Submission and Withdrawal

OAK Trust (Digital Repository)


OAK Trust (Digital Repository) offers faculty a flexible, easy-to-use submission process. A faculty member or designee simply completes a brief submission form and grants permission for Texas A&M to distribute and preserve the work. For submission instructions, see the Submitting Items page. 

An authorized submitter can do the following:

  • Deposit a submission into a specified Collection

  • Enter descriptive information (metadata) for a submission, using standard forms with Community or Collection-specific default values

  • Include additional metadata

  • Bundle multiple file of various formats in a single submission

  • Allow the system to identify formats of submitted files, with user override

  • Associate a Creative Commons license with the submitted files

  • Grant a non-exclusive license to Texas A&M and the Texas Digital Library to distribute a submission in accordance with the specified distribution policy, and to translate the submission for the purposes of preservation

  • Receive email updates on the progress of an item through the submission workflow process

  1. Works must be produced or sponsored by the Texas A&M University faculty, research staff, or students. Submission of works produced by students must be sponsored by a faculty member. Works are intended to be kept permanently. 
  2. Works must be submitted to a Collection. Submitters need authorization to submit works to a Collection. 
  3. Works must reflect the nature of the Collection to which they are submitted. Submitted works may be reviewed by the Collection or Repository Administrator. Please see the Collections Policy for more information. 
  4. Works must be in digital form. Although any digital format will be accepted, submission in a recommended file format is strongly encouraged in order to facilitate long-term preservation. 
  5. Works may be comprised of individual or multiple files. Any single file larger than 512 MB in size may require assistance. For assistance with these files, contact OAK Trust (Digital Repository) Administrator. 
  6. Works should be ready for dissemination and copyright owners must be able to grant non-exclusive rights to distribute and preserve the works. Please note that copyright owners retain copyright; see the Copyright and Licensing Policy for more information. 
  7. Batch loading is possible for very large number of items, or very large file sizes. Contact us for more information. 


  1. OAK Trust (Digital Repository) reserves the right to withdraw a work that is libelous, an invasion of privacy, or that does not reflect the nature of the Collection to which the work was submitted.

  2. Requests for withdrawal must be directed to the Collection and OAK Trust (Digital Repository) Administrators. After review of the request, the Collection Administrator(s) will contact the requester to let him/her know a work has been withdrawn, or, if withdrawal is not appropriate, to let the requester know the reason(s) withdrawal was not completed.

  3. If withdrawal is requested due to a copyright violation, the Collection and OAK Trust (Digital Repository) Administrators will temporarily restrict access to the work and will notify the submitter. If it is found that copyright was violated, the work will be withdrawn.

  4. The non-exclusive submission agreement preserves the creator’s right to submit additional copies elsewhere. Works will not be withdrawn as a matter of course because the submitter and/or creator leave the university.

  5. Works submitted to OAK Trust (Digital Repository) are assigned persistent URLs. If withdrawal is approved, OAK Trust (Digital Repository) will display a message alerting users that the content associated with the persistent URL has been withdrawn.

  6. Metadata for withdrawn works, including information about the reason for withdrawal, will remain in OAK Trust (Digital Repository) and will be accessible only by OAK Trust (Digital Repository) Administrators.