C.4.a Odum Institute Documentation Review:

Not all documents in the File List are reviewed in the table below. Both the table below and the File List may include documents not referenced in the Odum Institute's CTS Application

Document TitleRequirements Where UsedPurpose or Objective of DocumentOther Documents Referenced
Org ChartR0., R5.

Data-PASS Articles of CollaborationR0., R3.Articles of collaboration for the Data Preservation Alliance for the Social Sciences (Data-PASS), which is sponsored by the Library of Congress. Members include ICPSR (lead member), Odum, Roper, Harvard-MIT, Murray, and NARA (no funding support). The partnership will use the services offered through its institutions to identify, appraise, acquire, catalogue, and preserve at-risk social science data. Each institution is responsible for specific areas as outlined in the Appraisal Guidelines (not included).
  • Data-PASS Appraisal Guidelines
Data-PASS Confidentiality PoliciesNoneProvides a set of guidelines on how Data-PASS institutions will protect the privacy of study participants of the social science data their preserve.
Digital Preservation PolicyR1., R3., R5., R6., R7., R9., R10., R14.Outlines the implementation of the Odum digital preservation strategic plan. The document outlines the mandate and objectives of the preservation policy, the viability of Odum in long term (including financial stability), the technological and procedural techniques used in preservation, aspects of system security, and procedural accountability. 
  • ISO 14721 and 16363
  • Odum Workflow and Infrastructure
  • Odum Mission Statement*
  • Digital Preservation Policy Framework Development Guide 2.1 (Gov of Canada)
  • Office of Research Org Chart
  • Odum Collection Development Policy*
  • UNC Dataverse Terms of Use Policy*
  • Library of Congress Recommended Formats Statement
  • Odum Data Deposit Form*
  • Odum Data Curation Workflow*
  • UNC ITS Info Security Policy*
  • Odum Data Security Guidelines*
  • Data-PASS Memo of Understanding
  • Previous DSA Application
Mission StatementR1.Outlines the mission, vision, and values of the Odum Institute for Research in Social Science.
  • Creative Commons licenses
  • iQSS Dataverse Community Norms
UNC Dataverse Terms of UseR2., R10., R12.Outlines all terms and conditions that must be followed by any users of the UNC Dataverse website and the services on that site. Terms and conditions include age limitations, user privacy, rules and conduct, system registration, user submissions, user submission data usage license agreement, downloading user submissions, termination of the agreement, lack of warranties, limitation of liability, indemnification, dispute resolution, integration and severability, and copyright and trademark notices.
Data Security GuidelinesR2., R12.Outlines the guidelines Odum follows with regards to personally identifiable information and protected health information that could be found in the social science data preserved in the Odum data archive.
  • UNC HR Ethics Training
  • UNC ITS Info Security Policy*
  • HIPPA
  • FERPA
  • US Privacy Act 
  • FOIA
  • Code of Federal Regulations on Protection of Human Subjects
  • Gramm-Leach-Bliley Act
  • Data Deposit Agreement*
  • UNC Dataverse Terms of Use*
UNC ITS Security PolicyR2., R9., R15, R16.


Collection Development PolicyR4., R8., R10., R11., R12.Provides information on the items Odum has included and wants to include in their data archive, from a social science perspective. The document also provides an outline of who Odum's designated community includes. This policy also includes information about how the data is appraised, the acceptable file formats, levels of curation, and a self-archiving option.
  • UNC Dataverse Terms of Use*
Data Deposit FormR4., R8., R10., R12., R14.Includes an overview of what type of research data is accepted by Odum and instructions on how to fill out the data deposit form. It also includes the data deposit form template, which starts with a data deposit agreement, a description of the data being submitted, and the terms of use for the dataset being deposited. The end of the document also includes a data deposit checklist that lists all the required materials that should be included in the dataset submission package.
  • Preparing Files for Archiving and Sharing (URL not found)
  • UNC Dataverse Terms of Use*
  • iQSS Dataverse Community Norms
Data Curation WorkflowR4., R7., R8., R10., R11., R12.Explains the process Odum data curation staff go through when they receive a dataset for deposit. The curation workflow is a 4-stage process: deposit, triage, processing, and access. The document includes a visualization of the workflow and a description of what's included in each stage.
  • Collection Development Policy*
  • Digital Preservation Policy*
  • UNC Dataverse Terms of Use*
  • Data Deposit Form*
  • Library of Congress Recommended Formats Statement
SOP: Data DepositR4., R8., R10., R11., R12.Provides step-by-step instructions as to what Odum data curators are required to do when they receive a submission information package (SIP) from a data contributor. Instructions are broken down by the 4 stages mentioned in the Data Curation Workflow: deposit, triage, processing, and access.
  • Data Curation Workflow*
  • Data Deposit Form*
  • Library of Congress Recommended Formats Statement
SOP: Sensitive Data HandlingR4., R12.

A short document that outlines procedures for handling dataset files that contain personally identifiable information, protected health information, or other sensitive data. Sensitive data is identified by Odum data curators during the Triage stage. Odum's data archive (as per the Data Security Guidelines) doesn't allow sensitive data to be stored in their archive. Odum has 2 situations: (1) Under normal circumstances, deposits are rejected and returned to depositors if sensitive data is found during triage, or (2) Under specific agreements, Odum data curators will do the de-identification work on behalf of the depositor. If data curators are doing this type of work, this document outlines how to transmit and store that sensitive information until it's been de-identified.

  • UNC ITS Info Security Policy*
  • Data Deposit Form*
  • UNC Dataverse Terms of Use*
  • SOP: Data Deposit*
  • Data Security Guidelines*
  • UNC ITS Password Standard for General Users
SOP: CatalogingR7., R11., R12., R14.Provides instructions for Odum data curators to use when creating records for submitted datasets, which occurs during the ingest stage of the Data Curation Workflow. These instructions include applying controlled vocabularies and generating standardized metadata. Appendix A provides a controlled vocabulary for several metadata fields in the system. Appendix B provides the rules to follow when completing specific metadata fields.
  • SOP: Data Deposit*
  • Library of Congress Subject Headings
  • RDA Metadata Directory
  • Taxonomy Warehouse
  • Library of Congress Name Authority File
Metadata GuidelinesR7., R11., R13., R14.

Provides information regarding the standardized metadata generated for datasets in the Odum data archive and what it is used for. It further outlines the different types or levels of metadata that are generated for datasets (i.e., dataset vs. file vs. variable level, descriptive vs. structural vs. administrative metadata). Finally, it outlines the metadata standards the archive has adopted and the minimum metadata requirements for each dataset. 

  • Data-PASS Metadata Requirements
  • DataCite Metadata Schema
  • DDI Metadata Specifications
  • DCMI Specification
  • OAI-PMH
OAIS DocumentR9., R12., R15.Commits that Odum takes responsibility for receiving, curating, processing, and preserving the data it receives, and to disseminate that data to its designated community. The document outlines the six OAIS-defined functional entities of the technical implementation of the Odum archive. Includes a diagram outlining this process as well. Six functional entities are data ingest, data storage, data management, administration, preservation planning, and data access.
  • OAIS Reference Model

C.4.b Interesting Items of Notes:


C.4.c File List:

  File Modified
Microsoft Word Document Odum SOP Cataloging.docx Apr 05, 2021 by Alicia Cappello
Microsoft Word Document Odum SOP Data Deposit.docx Apr 05, 2021 by Alicia Cappello
Microsoft Word Document Odum SOP Sensitive Data Handling.docx Apr 05, 2021 by Alicia Cappello
PDF File Odum Collection Development Policy.pdf Apr 05, 2021 by Alicia Cappello
PDF File Odum Collection Development.pdf Apr 05, 2021 by Alicia Cappello
PDF File Odum Data Curation Workflow.pdf Apr 05, 2021 by Alicia Cappello
PDF File Odum Data Deposit Form.pdf Apr 05, 2021 by Alicia Cappello
PDF File Odum Data Security Guidelines.pdf Apr 05, 2021 by Alicia Cappello
PDF File Odum Data-PASS Collaboration Agreement.pdf Apr 05, 2021 by Alicia Cappello
PDF File Odum Data-PASS Confidentiality Policies.pdf Apr 05, 2021 by Alicia Cappello
PDF File Odum Metadata Guidelines.pdf Apr 05, 2021 by Alicia Cappello
PDF File Odum Mission, Vision & Values.pdf Apr 05, 2021 by Alicia Cappello
PDF File Odum OAIS.pdf Apr 05, 2021 by Alicia Cappello
PDF File Odum Org Chart.pdf Apr 05, 2021 by Alicia Cappello
PDF File Odum Preservation Policy.pdf Apr 05, 2021 by Alicia Cappello
PDF File Odum Terms of Use.pdf Apr 05, 2021 by Alicia Cappello
PDF File UNC ITS Info Security Policy.pdf Apr 05, 2021 by Alicia Cappello


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