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Where’s the Data?
Presented to the American Library Association, ALCTS Cataloging Norms Interest Group
January 9, 2016
Andrea Payant
andrea.payant@usu.edu
@rusros25
Betty Rozum
betty.rozum@usu.edu
@brozum
Liz Woolcott
liz.woolcott@usu.edu
@lizwoolcott
The Problem
Dog Desk photo by buzbeto, CC-by-2.0
Lots of Data
• Researchers generate Lots of Data
• Not all researchers organize and manage their
data
• Faculty may be required to deposit data to
make it publicly accessible
• University is ultimately responsible for
complying with terms of grants
Can you find where your institution’s
data is hiding?
Hide your face photo by Desiree Wolf CC-by-NC-SA

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niso webinardata scienceresearch
Why Bother?
• Federal Policy
– digitally formatted scientific data resulting from unclassified research
supported wholly or in part by Federal funding should be stored and
publicly accessible to search, retrieve, and analyze.
– OSTP Memorandum, February 22, 2013
• Will we be able to locate this data after the grant is
completed? What will happen in an audit?
• Where do your faculty store data for NIH and NSF, which
currently require Data Management Plans?
Lead People to Your Data
Gone 3 photo by Conor Lawless CC-by-2.0
Data Management Plans
• Short documents that accompany grant
applications
– Type of data collected (format, how much)
– How will it be described?
– Will it be shared? When? How?
– Where will it be made publicly accessible? Preserved?
– IP, copyright, sensitive data, any other issues?
• To make data publicly accessible to search
retrieve and analyze
Indicate How It Can Be Shared
Bone 2 photo by jb CC-by-2.0

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The document summarizes the role and challenges of research data management (RDM) information professionals from the perspective of a library practitioner. It discusses how RDM professionals educate researchers on topics like data management planning and repositories, consult on issues like workflows and publishing, and curate data to ensure findability, understandability and reuse. However, navigating relationships with different university offices, building shared understanding of technical concepts, and managing expectations with limited resources present challenges. Key principles for RDM professionals include keeping researchers central, considering future data re-users, and contributing to communities of practice. Ongoing gaps include supporting restricted and large data as well as developing actionable policies and training new professionals.

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This presentation was provided by Courtney R. Butler of The Federal Reserve Bank - Kansas City, during part two of the NISO two-part webinar "Building Data Science Skills: Strategic Support for the Work, Part Two," which was held on March 18, 2020.

niso webinardata sciencereference work
DMPs from Successful Grants
• Some are Stellar! Morgan Ernest, now at
University of Florida:
– Data access will take place primarily through a project website hosted by the
White Lab at USU as well as through the Sevilleta LTER website
(http://sev.lternet.edu) . . . . In addition, all datasets will be discoverable and
downloadable via the LTER NIS data portal, as well as through the Sevilleta
LTER and White Lab websites. . . . Sequence data . . . will be deposited in the
publicly available NCBI Genbank database. Simulation data will be archived in
Dryad (http://datadryad.org/) . . .
DMPs from Successful Grants
• Some have a pretty solid idea of sharing and
access
– USU’s IR, Digital Commons identified as storage
and access point
• A few problems with metadata, file formats, etc.
DMPs from Successful Grants
• Some share, but don’t currently deposit
– “The PI of this project will provide access to the
data and information . . . to other scientists who
are interested…This information will be available
through a web portal of USU.”
– Share data upon request and through publication
It’s Here!
Dancing Discovery … “Explored!” photo by Stephanie, CC-by-NC 2.0

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Feb 26 NISO Training Thursday Crafting a Scientific Data Management Plan About the Training Addressing a data management plan for the first time can be an intimidating exercise. Join NISO for a hands-on workshop that will guide you through the elements of creating a data management plan, including gathering necessary information, identifying needed resources, and navigating potential pitfalls. Participants explore the important components of a data management plan and critique excerpts of sample plans provided by the instructors. This session is meant to be a guided, step-by-step session that will follow the February 18 NISO Virtual Conference, Scientific Data Management: Caring for Your Institution and its Intellectual Wealth. About the Instructors Kiyomi D. Deards, MSLIS, Assistant Professor, University of Nebraska-Lincoln Libraries Jennifer Thoegersen, Data Curation Librarian, University of Nebraska-Lincoln Libraries

How Can Libraries Help?
• We know how to Catalog and make things
discoverable!
Outside a dog … photo by Bruno, CC-by-NC 2.0
The Project (so simple)
Faculty closes
grant with
Sponsored
Programs
Sponsored
Programs asks
for location of
data & pubs
•Entered into
Kauli Program,
Library sent
notification
Library verifies,
catalogs
• Records for
IR and Online
Catalog
Faculty close out
with SPO triggers
notification to Library
Data Services Coord.
Verifies location of
Data and Publications
Unable to locate;
consult with faculty
Corrected info sent
to SPO
Sent to cataloging
Data Needs Rescue?
Fixed Info sent to
SPO
Corrected info sent
to SPO
Sent to cataloging
Location verified,
sent to cataloging
1st Review: Any
metadata or
documentation?
Yes – Student
processes
DC and MARC
No – Cataloger
Processes
DC and MARC
The Project (A few More Details)
Cataloging Data
Required
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Cataloging Data
Throw Us a Bone!
Milo gets a bone photo by Mountain/ Ash CC by 2.0
To view and comment on the
proposed MARC record, please visit:
http://goo.gl/ZUuSgD
MARC/Dublin Core Mappings
MARC Mapping DC Mapping Field Description
100 Creator 1st Author/Researcher listed
245 $a Title Title/Name assigned to data set
245 $c All authors/researchers listed
264 $a Place where data originated
264 $b Primary institution name
264 $c Date Year of publication/deposit
347 $a Digital characteristics - file type, refer to the file extension
347 $b Digital file characteristics - encoding format
347$c Format.Extent Digital file characteristics - file size
500 Description Granting Agency, grant award number
500 Description
Any additional information pertinent to the data/dataset that is not otherwise reflected in the
record. Refer to the readme file, if available
500 Relation.IsReferencedBy Citation for original publication based on this data set
538 Relation.Requires
Include information about the characteristic of the files, noting mode of access, software or
computer access. Refer to the readme file, if available.
520 Description.Abstract Include any summary information about the content of the dataset, such as an abstract.
650 Subject Subject of research data
700 Creator Name(s) of additional researcher
856 Description URL for location of dataset
856 Identifier Dataset DOI
856 Relation.IsReferencedBy Link to associated Journal Article
856 Associated Journal Article DOI
Type Indicate the DCMI type (typically "Dataset")
Format Indicate the file format of the dataset, refer to the MIME types
Publisher Indicate where the data set is housed
Coverage.Spatial If reported, include the spatial coverage for the dataset
Coverage.Temporal If reported, include the date coverage for the dataset
Sometimes Data Doesn’t Behave
According to the Cataloging Rules
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Problems encountered
• Incomplete information
– Data sets are not always named as a group (even
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– Lack of DOIs
– Unclear about authors/contributors and pertinent
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– Lack of readme files
• Locating specific data sets on funding agencies
websites/data depositories can be tricky
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“Another fun dog” photo by Joan Valencia CC-by-SA 2.0
Benefits
• Capture the location of data while it’s
(relatively) fresh in the mind of researchers
• Create permanent records of data
• Increases discoverability of data
• Opportunity to “rescue” data insecurely
stored
• Compliance is verified
Benefits - Partnerships
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qualitative data archivinghumanities librariandigital humanities
Benefits (Rewards)
• Library increases is value on campus, strengthens
partnership with Research Office
• Library increases interactions with faculty and
demonstrates value by securing data and helping
faculty comply with DMP
• Library gains opportunity to help faculty learn
about better options for data deposit
• Reporting functions allow for University to
understand where data is housed
• Cross campus synergistic relationships
What could go wrong?
“Driving dog” photo by Matt, CC-by-2.0
It’s a pilot project for a reason…
• Data deposited with GenBank or NCAR and no
other clues provided
• Data deposited “on PI website”
• Data has not been properly de-identified
• Data is embargoed
• Researcher does not remember
• Time to identify location of data is a huge
concern - sustainability
• Faculty reluctant to release data
• Actually cataloging data – many formats
Questions?
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This is a basic introduction to management of research data for fulfilling data management planning requirements.

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Throw Us a Bone!
Milo gets a bone photo by Mountain/ Ash CC by 2.0
To view and comment on the
proposed MARC record, please visit:
http://goo.gl/ZUuSgD
Contacts Andrea Payant
Data Management Metadata Specialist
andrea.payant@usu.edu
@rusros25
Betty Rozum
Data Services Coordinator and
Undergraduate Research Librarian
betty.rozum@usu.edu
@brozum
Liz Woolcott
Head of Cataloging and Metadata Services
liz.woolcott@usu.edu
@lizwoolcott

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Where's the Data?

  • 1. Where’s the Data? Presented to the American Library Association, ALCTS Cataloging Norms Interest Group January 9, 2016 Andrea Payant andrea.payant@usu.edu @rusros25 Betty Rozum betty.rozum@usu.edu @brozum Liz Woolcott liz.woolcott@usu.edu @lizwoolcott
  • 2. The Problem Dog Desk photo by buzbeto, CC-by-2.0
  • 3. Lots of Data • Researchers generate Lots of Data • Not all researchers organize and manage their data • Faculty may be required to deposit data to make it publicly accessible • University is ultimately responsible for complying with terms of grants
  • 4. Can you find where your institution’s data is hiding? Hide your face photo by Desiree Wolf CC-by-NC-SA
  • 5. Why Bother? • Federal Policy – digitally formatted scientific data resulting from unclassified research supported wholly or in part by Federal funding should be stored and publicly accessible to search, retrieve, and analyze. – OSTP Memorandum, February 22, 2013 • Will we be able to locate this data after the grant is completed? What will happen in an audit? • Where do your faculty store data for NIH and NSF, which currently require Data Management Plans?
  • 6. Lead People to Your Data Gone 3 photo by Conor Lawless CC-by-2.0
  • 7. Data Management Plans • Short documents that accompany grant applications – Type of data collected (format, how much) – How will it be described? – Will it be shared? When? How? – Where will it be made publicly accessible? Preserved? – IP, copyright, sensitive data, any other issues? • To make data publicly accessible to search retrieve and analyze
  • 8. Indicate How It Can Be Shared Bone 2 photo by jb CC-by-2.0
  • 9. DMPs from Successful Grants • Some are Stellar! Morgan Ernest, now at University of Florida: – Data access will take place primarily through a project website hosted by the White Lab at USU as well as through the Sevilleta LTER website (http://sev.lternet.edu) . . . . In addition, all datasets will be discoverable and downloadable via the LTER NIS data portal, as well as through the Sevilleta LTER and White Lab websites. . . . Sequence data . . . will be deposited in the publicly available NCBI Genbank database. Simulation data will be archived in Dryad (http://datadryad.org/) . . .
  • 10. DMPs from Successful Grants • Some have a pretty solid idea of sharing and access – USU’s IR, Digital Commons identified as storage and access point • A few problems with metadata, file formats, etc.
  • 11. DMPs from Successful Grants • Some share, but don’t currently deposit – “The PI of this project will provide access to the data and information . . . to other scientists who are interested…This information will be available through a web portal of USU.” – Share data upon request and through publication
  • 12. It’s Here! Dancing Discovery … “Explored!” photo by Stephanie, CC-by-NC 2.0
  • 13. How Can Libraries Help? • We know how to Catalog and make things discoverable! Outside a dog … photo by Bruno, CC-by-NC 2.0
  • 14. The Project (so simple) Faculty closes grant with Sponsored Programs Sponsored Programs asks for location of data & pubs •Entered into Kauli Program, Library sent notification Library verifies, catalogs • Records for IR and Online Catalog
  • 15. Faculty close out with SPO triggers notification to Library Data Services Coord. Verifies location of Data and Publications Unable to locate; consult with faculty Corrected info sent to SPO Sent to cataloging Data Needs Rescue? Fixed Info sent to SPO Corrected info sent to SPO Sent to cataloging Location verified, sent to cataloging 1st Review: Any metadata or documentation? Yes – Student processes DC and MARC No – Cataloger Processes DC and MARC The Project (A few More Details)
  • 18. Throw Us a Bone! Milo gets a bone photo by Mountain/ Ash CC by 2.0 To view and comment on the proposed MARC record, please visit: http://goo.gl/ZUuSgD
  • 19. MARC/Dublin Core Mappings MARC Mapping DC Mapping Field Description 100 Creator 1st Author/Researcher listed 245 $a Title Title/Name assigned to data set 245 $c All authors/researchers listed 264 $a Place where data originated 264 $b Primary institution name 264 $c Date Year of publication/deposit 347 $a Digital characteristics - file type, refer to the file extension 347 $b Digital file characteristics - encoding format 347$c Format.Extent Digital file characteristics - file size 500 Description Granting Agency, grant award number 500 Description Any additional information pertinent to the data/dataset that is not otherwise reflected in the record. Refer to the readme file, if available 500 Relation.IsReferencedBy Citation for original publication based on this data set 538 Relation.Requires Include information about the characteristic of the files, noting mode of access, software or computer access. Refer to the readme file, if available. 520 Description.Abstract Include any summary information about the content of the dataset, such as an abstract. 650 Subject Subject of research data 700 Creator Name(s) of additional researcher 856 Description URL for location of dataset 856 Identifier Dataset DOI 856 Relation.IsReferencedBy Link to associated Journal Article 856 Associated Journal Article DOI Type Indicate the DCMI type (typically "Dataset") Format Indicate the file format of the dataset, refer to the MIME types Publisher Indicate where the data set is housed Coverage.Spatial If reported, include the spatial coverage for the dataset Coverage.Temporal If reported, include the date coverage for the dataset
  • 20. Sometimes Data Doesn’t Behave According to the Cataloging Rules Naughty dogs photo by megan ann CC By 2.0
  • 21. Problems encountered • Incomplete information – Data sets are not always named as a group (even when individual files may be) – Lack of DOIs – Unclear about authors/contributors and pertinent roles – Unspecified/uncommon data formats – Lack of readme files • Locating specific data sets on funding agencies websites/data depositories can be tricky
  • 22. Rewards (Benefits) “Another fun dog” photo by Joan Valencia CC-by-SA 2.0
  • 23. Benefits • Capture the location of data while it’s (relatively) fresh in the mind of researchers • Create permanent records of data • Increases discoverability of data • Opportunity to “rescue” data insecurely stored • Compliance is verified
  • 24. Benefits - Partnerships “Fight for your right to bite” photo by Eddy Van 3000 CC by-SA-2.0
  • 25. Benefits (Rewards) • Library increases is value on campus, strengthens partnership with Research Office • Library increases interactions with faculty and demonstrates value by securing data and helping faculty comply with DMP • Library gains opportunity to help faculty learn about better options for data deposit • Reporting functions allow for University to understand where data is housed • Cross campus synergistic relationships
  • 26. What could go wrong? “Driving dog” photo by Matt, CC-by-2.0
  • 27. It’s a pilot project for a reason… • Data deposited with GenBank or NCAR and no other clues provided • Data deposited “on PI website” • Data has not been properly de-identified • Data is embargoed • Researcher does not remember • Time to identify location of data is a huge concern - sustainability • Faculty reluctant to release data • Actually cataloging data – many formats
  • 28. Questions? “Rio the black mixed breed dog with newspaper” photo by Found Animals Foundation CC by-SA-2.0
  • 29. Throw Us a Bone! Milo gets a bone photo by Mountain/ Ash CC by 2.0 To view and comment on the proposed MARC record, please visit: http://goo.gl/ZUuSgD
  • 30. Contacts Andrea Payant Data Management Metadata Specialist andrea.payant@usu.edu @rusros25 Betty Rozum Data Services Coordinator and Undergraduate Research Librarian betty.rozum@usu.edu @brozum Liz Woolcott Head of Cataloging and Metadata Services liz.woolcott@usu.edu @lizwoolcott

Editor's Notes

  1. Betty
  2. Betty
  3. Betty
  4. Betty
  5. Researchers need something to lead people to their data – the DATA Management PLAN (DMP)
  6. Betty
  7. And, how it can be shared (mainly because this photo is so cute)
  8. She indicates where the data will be stored, elsewhere in her DMP she indicates the metadata that will be used…
  9. Some of our faculty are learning – they know they need to share, they have heard about or IR and know data can be housed in the IR.
  10. Some are pretty vague, and some don’t really meet the spirit of the OSTP memo or of making data publicly accessible
  11. Ready or not, it’s here. As of January, almost all Agencies have implemented their policies (USDA has been lagging NOAA is due in Q2 I think,…Not everyone is as happy as these pups.
  12. Lots of libraries are offering research data management services, helping with DMPs, depositing data – and that is FANTASTIC! What keeps our VPR up at night??? Compliance – being able to answer the question WHERE’S THE DATA?? – and we can help!
  13. The Library and Office of Research work closely. A big committee chaired by DSC meets every 2 months…this idea came out of a brainstorming session.
  14. Andrea - Template for MARC record
  15. Example MARC record
  16. Liz - MARC-DC mapping
  17. Betty - Hard work must have some reward!