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Research Data Curation and

Lifecycle Management

REPORT

Submitted to: Pennington Biomedical

Research CenterSubmission date: April 24, 2014

Submitted by: Just in Time Data Solutions


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Prepared by: Jennifer [email protected]

Katie Schmitt

[email protected]

Troy [email protected]

Katrina [email protected]
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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Table of Contents

Executive Summary ............................................................................................................. 4

The Curation Lifecycle

Getting Started .................................................................................................................... 6

Educate & Plan .................................................................................................................... 7

Receive & Pre-process ......................................................................................................... 8

Appraise & Select ............................................................................................................... 10

Secure ................................................................................................................................. 11Quality Assurance .............................................................................................................. 12

Store & Preserve ................................................................................................................ 13

Access, Use & Reuse .......................................................................................................... 15

Transform .......................................................................................................................... 16

Glossary .............................................................................................................................. 17

Workflow Diagrams .......................................................................................................... 19

Appendices

Appendix A: Data Management Plan ................................................................................ 20

Appendix B: Recommended Metadata Schemas and Tools ............................................. 21

Appendix C: Descriptive Metadata Template ................................................................... 25

Appendix D: Deposit Agreements ..................................................................................... 26

Appendix E: Repository Software Recommendations ..................................................... 27

Appendix F: Budget Tools ................................................................................................. 34


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Executive SummaryThis report has been prepared for Pennington Biomedical Research Center by Just in Time Data Solutions

(JTDS) to assist in the storage and preservation of research data for current and future analytical use and

assigns responsibility for the implementation and subsequent workflows to Pennington Biomedicals

Library and Information Center staff.It features nine sections, each relating to a phase of the lifecycle, as

well as a glossary defining all bolded terms, workflow diagrams, and six appendices.In this context,data

is defined as the digital output of researchers and can include manuscripts, images, research data sets,

supplemental computer code, and any supplemental lab reports/documentation.

The report presented is based in part on the Digital Curation Center (DCC) Lifecycle Model (Figure 1).

While JTDS has used the DCC Lifecycle Model as a backbone for the plan, recommendations presented

in the report are considered to be the best option for Pennington Biomedical, regardless of their

conformance to the DCC Model.

Figure 1. Digital Curation Center (DCC) Lifecycle Model.


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The proposed data curation plan and lifecycle have been designed specifically for Pennington Biomedical

research data and more accurately reflects the action steps to take place in each phase (Figure 2).

Figure 2. Pennington Biomedical Data Curation Lifecycle.


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The Curation Lifecycle: Getting Started

Conducting a Data Audit

Before a data curation plan can be implemented, the Library and Information Center staff should conduct

a data audit. This will allow the staff to better understand Pennington Biomedicals potential digital

holdings as well as benchmark Researchers inclinations to transfer responsibility of research data. To

conduct the audit, JTDS recommends Library and Information Center staff begin with the Data Asset

Frameworkdeveloped by HATII at the University of Glasgow in conjunction with the DCC. The Data

Asset Framework provides example interview questions and web surveys to assist institutions with themeans to identify, locate, describe and assess how they are [currently] managing their research data

assets. The data audit will also begin an open dialogue between Researchers and the Library and

Information Center staff and will ensure a successful implementation of the curation plan outlined in this

document.

The Implementation Guide:http://www.data-audit.eu/docs/DAF_Implementation_Guide.pdf

More on the Data Asset Framework:http://www.data-audit.eu/index.html

Audit Trail

JTDS strongly suggests an audit trail be created immediately upon the implementation of this data

curation plan. A large portion of the curation process takes place outside of the repository software;

therefore, each step should be tracked upon completion. This includes, but is not limited to:

Date/time a digital item is received by the Library and Information Center staff

Date/time the item is processed

Name of staff member who processed the item

Date/time a repository record is created

Name of staff member who created the record

The audit trail will ensure Library and Information Center staff are completing the workflow in a timely

and accurate manner. It will also provide detailed information in the case that a digital item is either lostor corrupted. JTDS recommends that specific audit trail information be captured both in an items

administrative metadata(see Appendix B) and in a secure spreadsheet.
http://www.data-audit.eu/docs/DAF_Implementation_Guide.pdfhttp://www.data-audit.eu/docs/DAF_Implementation_Guide.pdfhttp://www.data-audit.eu/docs/DAF_Implementation_Guide.pdfhttp://www.data-audit.eu/index.htmlhttp://www.data-audit.eu/index.htmlhttp://www.data-audit.eu/index.htmlhttp://www.data-audit.eu/index.htmlhttp://www.data-audit.eu/docs/DAF_Implementation_Guide.pdf


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Educate & PlanDCC Lifecycle Step: Conceptualise

At the beginning of the data lifecycle, it is important that Library and Information Center staff ensure data

is created or collected by Researchers in an efficient manner. Researchers should be made aware of

Pennington Biomedicals digital curation workflow (Figure 2) and the digital repository managed by the

Library and Information Center staff. The roles of staff and Researchers in the workflow should be clearly

defined. It is critical that Researchers know what is expected before they create or collect data and

throughout the digital curation process for the workflow to be a success. JTDS stresses the need for open

and consistent communication between Researchers and Library and Information Center staff, as the

curation process will be new and will evolve over time.

JTDS recommends that Pennington Biomedical publish a website to facilitate communication regarding

the data lifecycle. The site should give Researchers information on policies and procedures for the newrepository, answer frequently asked questions, and ensure consistent processes. Contact information and

hours for Library and Information Center staff should be easily accessible.

Examples of similar websites:

University of Michigan - ICPSR: http://www.icpsr.umich.edu/icpsrweb/deposit/index.jsp

Purdue University Research Repository (PURR): https://purr.purdue.edu/about

Data Management Plan

JTDS encourages Library and Information Center staff to provide a customized sample Data

Management Plan (DMP) to its Researchers. DMPs are required for many funding sources and are anintegral part of open science. A sample DMP with details specific to Pennington Biomedicals repository

will not only save Researchers time, but will also assist in the grant application process (see Appendix A).
http://www.icpsr.umich.edu/icpsrweb/deposit/index.jsphttp://www.icpsr.umich.edu/icpsrweb/deposit/index.jsphttps://purr.purdue.edu/abouthttps://purr.purdue.edu/abouthttps://purr.purdue.edu/abouthttp://www.icpsr.umich.edu/icpsrweb/deposit/index.jsp


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Receive & Pre-processDCC Lifecycle Step: Create or Receive

Immediately following the completion of a research or analysis project, all data and supplemental files

(including code) should be transferred to a secured shared drive that both the projects Researchers and

Library and Information Center staff may access. While this step may occur well before project results are

published, JTDS believes that this proactive transfer of responsibility will encourage Researchers to make

curation part of their workflow. If publication of the research/analysis occurs at a later time, the pre-

publication peer-reviewed manuscript, as well any other supplemental figures and images, should also betransferred to the Library and Information Center staff at the notification of publication. Library and

Information Center staff should request Researchers sign a Deposit Agreement (see Appendix D) at the

time Pennington Biomedical takes ownership of the digital files, if they have not done so already.

File Formats

Files should be delivered to Library and Information Center staff in a non-proprietary, uncompressed

format. Research data should be stored in comma separated files (.csv), manuscripts and all

accompanying documentation should be stored as plain text (.txt), and images should be stored as TIFF

files (.tiff). As the majority of Pennington Biomedical research items are stored in Microsoft Office

proprietary file formats (.doc, .docx, .xls, .xlsx), the Library and Information Center staff may decide toencourage the transfer of data in proprietary formats which will later be processed into the recommended

formats. If this decision is enacted by the Library and Information Center staff, it should be well-

documented, included in deposit agreements and audit trails, and originals should be kept for quality

assurance purposes later in the lifecycle.

File Names

All digital files that are deposited by Researchers should follow Pennington Biomedicals file naming

conventions. If the research item is not properly named, a member of the Library and Information Center

staff should rename the file before proceeding. For file naming conventions, JTDS recommends that the

researchers name or initials, at least a portion of the title, and a date associated with the itembe includedin the file name. JTDS also recommends that the length of the name not exceed 207 characters. The file

name should not include spaces or periods, except for one period before the file extension. The file

naming convention/rules should be clearly documented on Penningtons repository website maintained by

the Library and Information Center staff.


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Resources for best practices of file naming:

Stanford University Libraries:http://library.stanford.edu/research/data-management-

services/data-best-practices/best-practices-file-naming

University of Leicester:http://www2.le.ac.uk/services/research-data/organise-data/naming-files

University of Illinois at Urbana-Champaign:

http://www.library.illinois.edu/dcc/pdfs/best_practicespdfs/02_best_practices_for_file_naming_opt.pdf

Metadata

Metadata facilitates the management, use, and retrieval of a digital object or record, and it is a critical part

of the digital curation process. JTDS strongly recommends that metadata is created and validated quickly

after an object is first received to ensure accuracy, a complete audit trail, and the availability of the

depositing Researcher. Metadataschema recommendations, as well as links to specifications for these

schemas are included in Appendix B.

The majority of descriptive metadatawill be provided by the Researcher upon transfer of data to Libraryand Information Center staff. At a minimum, the Researcher should provide:

Title

Author

Publisher (if applicable)

Journal Name (if applicable)

Abstract/Description

Related Publications/Datasets

Grant Support

Researcher ID

Null value (for data sets)

Embargo Periods

This information can be provided in a plain text template transferred with the research item. An example

has been provided in Appendix C. Library and Information Center staff should review the submission

form to find missing or inconsistent fields. Researchers should then be contacted to clarify any potential

confusion before the research item moves on to the Appraise & Select phase.

File Fixity

For preservation and validation purposes, a checksum should be generated for any digital items at the

time they are transferred to the Library and Information Center staff. Checksums assist with fixitychecks

throughout the preservation process. Many online tools exist to generate these numbers, including Online

MD5|SHA1, available athttp://onlinemd5.com/.The checksum should be stored in the plain text metadata

template for later use (see Appendix C).
http://library.stanford.edu/research/data-management-services/data-best-practices/best-practices-file-naminghttp://library.stanford.edu/research/data-management-services/data-best-practices/best-practices-file-naminghttp://library.stanford.edu/research/data-management-services/data-best-practices/best-practices-file-naminghttp://library.stanford.edu/research/data-management-services/data-best-practices/best-practices-file-naminghttp://www2.le.ac.uk/services/research-data/organise-data/naming-fileshttp://www2.le.ac.uk/services/research-data/organise-data/naming-fileshttp://www2.le.ac.uk/services/research-data/organise-data/naming-fileshttp://www.library.illinois.edu/dcc/pdfs/best_practicespdfs/02_best_practices_for_file_naming_opt.pdfhttp://www.library.illinois.edu/dcc/pdfs/best_practicespdfs/02_best_practices_for_file_naming_opt.pdfhttp://www.library.illinois.edu/dcc/pdfs/best_practicespdfs/02_best_practices_for_file_naming_opt.pdfhttp://onlinemd5.com/http://onlinemd5.com/http://onlinemd5.com/http://onlinemd5.com/http://www.library.illinois.edu/dcc/pdfs/best_practicespdfs/02_best_practices_for_file_naming_opt.pdfhttp://www.library.illinois.edu/dcc/pdfs/best_practicespdfs/02_best_practices_for_file_naming_opt.pdfhttp://www2.le.ac.uk/services/research-data/organise-data/naming-fileshttp://library.stanford.edu/research/data-management-services/data-best-practices/best-practices-file-naminghttp://library.stanford.edu/research/data-management-services/data-best-practices/best-practices-file-naming


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Appraise & SelectDCC Lifecycle Step: Appraise & Select

The Library and Information Center staff should create an official written collection policyto define

which data files will be stored in the Pennington Biomedical repository. JTDS recommends that Library

and Information Center staff choose to store, at minimum, de-identifiable data and supplemental files

related to studies conducted by Pennington Biomedical. Pennington Biomedical may also choose to store

pre-published, post-peer review manuscripts and supplemental images. Distinctions that may be

determined within the collection policy may include:

Scope

Purpose

Documentation

Accuracy

Acceptable file formats

Federal Mandates

Because Pennington Biomedical is a federally funded organization, it may be affected by the Open Data

Policymandated by Executive Order on May 9, 2013 as well as the Open Access Policymandated by the

National Institutes of Health. With the help of Pennington Biomedical legal counsel, the collection policyshould ensure Pennington Biomedical remains in compliance in order to receive future federal monies.

Deposited materials which meet the terms of the collection policy should move on to the Secure phase.

The collection policy should also define steps that will be taken when deposited materials do not meet the

requirements for long term storage. JTDS recommends that Researchers are made clearly aware of steps

for rejected materials and those steps are followed exactly. Possibilities for rejection include personally-

identifiable or HIPAA protected data which should be either returned to the Researcher or securely

disposed of.

Examples of a collection policy include:

Purdue University Research Repository (PURR):https://purr.purdue.edu/legal/collection-policy

Western Australia Department of Health:

http://www.health.wa.gov.au/CircularsNew/attachments/664.pdf
https://purr.purdue.edu/legal/collection-policyhttps://purr.purdue.edu/legal/collection-policyhttps://purr.purdue.edu/legal/collection-policyhttp://www.health.wa.gov.au/CircularsNew/attachments/664.pdfhttp://www.health.wa.gov.au/CircularsNew/attachments/664.pdfhttp://www.health.wa.gov.au/CircularsNew/attachments/664.pdfhttps://purr.purdue.edu/legal/collection-policy


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SecureDCC Lifecycle Step: Ingest

During the Secure phase of the lifecycle, each data file should be moved to a secured file folder or

network drive which only the Library and Information Center staff may access. This process ensures that

any future manipulation of the object may only be done by Library and Information Center staff. This

folder or drive should be backed up frequently - preferably once every 24 hours, or more often.

At this point, JTDS recommends Library and Information Center staff pause to confirm that each data fileis ready to move on in the lifecycle. Each file should be accompanied by a plain text metadata or

description file as outlined in the Receive and Pre-process step. The Library and Information Center staff

should also have a signed deposit agreement from the Researcher (more information about deposit

agreements and why they are an essential part of the curation lifecycle can be found in Appendix D). If a

staff member confirms that the previous steps have been completed, the data files are now ready for

Quality Assurance.


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Quality AssuranceDCC Lifecycle Step: Preservation Actions

To begin the preservation process, all data files should be reviewed to make sure that they are saved in

uncompressed and non-proprietary formats and conform to Pennington Biomedicals file naming

conventions. If the file was migrated from a proprietary format into a recommended format, the Library

and Information Center staff should validate the results against the original files by opening both files and

comparing the new copy to the original. Additionally, as outlined previously, JTDS recommends audit

trails are consistently recorded to make certain any changes and quality assurance are fully documented.

Library and Information Center staff will createadministrative and preservation metadatafor each item.

JTDS recommends METS for administrative metadata and PREMIS for preservation metadata (links to

specifications for these schemas are included in Appendix B). All metadata created should be stored in

XML. The researchers descriptive metadata submission should be entered into the descriptive schema

chosen and then wrapped inside the METS record, which will also include the METS administrative

metadata fields. The PREMIS record should be kept as a separate file. Both file names should match the

file name of the data file with either _METS.xml or _PREMIS.xml added to the end.

Finally, a fixity/checksum check should be performed to ensure that the transfer did not affect the file. If

changes were made to the file, a new checksum should be generated and stored in the PREMIS file.


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Store & PreserveDCC Lifecycle Step: Store

Ultimately, Pennington Biomedicals research items should be stored in an institutional repositorywith

preservation capabilities for long-term management of these items. However, it may be necessary in the

interim to simply create a drive on the Pennington Biomedical network to act as a temporary repository.

If an interim storage space is created, JTDS strongly recommends Library and Information Center staff

backup all files frequently - preferably every 24 hours or more often.

Repository Software

A full explanation of recommendations for repository software is included in Appendix E. Many options

and resources exist, and only JTDSs recommended options have been presented in this report.

The storage location and repository software that Pennington Biomedical choose to implement will

dictate a specific workflow for creating a repository record to store each data file with its metadata. For

all options, Library and Information Center staff should ensure the workflow is repeatable and consistent.

Library and Information Center staff should consider the following:

Pennington Biomedical Hosted Repository- Once items are prepared, a member of the Libraryand Information Center staff will create a record in the repository software, enter the required

metadata into the web form or upload the XML files, and attach the object to the record. These

steps should be documented as part of the data lifecycle website that the Library and Information

Center maintains. This part of the website should include which staff have the administrative

rights to create repository records (i.e. only full-time staff and management, only full-time staff,

management, and graduate school trainees, etc.), the timeline for record creation (i.e. how long

after an item is prepared/processed will a repository item be created), and if/how the researcher

responsible for creation of the item will be notified that a repository record has been created, as

well as screenshots with an explanation of the process for knowledge transfer purposes.

Louisiana State University (LSU) RepositoryThe questions included in Appendix E shouldbe answered by LSU staff and documented in a standard operating procedure that outlines the

entire process which should be maintained by both LSU and Pennington Biomedical staff.

Third Party Hosted RepositoryOnce items are prepared, a member of the Library and

Information Center staff will create a record in the repository software, enter the required

metadata into the web form or upload XML files, and attach the object to the record. These steps

should be documented in the online procedures manual that the Library and Information Center


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maintains. This part of the manual should include which staff have the administrative rights to

create repository records (i.e. only full-time staff and management, only full-time staff,

management, and graduate school trainees, etc.), the timeline for record creation (i.e. how long

after an item is prepared/processed will a repository item be created), and if/how the researcher

responsible for creation of the item will be notified that a repository record has been created, as

well as screenshots with an explanation of the process for knowledge transfer purposes.

Additionally, depending on repository infrastructure implementation, XML metadata files may not be

able to be uploaded directly into the repository software. If this is the case, JTDS recommends storing the

XML metadata files separately on the Pennington Biomedical network in a file folder or drive that is

backed up frequently - preferably every 24 hours or more often.

Many of the repository infrastructures/software packages recommended in Appendix E require additional

modules or add-on architecture to properly preserve objects in the repository. Links and overviews to

certain modules/add-ons are also included in Appendix E. This list is not comprehensive but presents a

few of the best options for Pennington Biomedical.

Review Schedules

In addition to the add-on architecture, a review schedule of file formats, file fixity, and deposit

agreements should be implemented. Some of the add-on architecture for the repository software includes

configurable automatic alerts for format obsolescence. JTDS recommends that this process occur, at

minimum, yearly.

File fixity checks, using the stored checksums, will also need to be performed. JTDS recommends that

fixity checks are performed every time a research item is transferred or moved. Additionally, one percent

of research items should receive random sample checks every month, at minimum, to verify that items

remain stable.

Backups/Redundancy

Backups of each repository implementation should also be considered. If a Pennington Biomedical-based

repository option is chosen, this will require Pennington Biomedical to select either a cloud-based or

another geographic location for backups of the entire repository and its contents. If the LSU repository or

a third-party hosted solution is chosen, this is an issue that should be addressed. The following questions

provide high-level considerations:

Where are the backups? (I.e. in a different geographical location and/or cloud-based?)

How often do the backups occur?

How many copies are made?

What is the maximum down-time in case of an outage?

How do these features affect the final cost of the repository solution?


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Access, Use & ReuseDCC Lifecycle Step: Access, Use & Reuse

As most of Pennington Biomedicals research items are subject to comply with the directives of the

United States Office of Science and Technology Policy (OSTP) and National Institutes of Health (NIH),

these items must be discoverable and reusable with free access to metadata. Open access should drive

continual public-private collaboration, as well as adding to public knowledge without compromising

confidentiality and respecting proprietary interests. In order for these items to be reusable, they must be

stored in a machine-readable format (.txt, .csv, .tiff) and have appropriate metadata, as outlined in theReceive & Pre-process phase. Care must be taken to ensure all open data has been de-identified, as well

as respecting embargo periods.

All repository software recommended include a web access component, allowing all items with the proper

permissions to be available through the web (see Appendix E). Users will access the items via these

simple web forms, allowing Pennington Biomedical to monitor usage statistics and check for proper

citations. Only copies of items will be distributed to users.

All versioned or manipulated data files should trigger the beginning of the curation lifecycle for the new

file.


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TransformDCC Lifecycle Step: Transform

As outlined in the Store and Preserve phase, a review schedule should be implemented for format

obsolescence. If items require format migration, a new copy of the item in the updated format should be

created. This copy should be treated as a new item and trigger the beginning of the curation lifecycle.


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GlossaryChecksum: An algorithmically-computed numeric value for a file or a set of files used to validate the

state and content of the file for the purpose of detecting accidental errors that may have been introduced

during its transmission or storage. The integrity of the data can be checked at any later time by re-computing the checksum and comparing it with the stored one. If the checksums match, the data has not

been altered.

Collection Policy: A formal collection policy defines specific criteria to determine the value of data

deposits. The policy ensures appraisal decisions are made in an open, consistent, and lawful manner. For

more information, visithttp://www.dcc.ac.uk/resources/how-guides/appraise-select-data#5

Controlled Lots of Copies Keep Stuff Safe (CLOCKSS): A global long-term archive committed to

open access. Scholarly publishers have agreed to make content available for free under a creative

commons license in the event that they can no longer supply it. The archive is distributed across 12

geopolitically and geographically diverse long-lived steward libraries that have agreed to take on anarchival role on behalf of the wider international community. For more information, visit

http://www.clockss.org/clockss/Home .

Crosswalk: A table or schema that maps one metadata standard to another, showing equivalent fields.

Data: The digital output of researchers, which may include manuscripts, images, research data sets,

supplemental computer code, and any supplemental lab reports/documentation. According to the DCC

Lifecycle Model, data is any information in binary digital form and can include simple digital objects

(discrete digital items such as text files, image files or sound files, along with their related identifiers and

metadata) or complex digital objects (discrete digital objects made by combining a number of other

digital objects, such as websites), as well as databases, which are structured collections of records ordata stored in a computer system.

Data Asset Framework: A system of interview questions and web surveys used by institutions to audit

and assess data holdings and data management procedures. For more information, visithttp://www.data-

audit.eu/index.html

Data Management Plan (DMP): A plan that is generated before a scientific study begins and is often

included with grant applications. The plan states what data are to be created and managed and describes

the specific plans for preservation and access. For more information, visit

http://www.dcc.ac.uk/resources/data-management-plans.

Deposit Agreement: A receipt of transfer signed at the time custody of digital files is transferred from

researchers to the digital repository staff (see Appendix D for recommendations).

Fixity: The property of a digital object being fixed or unchanged. Fixity information, such as checksums,

provides evidence for the integrity and authenticity of the digital objects and are essential to enabling

trust.

Institutional Repository (IR): A set of services that a university offers to the members of its
http://www.dcc.ac.uk/resources/how-guides/appraise-select-data#5http://www.dcc.ac.uk/resources/how-guides/appraise-select-data#5http://www.dcc.ac.uk/resources/how-guides/appraise-select-data#5http://www.dcc.ac.uk/resources/how-guides/appraise-select-data#5http://www.clockss.org/clockss/Homehttp://www.clockss.org/clockss/Homehttp://www.clockss.org/clockss/Homehttp://www.clockss.org/clockss/Homehttp://www.data-audit.eu/index.htmlhttp://www.data-audit.eu/index.htmlhttp://www.data-audit.eu/index.htmlhttp://www.data-audit.eu/index.htmlhttp://www.dcc.ac.uk/resources/data-management-plans.http://www.dcc.ac.uk/resources/data-management-plans.http://www.dcc.ac.uk/resources/data-management-planshttp://www.dcc.ac.uk/resources/data-management-planshttp://www.dcc.ac.uk/resources/data-management-planshttp://www.dcc.ac.uk/resources/data-management-planshttp://www.dcc.ac.uk/resources/data-management-plans.http://www.data-audit.eu/index.htmlhttp://www.data-audit.eu/index.htmlhttp://www.clockss.org/clockss/Homehttp://www.clockss.org/clockss/Homehttp://www.dcc.ac.uk/resources/how-guides/appraise-select-data#5http://www.dcc.ac.uk/resources/how-guides/appraise-select-data#5


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community for the management and dissemination of digital materials created by the institution and its

community members. It is most essentially an organizational commitment to the stewardship of these

digital materials, including long-term preservation where appropriate, as well as organization and access

or distribution. For more information, visithttp://www.arl.org/storage/documents/publications/arl-br-

226.pdf.

Metadata: Structured, descriptive data or information about digital and physical objects or records. For

more information, visit http://www.niso.org/publications/press/UnderstandingMetadata.pdf .

Administrative Metadata: Metadata that describes how the information in a digital record is

organized. This can include management metadata such as when and how the record was created,

file types, digital object identifiers (DOIs) and other technical info, and intellectual property

metadata including how proprietary data is protected and who can have access to it.

Descriptive Metadata:Metadata that captures important characteristics about an object for

discovery and identification. It can include elements such as title, abstract, author, and keywords.

Preservation Metadata: Metadata that supports and documents the process of digital

preservation. Usually reserved for metadata that specifically supports the functions of maintaining

the fixity, viability, renderability, understandability, and/or authenticity of digital materials in a

preservation context. For more information, visit

http://www.dcc.ac.uk/sites/default/files/documents/resource/curation-

manual/chapters/preservation-metadata/preservation-metadata.pdf.

Open Access Policy:The National Institutes of Health enacted a Public Access Policy in 2008. This

policy ensures that the public has access to the published results of NIH-funded research. [It] requires

that these final peer-reviewed manuscripts be accessible to the public on PubMed Central to help advance

science and improve human health. For more information, visithttp://publicaccess.nih.gov/FAQ.htm#821 .

Open Data Policy: The Executive Office of the President defines open data as publicly available data

structured in a way that enables the data to be fully discoverable and usable by end users. To read the

Policy, visit http://www.whitehouse.gov/sites/default/files/omb/memoranda/2013/m-13-13.pdf.

Repository Software: The technical infrastructure, or software package, for an institutional repository.

Most repository software includes architecture for a web access portal, a database, as well as

administrative portals for data management.
http://www.arl.org/storage/documents/publications/arl-br-226.pdfhttp://www.arl.org/storage/documents/publications/arl-br-226.pdfhttp://www.arl.org/storage/documents/publications/arl-br-226.pdfhttp://www.arl.org/storage/documents/publications/arl-br-226.pdfhttp://www.niso.org/publications/press/UnderstandingMetadata.pdfhttp://www.niso.org/publications/press/UnderstandingMetadata.pdfhttp://www.niso.org/publications/press/UnderstandingMetadata.pdfhttp://www.dcc.ac.uk/sites/default/files/documents/resource/curation-manual/chapters/preservation-metadata/preservation-metadata.pdfhttp://www.dcc.ac.uk/sites/default/files/documents/resource/curation-manual/chapters/preservation-metadata/preservation-metadata.pdfhttp://www.dcc.ac.uk/sites/default/files/documents/resource/curation-manual/chapters/preservation-metadata/preservation-metadata.pdfhttp://www.dcc.ac.uk/sites/default/files/documents/resource/curation-manual/chapters/preservation-metadata/preservation-metadata.pdfhttp://publicaccess.nih.gov/FAQ.htm#821http://publicaccess.nih.gov/FAQ.htm#821http://publicaccess.nih.gov/FAQ.htm#821http://publicaccess.nih.gov/FAQ.htm#821http://www.whitehouse.gov/sites/default/files/omb/memoranda/2013/m-13-13.pdfhttp://www.whitehouse.gov/sites/default/files/omb/memoranda/2013/m-13-13.pdfhttp://www.whitehouse.gov/sites/default/files/omb/memoranda/2013/m-13-13.pdfhttp://www.whitehouse.gov/sites/default/files/omb/memoranda/2013/m-13-13.pdfhttp://publicaccess.nih.gov/FAQ.htm#821http://publicaccess.nih.gov/FAQ.htm#821http://www.dcc.ac.uk/sites/default/files/documents/resource/curation-manual/chapters/preservation-metadata/preservation-metadata.pdfhttp://www.dcc.ac.uk/sites/default/files/documents/resource/curation-manual/chapters/preservation-metadata/preservation-metadata.pdfhttp://www.dcc.ac.uk/sites/default/files/documents/resource/curation-manual/chapters/preservation-metadata/preservation-metadata.pdfhttp://www.niso.org/publications/press/UnderstandingMetadata.pdfhttp://www.niso.org/publications/press/UnderstandingMetadata.pdfhttp://www.arl.org/storage/documents/publications/arl-br-226.pdfhttp://www.arl.org/storage/documents/publications/arl-br-226.pdf


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Workflow Diagrams

Receive File

Migrate File Format

Rename File

Review Metadata

Generate Checksum

Review File

Create Administrative andPreservation Metadata

Move Descriptive Metadata to XML

Perform Checksum Check

Create Repository Record

Workflow for Receive &Pre-process Phase

Workflow for QualityAssurance and Store &Preserve Phases


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Appendix A: Data Management PlanA Researcher who is applying for funding will almost always need to write a data management plan with

specific details on their repository. JTDS recommends the Library and Information Center staff provide a

sample DMP to encourage Researchers to deposit data through Pennington Biomedical and to ease theburden of the grant application process.

Although each funding agency will have its own unique set of requirements, a majority of DMPs will

include the following points:

What types of data will be created or collected?

Which data will be retained?

How will the data be managed and preserved (short and long term)?

How will the primary data be shared?

What factors may affect the ability to manage data?

i.e. legal or ethical restrictions on non-aggregated data What other information should be preserved?

i.e. code, supplemental files, metadata

What formats will data be stored in?

How will data be disseminated?

Any additional data management requirements

JTDS recommends Library and Information Center staff use the DMP Tool, created by the California

Digital Library, DMPonline, developed by the Digital Curation Centre, or templates provided by

Columbia University Libraries, to create the sample DMP.

DMP Tool:https://dmp.cdlib.org/

DMP Online:https://dmponline.dcc.ac.uk/

Templates from Columbia University Libraries:http://scholcomm.columbia.edu/data-

management/data-management-plan-templates/

The following are examples of sample plans provided by a repository:

http://www.northumbria.ac.uk/static/5007/ceispdf/dmpfull.pdf

http://rci.ucsd.edu/_files/DMP%20Example%20Nitz.pdf

http://www.irss.unc.edu/odum/contentSubpage.jsp?nodeid=570
https://dmp.cdlib.org/https://dmp.cdlib.org/https://dmp.cdlib.org/https://dmponline.dcc.ac.uk/https://dmponline.dcc.ac.uk/https://dmponline.dcc.ac.uk/http://scholcomm.columbia.edu/data-management/data-management-plan-templates/http://scholcomm.columbia.edu/data-management/data-management-plan-templates/http://scholcomm.columbia.edu/data-management/data-management-plan-templates/http://scholcomm.columbia.edu/data-management/data-management-plan-templates/http://www.northumbria.ac.uk/static/5007/ceispdf/dmpfull.pdfhttp://www.northumbria.ac.uk/static/5007/ceispdf/dmpfull.pdfhttp://rci.ucsd.edu/_files/DMP%20Example%20Nitz.pdfhttp://rci.ucsd.edu/_files/DMP%20Example%20Nitz.pdfhttp://www.irss.unc.edu/odum/contentSubpage.jsp?nodeid=570http://www.irss.unc.edu/odum/contentSubpage.jsp?nodeid=570http://www.irss.unc.edu/odum/contentSubpage.jsp?nodeid=570http://rci.ucsd.edu/_files/DMP%20Example%20Nitz.pdfhttp://www.northumbria.ac.uk/static/5007/ceispdf/dmpfull.pdfhttp://scholcomm.columbia.edu/data-management/data-management-plan-templates/http://scholcomm.columbia.edu/data-management/data-management-plan-templates/https://dmponline.dcc.ac.uk/https://dmp.cdlib.org/


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Appendix B: Recommended Metadata Schemas and

ToolsDescriptive Metadata SchemasDublin Core- The Dublin Core Metadata Initiative is a metadata schema that features a small set of

descriptive terms for web resources. For more information, visithttp://dublincore.org/documents/dcmi-

terms/.

MODS- The Metadata Object Description Schema (MODS) is a schema for a bibliographic element set

that may be used for a variety of purposes, and particularly for library applications. For more

information, visithttp://www.loc.gov/standards/mods/mods-outline-3-5.html .

Metadata Crosswalk from Dublin Core to MODS:

http://www.loc.gov/standards/mods/dcsimple-mods.html

NISO JATS- The Journal Article Tag Suite (JATS) is a National Information Standards Organization

(NISO) standard that defines a set of XML elements and attributes for tagging journal articl es... JATS is

a continuation of the National Library of Medicine Archiving and Interchange DTD work begun in 2002

by the National Center for Biotechnology Information. For more information, visit

http://jats.nlm.nih.gov/archiving/tag-library/1.1d1/andhttp://jats.niso.org/.

DataCite- The DataCite Metadata Schema is a list of core metadata properties chosen for the accurate

and consistent identification of a resource for citation and retrieval purposes, along with recommended

use instructions. For more information, visithttp://schema.datacite.org/meta/kernel-3/doc/DataCite-

MetadataKernel_v3.0.pdf.

Descriptive Metadata Recommendations

Table 1 and Table 2 feature the best schema choices for descriptive metadata for

manuscripts/publications, images, and datasets, as well as crosswalksbetween the schemas. Each items

metadata should include, at minimum, the fields listed in the tables. For publications and images, JTDS

recommends that a more robust schema like NISO JATS be used in order to capture fields that will

support the special uses and reuses of Pennington Biomedical research items. For datasets, JTDS

recommends either NISO JATS or DataCite. While NISO JATS is usually reserved for

manuscripts/publications, using the schema to describe datasets and/or images1will assist with

consistency of workflows.

1Contextual metadata for images, such as the related publications/dataset field, should always be included. This

type of information describes why a digital object was created and how it relates to or is distinguished from other

digital objects, which is especially important for graphs and other images that can be misunderstood out of context.
http://dublincore.org/documents/dcmi-terms/http://dublincore.org/documents/dcmi-terms/http://dublincore.org/documents/dcmi-terms/http://dublincore.org/documents/dcmi-terms/http://www.loc.gov/standards/mods/mods-outline-3-5.htmlhttp://www.loc.gov/standards/mods/mods-outline-3-5.htmlhttp://www.loc.gov/standards/mods/mods-outline-3-5.htmlhttp://www.loc.gov/standards/mods/dcsimple-mods.htmlhttp://www.loc.gov/standards/mods/dcsimple-mods.htmlhttp://jats.nlm.nih.gov/archiving/tag-library/1.1d1/http://jats.nlm.nih.gov/archiving/tag-library/1.1d1/http://jats.niso.org/http://jats.niso.org/http://jats.niso.org/http://schema.datacite.org/meta/kernel-3/doc/DataCite-MetadataKernel_v3.0.pdfhttp://schema.datacite.org/meta/kernel-3/doc/DataCite-MetadataKernel_v3.0.pdfhttp://schema.datacite.org/meta/kernel-3/doc/DataCite-MetadataKernel_v3.0.pdfhttp://schema.datacite.org/meta/kernel-3/doc/DataCite-MetadataKernel_v3.0.pdfhttp://schema.datacite.org/meta/kernel-3/doc/DataCite-MetadataKernel_v3.0.pdfhttp://schema.datacite.org/meta/kernel-3/doc/DataCite-MetadataKernel_v3.0.pdfhttp://jats.niso.org/http://jats.nlm.nih.gov/archiving/tag-library/1.1d1/http://www.loc.gov/standards/mods/dcsimple-mods.htmlhttp://www.loc.gov/standards/mods/mods-outline-3-5.htmlhttp://dublincore.org/documents/dcmi-terms/http://dublincore.org/documents/dcmi-terms/


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Table 1. Publication and Image Descriptive Metadata Crosswalks

Suggested Fields Dublin Core Fields MODS NISO JATS

Title Title Title Title

Author Creator Name Contributor / ContributorGroup

Publisher Publisher Publisher Publisher

Journal Name Journal Title

Volume Volume

Issue Issue

Date Date Date IssuedDate CreatedDate CapturedDate Other

Date

Page Range Page Range

DOI/Unique Identifier Identifier Identifier Object ID

Abstract Description Abstract Abstract

PubMed ID Article ID

PubMed Central ID Article ID

MeSH Terms Subject Subject Kwd

Related Publication or

DatasetRelation Related Item Related Article / Related

Object

Grant Support Note can be used withNote Type: funding

Funding Source

Researcher ID Contributor Identifier

File Type Type Type of Resource Custom Meta

File Format Format Physical Description Custom Meta

Copyright Rights Access Condition Copyright Holder /Copyright Statement

Embargo Period Note can be used withNote Type: restriction

Custom Meta


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Open Access Statement Open Access

Table 2. Dataset Descriptive Metadata Crosswalks

Suggested

Fields

Dublin Core MODS NISO JATS Data Cite

Title Title Title Title Title

Author Creator Name Contributor /Contributor Group

Creator

Publisher, if applicable Publisher Publisher Publisher Publisher

Date Date Date Issued

Date Created

Date Captured

Date Other

Date Publication Year

(required)

Date

Abstract/

Description

Description Abstract Abstract Description

DOI/ Unique Identifier Identifier Identifier Object ID Identifier

MeSH Terms Subject Subject Kwd Subject

Related Publication or

Dataset

Relation Related Item Related Article /

Related Object

Related Identifier

Grant Support Note can be used withNote Type: funding

Funding Source Description can beused

Researcher ID Contributor Identifier Name Identifier

File Type Type Type of Resource Custom Meta Description can beused

File Format Format Physical Description Custom Meta Format

Copyright Rights Access Condition Copyright Holder /Copyright Statement

Rights

Embargo Period Note can be used with

Note Type: restrictionCustom Meta

Open Access

StatementOpen Access

NULL value Custom Meta Description can beused

Version of Dataset Note can be used withNote Type: versionidentification

Custom Meta Version

Size of dataset Custom Meta Size


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Administrative Metadata Schema

METS- The Making of America II project (MOA2) attempted to address these issues in part by

providing an encoding format for descriptive, administrative, and structural metadata for textual and

image-based works. METS... attempts to build upon the work of MOA2 and provides an XML document

format for encoding metadata necessary for both management of digital library objects within a repository

and exchange of such objects between repositories (or between repositories and their users). For more

information, visithttp://www.loc.gov/standards/mets/METSOverview.v2.html .

Preservation Metadata Schema

PREMIS- The PREMIS Data Dictionary for Preservation Metadata is the international standard for

metadata to support the preservation of digital objects and ensure their long-term usability ThePREMIS Editorial Committee coordinates revisions and implementation of the standard, which consists

of the Data Dictionary, an XML schema, and supporting documentation. For more information, visit

http://www.loc.gov/standards/premis/v2/premis-2-2.pdf.

Additional Metadata Resources

Minimum Information for Biological and Biomedical Investigations (MIBBI) is a portal to a large

number of minimum information guidelines for various biological disciplines:

http://www.dcc.ac.uk/resources/metadata-standards/mibbi-minimum-information-biological-and-

biomedical-investigations

Descriptive Ontology for Biomedical Investigations (OBI): http://obi-

ontology.org/page/Main_Page The DCC Digital Curation Reference Manual Installment on Scientific Metadata, which provides

an overview in order to help determine a scientific institutions metadata needs:

http://www.dcc.ac.uk/sites/default/files/documents/Scientific%20Metadata_2011_Final.pdf
http://www.loc.gov/standards/mets/METSOverview.v2.htmlhttp://www.loc.gov/standards/mets/METSOverview.v2.htmlhttp://www.loc.gov/standards/mets/METSOverview.v2.htmlhttp://www.loc.gov/standards/premis/v2/premis-2-2.pdfhttp://www.loc.gov/standards/premis/v2/premis-2-2.pdfhttp://www.dcc.ac.uk/resources/metadata-standards/mibbi-minimum-information-biological-and-biomedical-investigationshttp://www.dcc.ac.uk/resources/metadata-standards/mibbi-minimum-information-biological-and-biomedical-investigationshttp://www.dcc.ac.uk/resources/metadata-standards/mibbi-minimum-information-biological-and-biomedical-investigationshttp://obi-ontology.org/page/Main_Pagehttp://obi-ontology.org/page/Main_Pagehttp://obi-ontology.org/page/Main_Pagehttp://www.dcc.ac.uk/sites/default/files/documents/Scientific%20Metadata_2011_Final.pdfhttp://www.dcc.ac.uk/sites/default/files/documents/Scientific%20Metadata_2011_Final.pdfhttp://www.dcc.ac.uk/sites/default/files/documents/Scientific%20Metadata_2011_Final.pdfhttp://obi-ontology.org/page/Main_Pagehttp://obi-ontology.org/page/Main_Pagehttp://www.dcc.ac.uk/resources/metadata-standards/mibbi-minimum-information-biological-and-biomedical-investigationshttp://www.dcc.ac.uk/resources/metadata-standards/mibbi-minimum-information-biological-and-biomedical-investigationshttp://www.loc.gov/standards/premis/v2/premis-2-2.pdfhttp://www.loc.gov/standards/mets/METSOverview.v2.html


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Appendix C: Descriptive Metadata TemplateName and Department: ________________

Researcher ID: _______________________

Todays Date: ________________________

(Please highlight) Are you transferring a manuscript a dataset supplemental images other?

If you highlighted other, please describe:

If you highlighted dataset, what value is used for Nulls in the data?

What is the title of the item?

Please list the author(s):

If the item has been accepted for publication, please list the Publisher and Journal Name:

Please provide the abstract or a description: (Be as complete as possible.)

Is the item related to a publication or a dataset (i.e. is this a supplemental image for a publication or doesthis manuscript have accompanying data)? If yes, please list the title, author, and date for the related

publication or dataset:

Was this item created with funding from the National Institutes of Health? If yes, please list all NIH grantnumbers: (This will help ensure that your research items remain in compliance with open accessrequirements.)

Does this item have any embargo periods that the Library and Information Center staff should be aware

of? If yes, please describe the type and length:

___________________________________________________________________________**For Administrative Use Only**| Checksum value:


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Appendix D: Deposit AgreementsOnce the data audit process is completed and the technical infrastructure for this plan has been

implemented, the Library and Information Center staff will need all Pennington Biomedical Researchers

to sign a deposit agreement for the transfer of responsibility of their data files to the Library andInformation Center staff as well as for their storage in the new institutional repository, regardless of the

choice in repository software. This agreement should include a high-level outline of workflows for

metadata creation, preservation processing, and how copyright will be handled - especially for items that

are open access. This may require additional investigations into the Researchers publisher agreements

and how publisher restrictions can/will be handled. It should also include a statement granting the Library

and Information Center staff proxy to upload the processed data files into the repository.

The length of time for which the deposit agreement is valid should be based on the Researchers position.

Since Pennington Biomedicals tenure appointments are five years in length, tenured faculty should sign

agreements based on the length remaining in her/his tenure. For example, if a tenured researcher has three

years remaining in her/his tenure, the researcher should sign a three year agreement. If a tenuredresearcher has just started a new tenure appointment, the tenured faculty should sign a five year

agreement. Post-Docs or Adjunct researchers should sign shorter agreements, only lasting one or two

years.

JTDS recommends that Pennington Biomedical consult with their legal counsel for the exact wording, but

the following examples may help to assist:

http://www.lib.cam.ac.uk/repository/deposit_agreement.html

http://www.unimelb.edu.au/copyright/umeragreement13August07.pdf
http://www.lib.cam.ac.uk/repository/deposit_agreement.htmlhttp://www.lib.cam.ac.uk/repository/deposit_agreement.htmlhttp://www.unimelb.edu.au/copyright/umeragreement13August07.pdfhttp://www.unimelb.edu.au/copyright/umeragreement13August07.pdfhttp://www.unimelb.edu.au/copyright/umeragreement13August07.pdfhttp://www.lib.cam.ac.uk/repository/deposit_agreement.html


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Appendix E: Repository Software RecommendationsA full explanation of recommendations for repository software follows. Many options and resources exist,

and only the best options have been presented.

Before getting started, becoming familiar with a high-level repository guide will help to gauge which

features are important to Pennington Biomedical, as well as answering additional questions:

JISC Digital Repositories InfoKit:http://tools.jiscinfonet.ac.uk/downloads/repositories/digital-

repositories.pdf

LEarning About Digital Institutional Repositories (LEADIRs) Workbook:

http://dspace.mit.edu/bitstream/handle/1721.1/26698/Barton_2004_Creating.pdf?sequence=1

The repository software recommendations are broken into three categories:

Pennington Biomedical Hosted Repository- All hardware and all technical infrastructure will

be housed by Pennington Biomedical. Additionally, all IT support will be Pennington

Biomedicals responsibility (Table 1).

Louisiana State University Hosted Repository- All hardware and all technical infrastructure

will be housed by Louisiana State University. Additionally, IT support may be a combination of

Louisiana State Universitys and Pennington Biomedicals responsibility depending on the

agreement signed between the two institutions (Table 2).

Third-Party Hosted Repository- All hardware and all technical infrastructure will be housed by

a third-party. These types of repositories can either be a stand-alone Pennington Biomedical

repository, or a shared repository in which researchers from many institutions deposit (Table 3).

High-level pros and cons have been presented for each repository software option presented.

More information on comparing and contrasting repository software features can be found in the

following guides:

DCCs Preservation and Curation in Institutional Repositories:

http://www.dcc.ac.uk/sites/default/files/documents/reports/irpc-report-v1.3.pdf

Institutional repository software comparison: DSpace, EPrints, Digital Commons, Islandora and

Hydra:

https://circle.ubc.ca/bitstream/handle/2429/44812/Castagne_M_LIBR596_IR_comparison_2013.pdf?sequence=1

United Nations Educational, Scientific, and Cultural Organization (UNESCO) Institutional

Repository Software Comparison:http://unesdoc.unesco.org/images/0022/002271/227115E.pdf
http://tools.jiscinfonet.ac.uk/downloads/repositories/digital-repositories.pdfhttp://tools.jiscinfonet.ac.uk/downloads/repositories/digital-repositories.pdfhttp://tools.jiscinfonet.ac.uk/downloads/repositories/digital-repositories.pdfhttp://tools.jiscinfonet.ac.uk/downloads/repositories/digital-repositories.pdfhttp://dspace.mit.edu/bitstream/handle/1721.1/26698/Barton_2004_Creating.pdf?sequence=1http://dspace.mit.edu/bitstream/handle/1721.1/26698/Barton_2004_Creating.pdf?sequence=1http://www.dcc.ac.uk/sites/default/files/documents/reports/irpc-report-v1.3.pdfhttp://www.dcc.ac.uk/sites/default/files/documents/reports/irpc-report-v1.3.pdfhttps://circle.ubc.ca/bitstream/handle/2429/44812/Castagne_M_LIBR596_IR_comparison_2013.pdf?sequence=1https://circle.ubc.ca/bitstream/handle/2429/44812/Castagne_M_LIBR596_IR_comparison_2013.pdf?sequence=1https://circle.ubc.ca/bitstream/handle/2429/44812/Castagne_M_LIBR596_IR_comparison_2013.pdf?sequence=1http://unesdoc.unesco.org/images/0022/002271/227115E.pdfhttp://unesdoc.unesco.org/images/0022/002271/227115E.pdfhttp://unesdoc.unesco.org/images/0022/002271/227115E.pdfhttp://unesdoc.unesco.org/images/0022/002271/227115E.pdfhttps://circle.ubc.ca/bitstream/handle/2429/44812/Castagne_M_LIBR596_IR_comparison_2013.pdf?sequence=1https://circle.ubc.ca/bitstream/handle/2429/44812/Castagne_M_LIBR596_IR_comparison_2013.pdf?sequence=1http://www.dcc.ac.uk/sites/default/files/documents/reports/irpc-report-v1.3.pdfhttp://dspace.mit.edu/bitstream/handle/1721.1/26698/Barton_2004_Creating.pdf?sequence=1http://tools.jiscinfonet.ac.uk/downloads/repositories/digital-repositories.pdfhttp://tools.jiscinfonet.ac.uk/downloads/repositories/digital-repositories.pdf


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Table 1. Pennington Biomedical Hosted Repository.

Islandora DSpace

Documentation:https://wiki.duraspace.org/display/ISLANDOR

A6131/Islandora

Documentation:https://wiki.duraspace.org/display/DSDOC/All+Doc

umentation

Islandora Modules/Add-on Architecture:

http://islandora.ca/resources/modules

Pros

Robust both in customization and

documentation

Easy, out-of-the-box implementation

Open Source & Free Download Open Source & Free Download

Well-documented organization/supportstructure with 79 implementations worldwide

Well-documented organization/support structurewith over 1000 implementations worldwide

Built-in relationship functionality to support

links between Pennington Biomedical openaccess publications, supplementary files, anddata, while still allowing them to stand on their

own as an object

N/A

Requires persistent identifiers, which canbenefit grant applications and renewals thatrequire open access

Requires persistent identifiers, which can benefitgrant applications and renewals that require openaccess

Easy to use interface for adding objects,changing metadata, and other administrative

tasks

Easy to use interface for adding objects, changingmetadata, and other administrative tasks

Features batch ingest and workflow add-ontools

Supports batch importing and METS packageimports, as well as metadata ingest from PubMed
https://wiki.duraspace.org/display/ISLANDORA6131/Islandorahttps://wiki.duraspace.org/display/ISLANDORA6131/Islandorahttps://wiki.duraspace.org/display/ISLANDORA6131/Islandorahttps://wiki.duraspace.org/display/ISLANDORA6131/Islandorahttps://wiki.duraspace.org/display/DSDOC/All+Documentationhttps://wiki.duraspace.org/display/DSDOC/All+Documentationhttps://wiki.duraspace.org/display/DSDOC/All+Documentationhttps://wiki.duraspace.org/display/DSDOC/All+Documentationhttp://islandora.ca/resources/moduleshttp://islandora.ca/resources/moduleshttp://islandora.ca/resources/moduleshttp://islandora.ca/resources/moduleshttp://islandora.ca/resources/moduleshttp://islandora.ca/resources/moduleshttps://wiki.duraspace.org/display/DSDOC/All+Documentationhttps://wiki.duraspace.org/display/DSDOC/All+Documentationhttps://wiki.duraspace.org/display/DSDOC/All+Documentationhttps://wiki.duraspace.org/display/ISLANDORA6131/Islandorahttps://wiki.duraspace.org/display/ISLANDORA6131/Islandorahttps://wiki.duraspace.org/display/ISLANDORA6131/Islandora


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New modules include support for: BagIt - This module provides a

Create Bag option that allows thepackaging of the datastreams in

Islandora objects.

Checksum - A simple module to allowrepository managers to enable the

creation of a checksum for objects. Ifenabled, the following checksum

algorithms are available: MD5, SHA-1,SHA-256, SHA-384, SHA-512. Note:This is will checksum all datastreams.

Basic PREMIS - This moduleproduces XML and HTML

representations of PREMIS metadatafor objects in your repository.Currently, it documents all fixity

checks performed on datastreams,includes agententries for your

institution and for the FedoraCommons software and maps contentsof each object's rightselements inDC datastreams to equivalent PREMISrightsExtension elements.

Checksum Checker - This moduleverifies the checksums derived fromIslandora object datastreams and adds aPREMIS fixity checkentry to theobject's audit log for each datastream

checked.

Allows tasks to be run on the items stored in therepository that assist in long-term preservation

efforts. Some examples include: applying a virus scan to item bitstreams

identifying a collection based on format

types which can help assist in formatmigrations

ensuring a given set of metadata fields arepresent in every item

ensuring all item bitstreams are readable andtheir checksums agree with the ingest values

Scholar Module allows for ingest fromPubMed, as well as setting embargo periods

and citation suggestions:

http://islandora.ca/sites/default/files/Islandora%20Scholar%20Module%20-

%20Islandora%20Camp%20NY.pdf

Supports embargo periods

N/A Allows versioning of items, but currently hasrestrictions on the versioning functionality:

https://wiki.duraspace.org/display/DSDOC4x/Item+

Level+Versioning
http://islandora.ca/sites/default/files/Islandora%20Scholar%20Module%20-%20Islandora%20Camp%20NY.pdfhttp://islandora.ca/sites/default/files/Islandora%20Scholar%20Module%20-%20Islandora%20Camp%20NY.pdfhttp://islandora.ca/sites/default/files/Islandora%20Scholar%20Module%20-%20Islandora%20Camp%20NY.pdfhttp://islandora.ca/sites/default/files/Islandora%20Scholar%20Module%20-%20Islandora%20Camp%20NY.pdfhttp://islandora.ca/sites/default/files/Islandora%20Scholar%20Module%20-%20Islandora%20Camp%20NY.pdfhttps://wiki.duraspace.org/display/DSDOC4x/Item+Level+Versioninghttps://wiki.duraspace.org/display/DSDOC4x/Item+Level+Versioninghttps://wiki.duraspace.org/display/DSDOC4x/Item+Level+Versioninghttps://wiki.duraspace.org/display/DSDOC4x/Item+Level+Versioninghttps://wiki.duraspace.org/display/DSDOC4x/Item+Level+Versioninghttp://islandora.ca/sites/default/files/Islandora%20Scholar%20Module%20-%20Islandora%20Camp%20NY.pdfhttp://islandora.ca/sites/default/files/Islandora%20Scholar%20Module%20-%20Islandora%20Camp%20NY.pdfhttp://islandora.ca/sites/default/files/Islandora%20Scholar%20Module%20-%20Islandora%20Camp%20NY.pdfhttp://islandora.ca/sites/default/files/Islandora%20Scholar%20Module%20-%20Islandora%20Camp%20NY.pdf


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Cons

Implementation and installation would requireheavy IT involvement. Any customizations

would most likely require additional IT time orLibrary and Information Center staff familiarwith XML.

Implementation and installation would require heavyIT involvement. Any customizations would most

likely require additional IT time or Library andInformation Center staff familiar with XML, thecommand line, and SQL:

http://www.dspace.org/sites/dspace.org/files/dspacehowtoguide.pdf

Out-of-the-box descriptive metadata support isonly for Dublin Core and MODS. Thoughautomatic generation of technical metadata is

supported through an additional add-on, it is

limited only to integration with FITS. NewContent Models would need to be created forany other metadata standards.

Out-of-the-box support for descriptive,administrative, and structural metadata uses a customDSpace schema. Other metadata schemas would

require customized ingest forms.

Out-of-the-box format support is limited to

PDFs, video, audio, image, and books (TIFFs).This creates a need to build custom contentmodels for Pennington Biomedical Excel/CSVdata files, as well as text manuscript items.

Default bitstreams do not include comma separated

files (.csv), only Excel spreadsheets (.xls).

No automatic support for any preservationactions. These steps would need to happen

outside of the repository, requiring additionalpolicies, workflows, and staff time.

Only built-in preservation action is checksums. Noautomatic support for any other preservation actions.

These steps would need to happen outside of therepository, requiring additional policies, workflows,and staff time.

Table 2. Louisiana State University (LSU) Hosted Repository.

Hub-Zero

Documentation:http://hubzero.org/documentation

Requires a different deposit agreement for researchers and a guarantee of open access by LouisianaState University.

Basic considerations to ensure before agreeing to deposit:http://www.crl.edu/archiving-preservation/digital-archives/metrics-assessing-and-certifying/core-re
http://www.dspace.org/sites/dspace.org/files/dspacehowtoguide.pdfhttp://www.dspace.org/sites/dspace.org/files/dspacehowtoguide.pdfhttp://www.dspace.org/sites/dspace.org/files/dspacehowtoguide.pdfhttp://hubzero.org/documentationhttp://hubzero.org/documentationhttp://hubzero.org/documentationhttp://hubzero.org/documentationhttp://www.crl.edu/archiving-preservation/digital-archives/metrics-assessing-and-certifying/core-rehttp://www.crl.edu/archiving-preservation/digital-archives/metrics-assessing-and-certifying/core-rehttp://www.crl.edu/archiving-preservation/digital-archives/metrics-assessing-and-certifying/core-rehttp://www.crl.edu/archiving-preservation/digital-archives/metrics-assessing-and-certifying/core-rehttp://www.crl.edu/archiving-preservation/digital-archives/metrics-assessing-and-certifying/core-rehttp://www.crl.edu/archiving-preservation/digital-archives/metrics-assessing-and-certifying/core-rehttp://hubzero.org/documentationhttp://hubzero.org/documentationhttp://www.dspace.org/sites/dspace.org/files/dspacehowtoguide.pdfhttp://www.dspace.org/sites/dspace.org/files/dspacehowtoguide.pdf


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Additional questions to consider: How is LSU going to handle preservation workflows, specifically the steps recommended in

this document?

What metadata is being captured for each item? Is it based on a trusted and well-known

schema? Can HubZero support preservation and technical metadata? Are there places tocapture grant information and open access statements?

Are batch uploads possible? Can metadata be imported from PubMed?

Are persistent identifiers being implemented?

Which modules are being installed? How will those support and/or add-on to these

recommendations?

Is the implementation of HubZero and workflow of ingest and long-term preservation being

documented by LSU staff?

Will a member of Pennington Biomedical Library and Information Center staff be allowed to

have manager privileges? If not, how will the storage workflow/transfer of research items from

Pennington to LSU take place? How will updates to Pennington Biomedical items be handled?

This should be well-documented and included in an agreement between Pennington Biomedical

and LSU.

Will researchers maintain copyright? Or will some sort of open copyright (like Creative

Commons) be required?

Are embargos supported?

Which formats are supported by default? Are customizations to this default list being

considered? Ensure that all formats listed in data audit results are being accounted for.

What backups/redundancy is being implemented? Is at least one of these backups occurring in

a different geographical location?

What costs will Pennington be expected to cover? First year? Five years? Seven to Ten years?

Are review schedules in place for hardware? For format monitoring? Is format monitoringoccurring automatically?

Pros

Implementation would be Louisiana State Universitys responsibility.

IT involvement may be Louisiana State Universitys responsibility if outlined in the agreement betweenthe two institutions.

Cons

Little control over customizations.

May have to compromise on metadata and long-term preservation workflows.


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Table 3. Third-Party Hosted Repository.

DSpace - Pennington Biomedical Stand Alone

Documentation:http://dspacedirect.org/

DSpace also offers a hosted option, in which libraries and small institutions can pay a subscription fee.

Pros

In addition to the pros listed under a local implementation of DSpace, costs would be deferred to asubscription fee rather than IT involvement, hardware, and staff time for implementation.

Cons

In addition to the cons listed under a local implementation of DSpace, customizations may not beavailable. If they are, they will require additional fees.


Dryad - Shared Repository

Documentation:http://datadryad.org/pages/repository

Pros

Costs would be deferred to a subscription fee rather than IT involvement, hardware, and staff time forimplementation. Pricing information:http://datadryad.org/pages/pricing

Repository infrastructure is built upon the DSpace software and partners with CLOCKSSto ensure

long-term access.

DOIs are assigned to each item.

Versioning of items is supported, as well as automatic monitoring for format obsolescence.

Cons


Repository will not feature institutional branding.

All items are under a Creative Commons copyright.

figshare - Shared Repository

Documentation:http://figshare.com/about

Pros

Supports unlimited space for free, as long as items are made public.

Format agnostic.
http://dspacedirect.org/http://dspacedirect.org/http://dspacedirect.org/http://datadryad.org/pages/repositoryhttp://datadryad.org/pages/repositoryhttp://datadryad.org/pages/repositoryhttp://datadryad.org/pages/pricinghttp://datadryad.org/pages/pricinghttp://datadryad.org/pages/pricinghttp://figshare.com/abouthttp://figshare.com/abouthttp://figshare.com/abouthttp://figshare.com/abouthttp://datadryad.org/pages/pricinghttp://datadryad.org/pages/repositoryhttp://dspacedirect.org/


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Repository infrastructure partners with CLOCKSSto ensure long-term access.

DOIs are assigned to each item.

Supports a variety of metrics.

A separate institutional repository space can be claimed. For example,penningtionbiomedical.figshare.com.

Cons


Repository will not feature institutional branding.

All items are under a Creative Commons copyright.


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Appendix F: Budget ToolsBefore Pennington Biomedical implements any of the recommendations in this plan, a complete budget

should be created. JTDS recommends the following resources to help Pennington Biomedical project

costs, including hardware, software, and staff:

DCCs suggestions for creating a business plan and understanding the costs of implementation of

Data Management Services:http://www.dcc.ac.uk/resources/how-guides/how-develop-rdm-

services#Business-plans

The espida model helps to make business cases for proposals that may not necessarily offer

immediate financial benefit to an organisation, but rather bring benefit in more intangible

spheres:http://www.gla.ac.uk/services/library/espida/

The Life Cycle Information for E-Literature (LIFE) Project has developed a methodology to

model the digital lifecycle and calculate the costs of preserving digital information for the next 5,

10 or 20 years:http://www.life.ac.uk/

The Transparent Approach to Costing (TRAC) provide[s] information on the income andexpenditure of universities TRAC has been the standard methodology used by Higher

Education Institutes (HEIs) in the UK for costing their main activities (teaching, research and

other core activities):http://www.jcpsg.ac.uk/guidance/

The Keeping Research Data Safe (KRDS) cost/benefit studies, funded by JISC, features tools

and methodologies that focus on the challenges of assessing costs and benefits of curation and

preservation of research data:http://beagrie.com/krds/
http://www.dcc.ac.uk/resources/how-guides/how-develop-rdm-services#Business-planshttp://www.dcc.ac.uk/resources/how-guides/how-develop-rdm-services#Business-planshttp://www.dcc.ac.uk/resources/how-guides/how-develop-rdm-services#Business-planshttp://www.dcc.ac.uk/resources/how-guides/how-develop-rdm-services#Business-planshttp://www.gla.ac.uk/services/library/espida/http://www.gla.ac.uk/services/library/espida/http://www.gla.ac.uk/services/library/espida/http://www.life.ac.uk/http://www.life.ac.uk/http://www.life.ac.uk/http://www.jcpsg.ac.uk/guidance/http://www.jcpsg.ac.uk/guidance/http://www.jcpsg.ac.uk/guidance/http://beagrie.com/krds/http://beagrie.com/krds/http://beagrie.com/krds/http://beagrie.com/krds/http://beagrie.com/krds/http://beagrie.com/krds/http://www.jcpsg.ac.uk/guidance/http://www.life.ac.uk/http://www.gla.ac.uk/services/library/espida/http://www.dcc.ac.uk/resources/how-guides/how-develop-rdm-services#Business-planshttp://www.dcc.ac.uk/resources/how-guides/how-develop-rdm-services#Business-plans

digital curation plan

Documents