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NOO No. 044, s, 2025
NFRDI Office Order
NO. 044
Series of 2025
Subject: Guidelines On Library Accounts, Access To Digital Services & Resources, Access Privileges Revocation & Technical Support And Workflows
In line with the exigency of service and to streamline access to library resources and services, the following guidelines are hereby developed for implementation. This document contains the following details:
1. Library Account Guidelines
a. Account Registration
b. Account Renewal
c. Account Deactivation
2. Access to Digital Services and Resources
a. Similarity Checking Service
b. Access to Digital Resources
3. Access Privileges Revocation and Technical Support
a. Access Revocation
b. Technical Support
I. LIBRARY ACCOUNT GUIDELINES
A. ACCOUNT REGISTRATION
1. Employees must create an account in existing library platforms to ensure ease of access to information resources and services offered by the Library Unit. Each employee is entitled to create only one account per library platform.
2. Permanent employees must create their library accounts using their government email address (e.g. name@nfrdi.da.gov.ph) while COS and JO must use their personal email address (e.g. @gmail.com, @outlook.com, etc.). To ensure consistency, employees are required to use only one email address for registration purposes.
3. To proceed with the creation of accounts, employees must follow the Library Account Instruction.
Library Account Instruction:
https://tinyurl.com/LibAccountInstructions
B. ACCOUNT RENEWAL
1. To ensure that only current, authorized employees have access to the NFRDI Library Resources and Services, periodic renewal of library accounts. COS and JO employees are required to renew their library accounts every six months or upon contract renewal. Duration of access will be dependent on the signed employment contract.
Library Account Renewal Form:
https://tinyurl.com/AccountRenewalForm
C. ACCOUNT DEACTIVATION
Upon resignation, retirement or non-renewal of an employee, the library account will be deactivated. Access to library resources and services will cease on the day the clearance of the employee has been signed by the head of the library unit.
II. ACCESS TO DIGITAL SERVICES AND RESOURCES
A. SIMILARITY CHECKING SERVICE
Similarity Checking is a platform used by editors, researchers and academics to upload their paper and produce a report that highlights the potential matches of their manuscripts with other scholarly outputs. The platform will enable employees of the Institute to assess the originality of their work through its feedback report mechanism.
1. Permitted Use: This service can only be availed by employees whose digital file (i.e. research manuscripts, pre-print journal article, book chapter, etc.) are outputs of the research and development activities and operations of the Institute.
2. Authorship: Works to be subjected to the service must be authored or co-authored by the submitting employee.
3. Employees who will be submitting their digital file must comply with the submission requirements
4. Employees availing of the service must adhere to applicable legal, professional and research ethical codes. Moreover, they are responsible for ensuring the completeness and accuracy of their work before submitting their work on the platform.
5. Based on the results of the similarity feedback report, employees are expected to exercise due diligence in addressing the issues and implement other research integrity measures, such as but not limited to revisions of manuscripts.
6. Employees are responsible to save copies and backups of their manuscripts and feedback reports outside of the similarity checking platform for traceability and accountability purposes.
7. The Library Unit reserves the right to reject submission of digital file due to technical issues, outside the scope of permitted use and authorship, system abuse and non-compliance to submission requirements
8. By availing the service, the employee grants the Library Unit to upload their work/s in the similarity checking platform. Their work/s along with other personal data submitted will be used solely for its indented use and in the conduct of the operation of the NFRDI Library Unit. All data collected will be kept secure and confidential, unless otherwise authorized by the law to be disclosed and/or without the employee’s expressed consent.
Submission Requirements: https://tinyurl.com/LibSCSSubmissionReqs
Similarity Checking Service Request Form: https://tinyurl.com/SimilarityCheckingForm
B. ACCESS TO DIGITAL RESOURCES
The Library Unit ensures access to scholarly digital resources through curation of open-access resources and subscription to quality research databases.
1. Permitted Use of Digital Resources
a. Open Access Resources
Open access resources refer to freely accessible materials such as articles, journals, and books that can be easily discovered and accessed online without any cost or subscription barriers. Access and use of open access resources is governed by copyright, applicable licensing agreements (e.g. creative commons) and policies imposed by the creator of the work, repository and/or institution. It is the responsibility of the employees to review and comply with applicable legal and ethical use of information of open access resources.
b. Subscribed Resources
Access to subscribed digital resources is governed by copyright and end-user licensing agreements (EULA). EULA is the contract between the Institute and the third-party provider/s and outlines the terms and conditions on the use of the subscribed resources. Subscribed resources can be viewed, downloaded, copied and cited for non-commercial, institutional instruction and scholarly research purposes.
2. Prohibited Use of Subscribed Resources
• Substantial or systematic downloading, reproduction, redistribution and dissemination of contents. Use of unauthorized technologies such as robots, crawlers, spiders, or artificial intelligence technologies for automated scraping and harvesting of data
• Sharing of access credentials to unauthorized users
• Any form of commercial use or exploitation of content
• Plagiarism, privacy invasion and similar practices that do not adhere in the conduct of ethical research and use of information
3. Access to Subscribed Resources
a. On-site and remote access via the single sign-on platform
Single-sign on platform is a platform that facilitates access to multiple open-access or subscribed digital resources with one set of credentials. Employees accessing subscribed resources must have a registered library account in existing library platforms and follow the remote access instructions to navigate the subscribed resources.
b. Remote access via token
Selected subscribed resources offer alternative remote access through provision of tokens. Tokens are digital keys or credentials provided and authorized by the third-party service provider used to log-in remotely to subscribed resources. Tokens will only be allocated for email addresses designated for official NFRDI use (@nfrdi.da.gov.ph) or designated email addresses used by NFRDI divisions, centers, sections, and/or units (e.g., @gmail.com or @yahoo.com). Credentials will be coordinated with Internal NFRDI Focal for the Implementation of Training-Related Activities.
Remote Access Instructions: https://tinyurl.com/LibRemoteAccess
III. ACCESS REVOCATION AND TECHNICAL SUPPORT
a. Access Revocation
All employees must comply with library policies and applicable end-user licensing agreement in the use of library resources and services. The Library Unit, in coordination with the Information Management and Technology Section, reserves the right to suspend or revoke access privileges for non-compliance with policies, misuse of resources or other related violations, without prior notice.
b. Technical Support
For employees needing technical support and assistance, concerns may be forwarded to the Library Unit at kmrc@nfrdi.da.gov.ph and cc: IMTS at helpdesk@nfrdi.da.gov.ph Employees must provide the following information to ensure accurate troubleshooting:
• Subject of Technical Support
• Detailed Description of the subject
• Screenshot of the error
View Official Document here: NOO No. 044, s, 2025
NO. 044
Series of 2025
Subject: Guidelines On Library Accounts, Access To Digital Services & Resources, Access Privileges Revocation & Technical Support And Workflows
In line with the exigency of service and to streamline access to library resources and services, the following guidelines are hereby developed for implementation. This document contains the following details:
1. Library Account Guidelines
a. Account Registration
b. Account Renewal
c. Account Deactivation
2. Access to Digital Services and Resources
a. Similarity Checking Service
b. Access to Digital Resources
3. Access Privileges Revocation and Technical Support
a. Access Revocation
b. Technical Support
I. LIBRARY ACCOUNT GUIDELINES
A. ACCOUNT REGISTRATION
1. Employees must create an account in existing library platforms to ensure ease of access to information resources and services offered by the Library Unit. Each employee is entitled to create only one account per library platform.
2. Permanent employees must create their library accounts using their government email address (e.g. name@nfrdi.da.gov.ph) while COS and JO must use their personal email address (e.g. @gmail.com, @outlook.com, etc.). To ensure consistency, employees are required to use only one email address for registration purposes.
3. To proceed with the creation of accounts, employees must follow the Library Account Instruction.
https://tinyurl.com/LibAccountInstructions
B. ACCOUNT RENEWAL
1. To ensure that only current, authorized employees have access to the NFRDI Library Resources and Services, periodic renewal of library accounts. COS and JO employees are required to renew their library accounts every six months or upon contract renewal. Duration of access will be dependent on the signed employment contract.
https://tinyurl.com/AccountRenewalForm
C. ACCOUNT DEACTIVATION
Upon resignation, retirement or non-renewal of an employee, the library account will be deactivated. Access to library resources and services will cease on the day the clearance of the employee has been signed by the head of the library unit.
II. ACCESS TO DIGITAL SERVICES AND RESOURCES
A. SIMILARITY CHECKING SERVICE
Similarity Checking is a platform used by editors, researchers and academics to upload their paper and produce a report that highlights the potential matches of their manuscripts with other scholarly outputs. The platform will enable employees of the Institute to assess the originality of their work through its feedback report mechanism.
1. Permitted Use: This service can only be availed by employees whose digital file (i.e. research manuscripts, pre-print journal article, book chapter, etc.) are outputs of the research and development activities and operations of the Institute.
2. Authorship: Works to be subjected to the service must be authored or co-authored by the submitting employee.
3. Employees who will be submitting their digital file must comply with the submission requirements
4. Employees availing of the service must adhere to applicable legal, professional and research ethical codes. Moreover, they are responsible for ensuring the completeness and accuracy of their work before submitting their work on the platform.
5. Based on the results of the similarity feedback report, employees are expected to exercise due diligence in addressing the issues and implement other research integrity measures, such as but not limited to revisions of manuscripts.
6. Employees are responsible to save copies and backups of their manuscripts and feedback reports outside of the similarity checking platform for traceability and accountability purposes.
7. The Library Unit reserves the right to reject submission of digital file due to technical issues, outside the scope of permitted use and authorship, system abuse and non-compliance to submission requirements
8. By availing the service, the employee grants the Library Unit to upload their work/s in the similarity checking platform. Their work/s along with other personal data submitted will be used solely for its indented use and in the conduct of the operation of the NFRDI Library Unit. All data collected will be kept secure and confidential, unless otherwise authorized by the law to be disclosed and/or without the employee’s expressed consent.
Submission Requirements: https://tinyurl.com/LibSCSSubmissionReqs
Similarity Checking Service Request Form: https://tinyurl.com/SimilarityCheckingForm
B. ACCESS TO DIGITAL RESOURCES
The Library Unit ensures access to scholarly digital resources through curation of open-access resources and subscription to quality research databases.
1. Permitted Use of Digital Resources
a. Open Access Resources
Open access resources refer to freely accessible materials such as articles, journals, and books that can be easily discovered and accessed online without any cost or subscription barriers. Access and use of open access resources is governed by copyright, applicable licensing agreements (e.g. creative commons) and policies imposed by the creator of the work, repository and/or institution. It is the responsibility of the employees to review and comply with applicable legal and ethical use of information of open access resources.
b. Subscribed Resources
Access to subscribed digital resources is governed by copyright and end-user licensing agreements (EULA). EULA is the contract between the Institute and the third-party provider/s and outlines the terms and conditions on the use of the subscribed resources. Subscribed resources can be viewed, downloaded, copied and cited for non-commercial, institutional instruction and scholarly research purposes.
2. Prohibited Use of Subscribed Resources
• Substantial or systematic downloading, reproduction, redistribution and dissemination of contents. Use of unauthorized technologies such as robots, crawlers, spiders, or artificial intelligence technologies for automated scraping and harvesting of data
• Sharing of access credentials to unauthorized users
• Any form of commercial use or exploitation of content
• Plagiarism, privacy invasion and similar practices that do not adhere in the conduct of ethical research and use of information
3. Access to Subscribed Resources
a. On-site and remote access via the single sign-on platform
Single-sign on platform is a platform that facilitates access to multiple open-access or subscribed digital resources with one set of credentials. Employees accessing subscribed resources must have a registered library account in existing library platforms and follow the remote access instructions to navigate the subscribed resources.
b. Remote access via token
Selected subscribed resources offer alternative remote access through provision of tokens. Tokens are digital keys or credentials provided and authorized by the third-party service provider used to log-in remotely to subscribed resources. Tokens will only be allocated for email addresses designated for official NFRDI use (@nfrdi.da.gov.ph) or designated email addresses used by NFRDI divisions, centers, sections, and/or units (e.g., @gmail.com or @yahoo.com). Credentials will be coordinated with Internal NFRDI Focal for the Implementation of Training-Related Activities.
Remote Access Instructions: https://tinyurl.com/LibRemoteAccess
III. ACCESS REVOCATION AND TECHNICAL SUPPORT
a. Access Revocation
All employees must comply with library policies and applicable end-user licensing agreement in the use of library resources and services. The Library Unit, in coordination with the Information Management and Technology Section, reserves the right to suspend or revoke access privileges for non-compliance with policies, misuse of resources or other related violations, without prior notice.
b. Technical Support
For employees needing technical support and assistance, concerns may be forwarded to the Library Unit at kmrc@nfrdi.da.gov.ph and cc: IMTS at helpdesk@nfrdi.da.gov.ph Employees must provide the following information to ensure accurate troubleshooting:
• Subject of Technical Support
• Detailed Description of the subject
• Screenshot of the error
View Official Document here: NOO No. 044, s, 2025