Material Link Checking and Removal Policy

MERLOT checks all material links in the catalog monthly using a web link validation system. The system produces a list of materials with invalid URLs. Each of these is tested by following the URL provided on the material’s Detail View page.  When a valid URL is found, the detail view page in MERLOT is updated. 
If no valid link can be found, the procedures for locating a new URL are as follows:

1.  URL is Backtracked.

• The URL is "backtracked" - i.e., parts of the existing URL are deleted, one at a time working backwards, to see if a valid page can be found.
• If a valid page for any part of the site of origin is found, a search for the title of the material is conducted.  If a new URL can be found, it is updated in MERLOT.

2.  Google Search

• If the material is no longer available on the original site, or if a search on that site cannot be performed, a Google search is done using the title of the material, the author's name, and/or the author's organization, all of which are part of the originally submitted MERLOT material metadata.  

3.  Email

• If the material cannot be located on the site of origin, and a search does not locate a new URL (either on the site or from Google), an email is sent to the author and submitter of the material, and the webmaster of the site of origin.   
• If the material with the invalid URL is categorized in a MERLOT Editorial Board, an email is also sent to the Editor of the appropriate discipline and to MERLOT’s Director of Academic Partner Services.   The Director of Academic Partner Services then contacts the Discipline Editor to determine the status of the material.

All emails and communications stress the need for a prompt response in order to update the material in MERLOT and to avoid having it deleted from the collection.

Actions for Material Removal
The following procedures are carried out to correct or remove material links (urls) in the collection:

• If a new URL can be located, the Detail view of the material is updated in MERLOT.
• If a valid URL cannot be found and the author's email is invalid, the link to the material is deleted from MERLOT--  unless the material meets the criterion described in #4, below.
• If a valid URL cannot be found and neither the author nor the submitter responds within four weeks, the material is deleted from MERLOT -- unless the material meets the criterion described in #4, below.
• If the material is part of an Editorial Board and notification of the problem is sent to the Editor and Director, they are given 4 weeks to find a new URL. It is never the intention of MERLOT to delete a peer reviewed material; however a material will not remain in MERLOT with an invalid URL indefinitely.

Revised April 14, 2009 - BBS