by ISKM are shaped by the Open Archival Information System (OAIS) reference model (ISO 14721:2012) and informed by relevant international standards and emerging best practices. ISKM preservation activities and policies will be reviewed regularly to ensure that they remain current as technology and institutional practices evolve.