Documents Needed from Scholars Portal
Please refer to section C.8.a for a documentation flowchart that outlines the relationship between the various documents required from Scholars Portal.
ONGOING Indicates documents that already exist, but may need to be updated or revised to satisfy all requirements.
NEEDED Indicates documents that do not currently exist and need to be created.
EXISTS Indicates documents exist and ready to be used in Application
|#||Requirement Name||Requirement Description||Types of Documents used in Successful Applications||Documents Needed from Scholars Portal||Documents Needed from Member Institution|
(not necessarily from certified repositories)
|R0.||Background Information & Context|
R0.a. Repository Type
R0.b. Brief Description of Repository
R0.c. Brief Description of Designated Community
R0.d. Level of Curation Performed
R0.e. Insource/Outsource Partners
R0.f. Summary of Significant Changes Since Last Application
R0.g. Other Relevant Information
R0.e. Service Level Agreements or Contracts with Insource & Outsource Partners1. URLs to partner website (i.e., iQSS).
R0.g. URLs to re3data.org listing, metrics websites, main repository websites, governance body websites, etc.
The website should include:
R0.a. - Institutional repository, Library, possibly Research project repository.
R0.b. - Entered into the application directly, or reference a website with this info.
R0.c. - Entered into the application directly, or reference a website with this info.
R0.d. Level of Curation Performed - for only SP DV, this could be rated as a level C. MIs may upgrade this level to D if they perform additional curation.
R0.e. - Insource/Outsource Partners
R0.f. - not applicable.
R0.g. - Enter whatever other info might be helpful.
Examples of repositories with good About Us-type pages that cover the majority of the info needed for R0.
DataverseNO About Us page.
Odum Institute Data Archive main page.
ICPSR About Us page.
Polar Data Catalogue main page.
|R1.||Mission / Scope||The repository has an explicit mission to provide access to and preserve data in its domain.|
Not all these examples include mention of preservation but are examples of mission statements in general.
|R2.||Licenses||The repository maintains all applicable licenses covering data access and use and monitors compliance.|
Information pertaining to any license-related rules or policies that are in addition to what is provided by SP.
Tilburg University, which is one member of the DataverseNL repository, is the best example as they have their own, institutional-level policies/procedures.
Instructions for depositing data in TiU Dataverse.pdf (Appendix B, #14)
Template Data Report.pdf (Rights and restrictions section)
|R3.||Continuity of Access||The repository has a continuity plan to ensure ongoing access to and preservation of its holdings.||This requirement is mainly the responsibility of SP. However, institutions could also provide information about their own governance structure and any succession plans they have should they no longer be able to offer support for SP DV to their researchers.|
Copy of institution's Access and Service Agreement with Scholars Portal
Other types of collaboration agreements, if they exist.Odum Data-PASS Collaboration Agreement.pdf
|Confidentiality / Ethics||The repository ensures, to the extent possible, that data is created, curated, accessed, and used in compliance with disciplinary and ethical norms.|
Information pertaining to any data review that takes place at the institutional level and is in addition to what is outlined in the SP DV document.
It can also include any institutional data privacy, IT, or ethics board policies.
The following examples include instructions and policies related to confidential data:
Tilburg's Research Data Management Regulation.pdf
From another perspective, the following agreement relates to how the repository collects personal info and what they do with it:
The following examples are institutional-level policies regarding data and confidentiality:
|R5.||Organizational Infrastructure||The repository has adequate funding and sufficient numbers of qualified staff managed through a clear system of governance to effectively carry out the mission.|
For info regarding staff and prof. development, most of it can be entered directly into the application without direct links to other documents.
Example org charts:
Governance information and funding details for institutions is more relevant if you're offering DV as part of a funded project, as opposed to regular operating funds. For operating funds, a high-level explanation of how the university/library is funded is all that is needed.
|R6.||Expert Guidance||The repository adopts mechanism(s) to secure ongoing expert guidance and feedback (either in-house or external, including scientific guidance, if relevant).|
For discipline-specific expertise, reference to Liaison Librarians, departmental data stewards, dept. of VP research (if any are relevant) could be included.
|Digital Object Management|
|R7.||Data Integrity and Authenticity||The repository guarantees the integrity and authenticity of the data.|
Policies or procedures related to institutional metadata minimums, audit trails, version control, and depositor identity.
|R8.||Appraisal||The repository accepts data and metadata based on defined criteria to ensure relevance and understandability for data users.|
|R9.||Documented Storage Procedures||The repository applies documented processes and procedures in managing the archival storage of the data.|
|This requirement would be the responsibility of SP only.||n/a|
|R10.||Preservation Plan||The repository assumes responsibility for long-term preservation and manages this function in a planned and documented way.|
Alternative institutional-level preservation procedures and associated criteria, if applicable.
If you provide another type of preservation option for your institutional Dataverse (e.g., Archivematica), include policies or procedures for that option.
Scholars Portal Permafrost service
COPPUL WestVault service
|R11.||Data Quality||The repository has the appropriate expertise to address technical data and metadata quality and ensures that sufficient information is available for end-users to make quality-related evaluations.|
Institutional-level curation procedures, if more than default SP DV functions are used.
DataverseNO Accession Policy.pdf (Quality Control section)
The IRIS repository is different from the above repositories as it collects data from the same sources on a regular basis. Therefore, they approach data quality a little differently.
|R12.||Workflows||Archiving takes place according to defined workflows from ingest to dissemination.|
Member institutions would need to provide similar info as SP, but for their institutional-level workflows.
In general, any of the other documentation noted in this column could be used for R12. The purpose of this requirement is to demonstrate consistent documentation procedures.
Other items that could be referenced here:
|R13.||Data Discovery and Identification||The repository enables users to discover the data and refer to them in a persistent way through proper citation.||This requirement would be restricted to SP only.||n/a|
|R14.||Data Reuse||The repository enables the reuse of the data over time, ensuring the appropriate metadata are available to support the understanding and use of the data.|
The following are some examples of the documentation used for R14 in other applications. Any document that outlines how the repository enables the reuse of data would be beneficial here.
|R15.||Technical Infrastructure||The repository functions on well-supported operating systems and other core infrastructural software and is using hardware and software technologies appropriate to the services it provided to its Designated Community.|
|This requirement would be restricted to SP only.||n/a|
|R16.||Security||The technical infrastructure of the repository provides for the protection of the facility and its data, products, services, and users.|
|This requirement would be restricted to SP only.||n/a|
1 SLAs, MOUs, and contracts can be submitted to CTS confidentially.