ADA Public Wiki - User contributions [en-gb]

Editing and Entering Metadata

2021-11-23T23:09:06Z

Dahaddican: /* Populating the Non-mandated Metadata fields */

Editing and Entering Metadata

2021-11-23T23:08:48Z

Dahaddican: /* Reviewing the mandated Citation Metadata fields */

Editing and Entering Metadata

2021-11-23T23:07:36Z

Dahaddican:

Editing and Entering Metadata

2021-11-23T23:06:51Z

Dahaddican:

Editing and Entering Metadata

2021-11-23T23:06:12Z

Dahaddican:

Preparation of Data

2021-11-21T23:19:23Z

Dahaddican: /* Preparation of Data Guidance Notes */

*[[2. Deposit Preparation]]
**[[Collect and Prepare Data File(s)]]
***[[Preparation of Data]]
****[[The Privacy Act 1988]]
****[[De-Identification]]
****[[Primary Risks Associated with Data Breach]]
****[[Common Disclosure Risk Factors]]
****[[Data Protections]]
****[[Data Treatment Techniques]]
****[[Preferred Deposit Formats]]
****[[File & Folder Naming Conventions]]
****[[Double-Zipping Files and Folders]]
*****[[Instructions on how to Double-Zip]]
***[[Collection of Data]]

In order to [[Collection of Data|collect data]], it does not matter whether the [[Glossary of Terms|Data Custodian]] or [[Glossary of Terms|Data Owner]] has a relationship with the relevant [[Glossary of Terms|Data Subject]], or whether the data and any [[Glossary of Terms|Personal Information]] contained within it, was initially processed or obtained from the [[Glossary of Terms|Data Subject]] by another entity. However, by collecting any form of [[Glossary of Terms|Personal Information]], the [[Glossary of Terms|Data Custodian]] and [[Glossary of Terms|Data Owner]] will be bound by [[The Privacy Act 1988|The Privacy Act 1988]]. This means that both the [[Glossary of Terms|Data Custodian]] and [[Glossary of Terms|Data Owner]] have a responsibility to ensure that the identity of [[Glossary of Terms|Data Subjects]] is protected. To do this correctly, a number of [[Data Protections]] may need to be carried out to prepare the data for depositing.

= Preparation of Data Guidance Notes =

1. Apply appropriate [[The Privacy Act 1988|Privacy Act 1988]] data protections to the data along with any other [[Data Protections|Data Protections]] required to [[Glossary of Terms|de-identify]] the data.

Applying appropriate protections through [[Glossary of Terms|de-identification]] ensures that the material is both safe to upload to the ADA Dataverse and that the [[Glossary of Terms|Disclosure Risk]] is minimised.

2. Ensure that the data files are saved in an appropriate [[Preferred Deposit Formats|file format]].

Having the files in one of the ADA preferred formats ensures that the ADA are in a strong position to forward migrate the data in response to any technology advancements and maximises the chances that other users will be able to access and use the data.

3. Ensure that the data [[File & Folder Naming Conventions|files and folders are named correctly]].

The correct naming of files and folders ensures that both the ADA Staff and secondary users are able to easily identify the files when accessing the information through Dataverse.

4. [[Double-Zipping Files and Folders|Double-Zip]] any CSV, Stata, SPSS, SAS and Excel data files (or folders containing these files) in preparation for population of the 'Shell Dataverse and Dataset' in Section 4.

There is also some useful information on organising data contained in spreadsheets in the paper here: https://www.tandfonline.com/doi/full/10.1080/00031305.2017.1375989, this can be used as best practice for researchers and helps to minimise potential harmonisation downstream.

==Notes==
Privacy Act 1988: [[Privacy Act 1988|https://www.legislation.gov.au/Details/C2019C00025]]

= Frequently Asked Questions =
*[[What do I do if my data does not exist in an electronic format?]]
*[[What Format do my data files need to be in?]]

ADA Collection Policy

2021-09-23T00:22:56Z

Dahaddican: /* Designated Community */

*[[1. ADA Collection Policy Criteria Assessment]]
**[[ADA Collection Policy]]
**[[Request to Deposit Data with ADA]]
**[[Contact the ADA]]
= Introduction =

This page describes the Collection Policy for the Australian Data Archive (ADA). The policy aims to provide both staff and potential depositors with general guidance regarding the types of data that the ADA will accept for curation, preservation and subsequent dissemination through Dataverse.

= Mission =
The ADA provides a national service for the collection and preservation of digital research data; primarily in the area of Social Science (Social, Political and Economic affairs), disseminating this data for secondary analysis by academic researchers and other users. This remit also encompasses research in the Medical, Environmental and Human Science disciplines, covering a large variety of research fields.
Specific Longitudinal Studies are also curated by the ADA, ensuring that consistency of rigour is applied to these works throughout their lifecycle.

= Designated Community =

The ADA provides services to a wide variety of public, commercial and academic users in the university, government and other sectors as designated communities. These communities are naturally reflected by the archive’s holdings. The most common being the academic cohort, consisting of students and academic researchers.

Specialist services can be provided within specific subject areas, including Indigenous studies, electoral behaviour, criminology and some humanities disciplines. This extends to specific data types, including quantitative, qualitative, longitudinal, time series and panel data, and historical statistics. For further information on the services available it is recommended that the [[Contact the ADA|ADA be contacted]] to discuss the requirements in advance.

To support this varied community the ADA caters for a number of common data formats for both Quantitative and Qualitative data that are typically requested by the community. The formats are split into preferred and other acceptable formats, although the ADA continue to add to this list as new formats become available.

Future development will also see a specific Business and Economics Data Archive for the collection, preservation and dissemination of Australian business and economics data.

= Collection Categories =
Every set of data that is submitted to the ADA is different and will therefore be assessed on a case-by-case basis. Sometimes an interesting survey with aggregate data may be more attractive and valuable in terms of secondary use than a data rich respondent level survey in a subject already well researched, thus the guidelines below are not exhaustive. However, for guidance, the ADA focuses its acquisition effort on the following types of data in an approximate order of priority:

: A. Longitudinal Social Science studies that already form part of the collection and require continued curation by ADA staff for continuity of outputs.
: B. Social Science, digital subject/respondent-level data from surveys and polls etc…, in an [[Preferred Deposit Formats|ADA preferred format type]] offering the maximum potential for secondary analysis.
: C. Social Science, digital data from other sources, in an [[Preferred Deposit Formats|ADA preferred format type]], offering the maximum potential for secondary analysis.
: D. Social Science, digital subject/respondent-level data from surveys and polls etc…, in a [[Preferred Deposit Formats|non-ADA preferred format type]] but offering some potential for secondary analysis.
: E. Social Science, digital data from other sources, in a [[Preferred Deposit Formats|non-ADA preferred format type]] but offering some potential for secondary analysis.
: F. Non-Social Science, digital subject/respondent-level data from surveys and polls, in an [[Preferred Deposit Formats|ADA preferred format type]] offering the maximum potential for secondary analysis.
: G. Non-Social Science, digital subject/respondent-level data from surveys and polls etc…, in a [[Preferred Deposit Formats|non-ADA preferred format type]] but offering some potential for secondary analysis.

The ADA Dataverse Catalogue can be found at [[https://dataverse.ada.edu.au/ https://dataverse.ada.edu.au/]]. Here you will be able to review the many holdings via the ADA Dataverse PRODUCE site.

= Collection Criteria =
== Subject Matter ==
Submissions must be of current value or of potential historical interest to the ADA. The subject matter being in either the Social, Political or Economic areas, and their many affiliated research fields. The ADA will also accept full project data and not just the data associated with a publication release, which is often only a small subset of the actual data available.

== Secondary Analysis Potential ==
Submissions must have the potential for secondary analysis to be conducted, using the digital data files and their supporting materiel. There may be potential for online analysis of some submissions in the future. Submissions do not need to be made publicly available [[Glossary of Terms|(Open Data)]], noting that the majority of submissions will be accessed through the Dataverse application under tightly controlled access conditions, and in some cases are only accessible via the ADA Secure Room.

== Sample Population ==
The Sample Population not only assists the ADA in determining if the data fits within the collection policy but also provides an indication as to the processing efforts and therefore time that staff may need to devote to any data curation activity. Collections are typically selected in the following descending order of priority:

: 1. Australian National population or representative samples of the population
: 2. Australian State or Territory population or representative samples of the population
: 3. Australian Regional population or representative samples of their population
: 4. Population data or samples of other countries whose data is already held within the ADA (e.g. New Zealand, Afghanistan and Indonesia)
: 5. Population data or samples of other countries whose data is not already held within the ADA

== Basic Disclosure ==
The following information will typically be required to describe and support the materiel that is submitted for archiving with the ADA:

: 1. Mandatory and Routine Metadata for the accurate description of the research, project, personnel, ethics and funding.
: 2. Social Science specific Metadata for the accurate description of the research (where applicable).
: 3. Geospatial Metadata for the accurate description of the research coverage (where applicable).
: 4. Supporting Documentation that is required to help describe or understand the data.

= Material that will not be archived =
The ADA will only accept digital material. There are no other firm rules regarding the material that won’t be accepted by the ADA for preservation and dissemination, however submissions that contain explicit or offensive material and those that offer no potential for secondary analysis will not be considered favourably. In addition, submissions that pose significant risk of [[Glossary of Terms|re-identification]] may also be rejected where the [[Glossary of Terms|Data Owner]] is unwilling to apply appropriate data or other protections as recommended by ADA staff.
Finally, in the event that the ADA determine that the material is not suitable for archiving, it will endeavour to provide the [[Glossary of Terms|Data Owner]] with other potential archives that are more suited to the subject matter. You can also search for other repositories in a more appropriate subject using the [https://www.re3data.org/ Re3data] website.

Non-mandatory Metadata fields information

2020-11-25T00:41:06Z

Dahaddican:

*[[4. Population of 'Shell Dataverse & Dataset']]
Post-Uploading Activity
**[[Adding File Tags and Description Notes]]
**[[Editing and Entering Metadata]]
***[[Non-mandatory Metadata fields information]]
***[[Geospatial Metadata field information]]
***[[Social Science and Humanities Metadata field information]]
**[[Setting Access Restrictions]]
**[[Completion of License Document Suite]]
***[[The License Agreement Form.]]
****[[Download License Agreement Form]]
***[[The License Terms and Conditions of Use]]
****[[Download Terms and Conditions of Use (Undertaking Form) Selection Information]] document
***[[The License Access Guestbook]]
****[[Download License Access Guestbook Selection Information]] document
**[[Notify the ADA that the Self-Deposit process has been completed]]

There are a number of Non-mandatory Metadata fields to be populated by the [[Glossary of Terms|Data Owner]] where the information is both known and relevant. Remember, the richer the metadata entered here, the greater the potential to find your work and therefore the greater chance that it will be re-used and cited. Good metadata supports FAIR data, that is making data Findable, Accessible, Interoperable and Reusable.

All of these fields may require updating post any ADA Staff quality assurance checking of the dataset. Where required, ADA Staff will identify issues through the Processing Report. Where changes are required, you may be asked to complete these directly into the dataset, but in some cases the ADA Staff may make the change with your approval if it is easier to do so.

= Metadata schema =
Many Social Science fields have their own preferred metadata schema's and these can vary from discipline to discipline. Although the ADA has traditionally used Australian Public Affairs information System (APAIS) Thesaurus for annotating key words, the terms are no longer updated and therefore you may wish to use another that is more current and /or suited to your field. To assist you with selecting an appropriate schema the [https://rdamsc.bath.ac.uk/ RDM Metadata Standards Catalogue] can be used.

= ADA Dataverse DEPOSIT Non-Mandatory Fields =
Needless to say, although the fields below are not mandated or indeed required to generate the DOI for the dataset(s), the richer and more accurate the metadata, then the easier it is to locate using the Dataverse search function or through the ARDC harvested metadata. The richness of data also allows secondary users to understand the content without necessarily having to review the entire data. This means the likelihood of reuse and subsequent citation of the data is far greater. In addition, the Portage Network also offers guidance on the general citation block for Dataverse which includes a worked example. This information can be found on the [https://portagenetwork.ca/portage-training-resources/ Portage Training Resources] area under the Metadata Guidance option.

The Non-mandatory fields consist of:

'''Subtitle:''' This is a secondary title used to amplify or state certain limitations on the main title.

'''Alternative Title:''' A title by which the work is commonly referred, or an abbreviation of the title. For example the Australian Election Study is commonly referred to as the AES, likewise the National Drug Strategy Household Survey Database is also referred to as NDSHS.

'''Alternative URL:''' Some depositors may also have personal or project websites where the dataset or other information relating to the dataset may be found. This field provides the ability to add the URL of the location to allow users to navigate quickly to the desired site. For example, the AES can also be found at [[https://australianelectionstudy.org/ https://australianelectionstudy.org]].

'''Other ID:''' This field should be populated with the words "Australian Data Archive" in the Agency field and the unique ADAID Number (generated by ADAPT) in the Identifier field. If the ADAID is not known at the time of populating the metadata, it will be entered by the ADA Staff prior to publishing when the Submission Information Package (SIP) is deposited to the archive file structure.

'''Keyword Fields:''' Keywords are the terms that are used to describe the most important aspects of the dataset. They consist of the Term, Vocabulary and Vocabulary URL fields. Key words should conform to a Controlled Vocabulary or Schema and should be referenced accordingly.
Historically ADA users have used the [https://vocabularyserver.com/apais/ Australian Public Affairs Information Service (APAIS)] Thesaurus, although it is noted that this is no longer updated and therefore the alternative sources listed below should also be considered in addition to those listed in the [https://rdamsc.bath.ac.uk/ RDA Metadata Standards Catalogue].

Amongst the commonly used alternatives are the [https://www.abs.gov.au/Ausstats/abs@.nsf/Latestproducts/4AE1B46AE2048A28CA25741800044242?opendocument Australian and New Zealand Standard Research Classification (ANZSRC)] codes, these codes are currently under review by the Australian Bureau of Statistics (ABS) but are also used by the Australian Research Data Commons (ARDC) for harvesting purposes (see Topic Classification Fields below), expanding the potential cadre of researchers that your data will be visible to. Other codes suitable for and commonly used include: the [https://elsst.ukdataservice.ac.uk/ European Language Social Science Thesaurus (ELSST)], the [http://www.ddialliance.org/controlled-vocabularies Document, Discover and Interoperate (DDI)] controlled vocabulary and the [https://vocabularies.cessda.eu/#!discover Consortium of European Social Science Data Archives (CESSDA)] controlled vocabulary.

Additional resources are available to [[Glossary of Terms|Data Owners]] when populating the dataset metadata, this guidance can be found at the Australian National Data Service (ANDS) guides and resources under Vocabularies and Research Data. Each additional keyword can be added through the use of the ‘Add’ button.

For each Keyword Field you should enter the following information:

''' - Term:''' The key terms that describe important aspects of the dataset. These can be used for building keyword indexes and/or for classification and retrieval purposes. The Term should be listed from within a Controlled Vocabulary where possible.

''' - Vocabulary:''' Specify in this field the keyword Controlled Vocabulary in use for the Term, such as APAIS, ELSST, LCSH, MeSH etc…

''' - Vocabulary URL:''' This field allows you to point to the web presence that describes the keyword Controlled Vocabulary, if appropriate. Enter an absolute URL where the keyword Controlled Vocabulary web site is available, such as https://www.nlm.nih.gov/mesh/meshhome.html.

An example of completed Keyword Information is provided below.
[[File:Keyword Field Example.JPG|center]]

'''Topic Classification Fields:''' The Topic Classification Fields are very similar to the Keyword Fields introduced above. However, these are used to harvest metadata to the Australian Research Data Commons (ARDC) and therefore expand the potential exposure of your dataset to other researchers. The ANZSRC Field of Research (FoR) Codes are the chosen means of transmitting this information. The correct entry of the FoR Codes will be checked by ADA Staff during the deposit review. No other information should be entered into these fields.

''' - Term:''' This field should be populated with a four or six-digit ANZSRC code followed by the corresponding Description. For example 160601 – Australian Government and Politics.

''' - Vocabulary:''' This field should be populated with the words “ANZSRC FoR Code”.

''' - Vocabulary URL:''' The URL to the appropriate ANZSRC FoR Codes should be entered here. For example, the corresponding Vocabulary URL for the Term 160601 listed above is under Division 16 Studies in Human Society: https://www.abs.gov.au/Ausstats/abs@.nsf/Latestproducts/714A4097B142E9BDCA2574180004B0A1?opendocument

As a minimum use the top level FoR Code for the ANZSRC at: https://www.abs.gov.au/Ausstats/abs@.nsf/Latestproducts/4AE1B46AE2048A28CA25741800044242?opendocument

The ABS hosted ANZFoR Codes can be found at:
https://www.abs.gov.au/Ausstats/abs@.nsf/Latestproducts/6BB427AB9696C225CA2574180004463E?opendocument

''FoR Codes EXAMPLE'' - classification ranges from broad (2 digit) to narrow (6 digit)

:: 2 digit - FoR code = 16 DIVISION 16 STUDIES IN HUMAN SOCIETY http://purl.org/au-research/vocabulary/anzsrc-for/2008/16
:: 4 digit - FoR code = 1608 SOCIOLOGY http://purl.org/au-research/vocabulary/anzsrc-for/2008/1608
:: 6 digit - FoR code = 160809 Sociology of Education http://purl.org/au-research/vocabulary/anzsrc-for/2008/160809

''EXAMPLE'' of completing the ‘Topic Classification’ DDI Metadata field:

*Term: Studies in Human Society
*Vocabulary: ANZSRC FoR
*Vocabulary URL: http://purl.org/au-research/vocabulary/anzsrc-for/2008/16 (PURL)

'''Related Publication:''' Where publications exist that use the data from the dataset, they can be referenced here. More than one related publication may be added through the use of the ‘Add’ button. This does not include related datasets; a separate field exists for linking these.

''' - ID Type:''' The drop down selection gives you a choice of the most common types of digital identifier used for publications, for example DOI.

''' - Citation:''' The full bibliographic citation for the related publication should be entered here.

''' - ID Number:''' The identifier for the selected ID type should be added.

''' - URL:''' A link to the publication web page, such as a journal article page or archive record page should be provided here.

'''Notes:''' Any important additional information about the dataset should be entered here, this may include a brief summary of any changes between dataset versions if this is an update to a previous deposit. Of particular importance here is information pertaining to the Copyright and the Ethics approvals. As this field shows up in the Header Box for the Dataset, it is restricted to important information only.

The copyright statement should be entered in the following format within tags so that it can be migrated to a DDI field: “Copyright © Year of first publication, name of copyright owner. All rights reserved.”

The copyright remains with the person or organisation responsible for the study, even after it is deposited with the ADA. Through signing the License Agreement Form, the copyright owner grants the ADA with the non-exclusive license to make copies and redistribute the data.

An example of the text string with tabs that should be entered is provided below:

<nowiki>Copyright: Copyright © 2019, Name of Copyright Owner. All rights reserved. </nowiki>

This will create the following text in the dataset ''"Copyright © 2019, Name of Copyright Owner. All rights reserved."''

'''Language:''' The primary language of the dataset should be entered here. For images or datasets that do not contain written language then the language used in the descriptive text offered as Supporting Documents should be entered. For the majority of depositors this will be English.

'''Producer:''' A series of fields are available for the entry of producer details. The ADA do not routinely use these fields as specific details are added under the Contributor Fields below. In the event that the dataset is being populated by a third-party on behalf of the Data Owner, the details of the person or organisation entering the metadata can be entered here.

''' - Name:''' Dataset Producer Name

''' - Affiliation:''' The Organisation with which the dataset producer is affiliated.

''' - Abbreviation:''' The abbreviation by which the producer is commonly known (for example The ANU or ICPSR).

''' - URL:''' The Producer URL points to the dataset producer’s web presence, if appropriate.

''' - Logo URL:''' Where applicable, this field should be populated with the URL that takes you to the dataset producer’s web-accessible logo.

'''Production Date:''' This date should reflect the date of the data collection or when the materials were produced (not distributed, published or archived).

'''Production Place:''' This should identify the location where the data collection and any related materials were produced.

'''Contributor:''' These fields provide a location for the entry of any significant contributors or collaborators who assisted in the creation of the material. The details may identify an organization or person responsible for either collecting, managing, or otherwise contributing in some way to the development of the dataset. Multiple contributors can be added through the use of the ‘Add’ button.

''' - Type:''' The Type of contributor can be selected from the drop down menu as appropriate for their role.

''' - Name:''' Enter the family, given or organisational name of the contributor.

'''Grant Information:''' Where the research has been funded through the provision of a grant, the details should be entered in the appropriate fields.

''' - Grant Agency:''' The name of the agency who provided the grant or contract for the research is to be entered here, for example the Australian Research Council (ARC).

''' - Grant Number:''' The grant or contract number of the project that sponsored the research should be entered here.

'''Distributor:''' As the organisation designated by the producer or [[Glossary of Terms|Data Owner]] to disseminate the data under the License Agreement, the Australian Data Archive will be the default distributor for all ADA Dataverse datasets.

''' - Distributor Name:''' Should always be entered as “The Australian Data Archive” or “The Australian Business Data Archive” as appropriate..

''' - Affiliation:''' Should always be entered as “The Australian National University (The ANU)”.

''' - Abbreviation:''' Should always be entered as “The ADA”.

''' - URL:''' Should always be https://ada.edu.au

''' - Logo URL:''' This field should be populated with the URL that takes you to the distributors’ web-accessible logo. For the ADA, use: https://ada.edu.au/wp-content/uploads/2020/11/ADA-PRIMARY-INLINE-300.jpg

'''Distribution Date:''' This date should reflect the date that the data was made available for distribution via Dataverse by the ADA, otherwise known as the published date. Note: There will be a delay between this date and the Deposit Date, due to the work required by ADA Staff to check, and where required, to rectify with the depositor, any issues recorded. This information will be added by ADA Staff as part of their publishing activity.

'''Depositor:''' The person (Family Name, Given Name) or the name of the organisation that deposited this dataset to the repository.

'''Deposit Date:''' This date should reflect the date that the data was made available to the ADA for review. For Self-Deposits, this should be the date that the depositor notified the ADA Staff that the data was ready for review.

'''Time Period Covered:''' The time to which the data refers and not the dates of coding or making the documents machine-readable etc… Also known as the span of the data. Appropriate start and end dates should be entered for the data.

'''Date of Collection:''' These fields correspond to the start and end dates of the data collection period.

'''Kind of Data:''' This field should describe the type of data that is included within the file(s). Common examples include: Survey Data, Census or Enumeration Data, Clinical Data, Aggregate Data, Event or Transaction Data, Program Source Code, Machine-Readable Text, Administrative Records Data, Experimental Data, Psychological Test, Textual Data, Coded Textual Data, Coded Documents, Time Budget Diaries, Observation Data and Ratings, Process-Produced Data etc…Where multiple data types are present, the ‘Add’ button should be used to enter additional values.

'''Series:''' If the dataset is part of a series of data, for example a longitudinal study such as the National Drug Strategy Household Survey, then the Name of the Series and any additional information such as a history of the series and a summary of those features that apply to the series as a whole should be entered.

'''Software:''' Information about the software and the version used to generate the dataset should be entered here, for example SPSS Version 25.0. This information is important as it may help to assist ADA Staff with solving problems when issues with datasets are discovered. Knowledge of the type and version of the software used to create the original dataset may help staff to identify the root cause of issues sooner, particularly where there are known functionality losses or issues between versions.

'''Related Material:''' Enter details of any relevant material related to this dataset other than publications that have been entered previously. This should include details of material that has been uploaded as Supporting Information to the dataset.

'''Related Datasets:''' Where other datasets exist that are related to this Dataset, such as previous research on the subject, or previous polls if part of a series, their details should be entered here.

'''Other References:''' This field allows other references that would serve as background to the dataset, and that have not been listed elsewhere in the Citation Metadata, to be captured and recorded.

'''Data Sources:''' Data sources should include lists of books, articles, serials, journals, or machine-readable data files that served as the sources of the data collection. This and the source fields listed below will all help to support users of the dataset in locating the materials and accessing them appropriately.

'''Origin of Sources:''' For historical materials, information about the origins of the sources and the rules followed in establishing the source should be specified.

'''Characteristic of Sources Noted:''' An assessment of any characteristics associated with the sources should be entered here.

'''Documentation and Access to Sources:''' The level of documentation of the original sources and the access to them should be identified here.

= ADA Geospatial Metadata fields =
Specific Guidance regarding what information is required under the Geospatial Metadata Fields can be accessed through the page:

*[[Geospatial Metadata field information]]

= ADA Social Science and Humanities Metadata fields =
Specific Guidance regarding what information is required under the Social Science and Humanities Metadata Fields can be accessed through the page:

*[[Social Science and Humanities Metadata field information]]

Non-mandatory Metadata fields information

2020-08-07T01:05:33Z

Dahaddican:

*[[4. Population of 'Shell Dataverse & Dataset']]
Post-Uploading Activity
**[[Adding File Tags and Description Notes]]
**[[Editing and Entering Metadata]]
***[[Non-mandatory Metadata fields information]]
***[[Geospatial Metadata field information]]
***[[Social Science and Humanities Metadata field information]]
**[[Setting Access Restrictions]]
**[[Completion of License Document Suite]]
***[[The License Agreement Form.]]
****[[Download License Agreement Form]]
***[[The License Terms and Conditions of Use]]
****[[Download Terms and Conditions of Use (Undertaking Form) Selection Information]] document
***[[The License Access Guestbook]]
****[[Download License Access Guestbook Selection Information]] document
**[[Notify the ADA that the Self-Deposit process has been completed]]

There are a number of Non-mandatory Metadata fields to be populated by the [[Glossary of Terms|Data Owner]] where the information is both known and relevant. Remember, the richer the metadata entered here, the greater the potential to find your work and therefore the greater chance that it will be re-used and cited. Good metadata supports FAIR data, that is making data Findable, Accessible, Interoperable and Reusable.

All of these fields may require updating post any ADA Staff quality assurance checking of the dataset. Where required, ADA Staff will identify issues through the Processing Report. Where changes are required, you may be asked to complete these directly into the dataset, but in some cases the ADA Staff may make the change with your approval if it is easier to do so.

= Metadata schema =
Many Social Science fields have their own preferred metadata schema's and these can vary from discipline to discipline. Although the ADA has traditionally used Australian Public Affairs information System (APAIS) Thesaurus for annotating key words, the terms are no longer updated and therefore you may wish to use another that is more current and /or suited to your field. To assist you with selecting an appropriate schema the [https://rdamsc.bath.ac.uk/ RDM Metadata Standards Catalogue] can be used.

= ADA Dataverse DEPOSIT Non-Mandatory Fields =
Needless to say, although the fields below are not mandated or indeed required to generate the DOI for the dataset(s), the richer and more accurate the metadata, then the easier it is to locate using the Dataverse search function or through the ARDC harvested metadata. The richness of data also allows secondary users to understand the content without necessarily having to review the entire data. This means the likelihood of reuse and subsequent citation of the data is far greater. In addition, the Portage Network also offers guidance on the general citation block for Dataverse which includes a worked example. This information can be found on the [https://portagenetwork.ca/portage-training-resources/ Portage Training Resources] area under the Metadata Guidance option.

The Non-mandatory fields consist of:

'''Subtitle:''' This is a secondary title used to amplify or state certain limitations on the main title.

'''Alternative Title:''' A title by which the work is commonly referred, or an abbreviation of the title. For example the Australian Election Study is commonly referred to as the AES, likewise the National Drug Strategy Household Survey Database is also referred to as NDSHS.

'''Alternative URL:''' Some depositors may also have personal or project websites where the dataset or other information relating to the dataset may be found. This field provides the ability to add the URL of the location to allow users to navigate quickly to the desired site. For example, the AES can also be found at [[https://australianelectionstudy.org/ https://australianelectionstudy.org]].

'''Other ID:''' This field should be populated with the words "Australian Data Archive" in the Agency field and the unique ADAID Number (generated by ADAPT) in the Identifier field. If the ADAID is not known at the time of populating the metadata, it will be entered by the ADA Staff prior to publishing when the Submission Information Package (SIP) is deposited to the archive file structure.

'''Keyword Fields:''' Keywords are the terms that are used to describe the most important aspects of the dataset. They consist of the Term, Vocabulary and Vocabulary URL fields. Key words should conform to a Controlled Vocabulary or Schema and should be referenced accordingly.
Historically ADA users have used the [https://vocabularyserver.com/apais/ Australian Public Affairs Information Service (APAIS)] Thesaurus, although it is noted that this is no longer updated and therefore the alternative sources listed below should also be considered in addition to those listed in the [https://rdamsc.bath.ac.uk/ RDA Metadata Standards Catalogue].

Amongst the commonly used alternatives are the [https://www.abs.gov.au/Ausstats/abs@.nsf/Latestproducts/4AE1B46AE2048A28CA25741800044242?opendocument Australian and New Zealand Standard Research Classification (ANZSRC)] codes, these codes are currently under review by the Australian Bureau of Statistics (ABS) but are also used by the Australian Research Data Commons (ARDC) for harvesting purposes (see Topic Classification Fields below), expanding the potential cadre of researchers that your data will be visible to. Other codes suitable for and commonly used include: the [https://elsst.ukdataservice.ac.uk/ European Language Social Science Thesaurus (ELSST)], the [http://www.ddialliance.org/controlled-vocabularies Document, Discover and Interoperate (DDI)] controlled vocabulary and the [https://vocabularies.cessda.eu/#!discover Consortium of European Social Science Data Archives (CESSDA)] controlled vocabulary.

Additional resources are available to [[Glossary of Terms|Data Owners]] when populating the dataset metadata, this guidance can be found at the Australian National Data Service (ANDS) guides and resources under Vocabularies and Research Data. Each additional keyword can be added through the use of the ‘Add’ button.

For each Keyword Field you should enter the following information:

''' - Term:''' The key terms that describe important aspects of the dataset. These can be used for building keyword indexes and/or for classification and retrieval purposes. The Term should be listed from within a Controlled Vocabulary where possible.

''' - Vocabulary:''' Specify in this field the keyword Controlled Vocabulary in use for the Term, such as APAIS, ELSST, LCSH, MeSH etc…

''' - Vocabulary URL:''' This field allows you to point to the web presence that describes the keyword Controlled Vocabulary, if appropriate. Enter an absolute URL where the keyword Controlled Vocabulary web site is available, such as https://www.nlm.nih.gov/mesh/meshhome.html.

An example of completed Keyword Information is provided below.
[[File:Keyword Field Example.JPG|center]]

'''Topic Classification Fields:''' The Topic Classification Fields are very similar to the Keyword Fields introduced above. However, these are used to harvest metadata to the Australian Research Data Commons (ARDC) and therefore expand the potential exposure of your dataset to other researchers. The ANZSRC Field of Research (FoR) Codes are the chosen means of transmitting this information. The correct entry of the FoR Codes will be checked by ADA Staff during the deposit review. No other information should be entered into these fields.

''' - Term:''' This field should be populated with a four or six-digit ANZSRC code followed by the corresponding Description. For example 160601 – Australian Government and Politics.

''' - Vocabulary:''' This field should be populated with the words “ANZSRC FoR Code”.

''' - Vocabulary URL:''' The URL to the appropriate ANZSRC FoR Codes should be entered here. For example, the corresponding Vocabulary URL for the Term 160601 listed above is under Division 16 Studies in Human Society: https://www.abs.gov.au/Ausstats/abs@.nsf/Latestproducts/714A4097B142E9BDCA2574180004B0A1?opendocument

As a minimum use the top level FoR Code for the ANZSRC at: https://www.abs.gov.au/Ausstats/abs@.nsf/Latestproducts/4AE1B46AE2048A28CA25741800044242?opendocument

The ABS hosted ANZFoR Codes can be found at:
https://www.abs.gov.au/Ausstats/abs@.nsf/Latestproducts/6BB427AB9696C225CA2574180004463E?opendocument

''FoR Codes EXAMPLE'' - classification ranges from broad (2 digit) to narrow (6 digit)

:: 2 digit - FoR code = 16 DIVISION 16 STUDIES IN HUMAN SOCIETY http://purl.org/au-research/vocabulary/anzsrc-for/2008/16
:: 4 digit - FoR code = 1608 SOCIOLOGY http://purl.org/au-research/vocabulary/anzsrc-for/2008/1608
:: 6 digit - FoR code = 160809 Sociology of Education http://purl.org/au-research/vocabulary/anzsrc-for/2008/160809

''EXAMPLE'' of completing the ‘Topic Classification’ DDI Metadata field:

*Term: Studies in Human Society
*Vocabulary: ANZSRC FoR
*Vocabulary URL: http://purl.org/au-research/vocabulary/anzsrc-for/2008/16 (PURL)

'''Related Publication:''' Where publications exist that use the data from the dataset, they can be referenced here. More than one related publication may be added through the use of the ‘Add’ button. This does not include related datasets; a separate field exists for linking these.

''' - ID Type:''' The drop down selection gives you a choice of the most common types of digital identifier used for publications, for example DOI.

''' - Citation:''' The full bibliographic citation for the related publication should be entered here.

''' - ID Number:''' The identifier for the selected ID type should be added.

''' - URL:''' A link to the publication web page, such as a journal article page or archive record page should be provided here.

'''Notes:''' Any important additional information about the dataset should be entered here, this may include a brief summary of any changes between dataset versions if this is an update to a previous deposit. Of particular importance here is information pertaining to the Copyright and the Ethics approvals. As this field shows up in the Header Box for the Dataset, it is restricted to important information only.

The copyright statement should be entered in the following format within tags so that it can be migrated to a DDI field: “Copyright © Year of first publication, name of copyright owner. All rights reserved.”

The copyright remains with the person or organisation responsible for the study, even after it is deposited with the ADA. Through signing the License Agreement Form, the copyright owner grants the ADA with the non-exclusive license to make copies and redistribute the data.

An example of the text string with tabs that should be entered is provided below:

<nowiki>Copyright: Copyright © 2019, Name of Copyright Owner. All rights reserved. </nowiki>

This will create the following text in the dataset ''"Copyright © 2019, Name of Copyright Owner. All rights reserved."''

'''Language:''' The primary language of the dataset should be entered here. For images or datasets that do not contain written language then the language used in the descriptive text offered as Supporting Documents should be entered. For the majority of depositors this will be English.

'''Producer:''' A series of fields are available for the entry of producer details. The ADA do not routinely use these fields as specific details are added under the Contributor Fields below. In the event that the dataset is being populated by a third-party on behalf of the Data Owner, the details of the person or organisation entering the metadata can be entered here.

''' - Name:''' Dataset Producer Name

''' - Affiliation:''' The Organisation with which the dataset producer is affiliated.

''' - Abbreviation:''' The abbreviation by which the producer is commonly known (for example The ANU or ICPSR).

''' - URL:''' The Producer URL points to the dataset producer’s web presence, if appropriate.

''' - Logo URL:''' Where applicable, this field should be populated with the URL that takes you to the dataset producer’s web-accessible logo.

'''Production Date:''' This date should reflect the date of the data collection or when the materials were produced (not distributed, published or archived).

'''Production Place:''' This should identify the location where the data collection and any related materials were produced.

'''Contributor:''' These fields provide a location for the entry of any significant contributors or collaborators who assisted in the creation of the material. The details may identify an organization or person responsible for either collecting, managing, or otherwise contributing in some way to the development of the dataset. Multiple contributors can be added through the use of the ‘Add’ button.

''' - Type:''' The Type of contributor can be selected from the drop down menu as appropriate for their role.

''' - Name:''' Enter the family, given or organisational name of the contributor.

'''Grant Information:''' Where the research has been funded through the provision of a grant, the details should be entered in the appropriate fields.

''' - Grant Agency:''' The name of the agency who provided the grant or contract for the research is to be entered here, for example the Australian Research Council (ARC).

''' - Grant Number:''' The grant or contract number of the project that sponsored the research should be entered here.

'''Distributor:''' As the organisation designated by the producer or [[Glossary of Terms|Data Owner]] to disseminate the data under the License Agreement, the Australian Data Archive will be the default distributor for all ADA Dataverse datasets.

''' - Distributor Name:''' Should always be entered as “The Australian Data Archive” or “The Australian Business Data Archive” as appropriate..

''' - Affiliation:''' Should always be entered as “The Australian National University (The ANU)”.

''' - Abbreviation:''' Should always be entered as “The ADA”.

''' - URL:''' Should always be https://ada.edu.au

''' - Logo URL:''' This field should be populated with the URL that takes you to the distributors’ web-accessible logo. The ADA do not currently have this and this field should remain blank.

'''Distribution Date:''' This date should reflect the date that the data was made available for distribution via Dataverse by the ADA, otherwise known as the published date. Note: There will be a delay between this date and the Deposit Date, due to the work required by ADA Staff to check, and where required, to rectify with the depositor, any issues recorded. This information will be added by ADA Staff as part of their publishing activity.

'''Depositor:''' The person (Family Name, Given Name) or the name of the organisation that deposited this dataset to the repository.

'''Deposit Date:''' This date should reflect the date that the data was made available to the ADA for review. For Self-Deposits, this should be the date that the depositor notified the ADA Staff that the data was ready for review.

'''Time Period Covered:''' The time to which the data refers and not the dates of coding or making the documents machine-readable etc… Also known as the span of the data. Appropriate start and end dates should be entered for the data.

'''Date of Collection:''' These fields correspond to the start and end dates of the data collection period.

'''Kind of Data:''' This field should describe the type of data that is included within the file(s). Common examples include: Survey Data, Census or Enumeration Data, Clinical Data, Aggregate Data, Event or Transaction Data, Program Source Code, Machine-Readable Text, Administrative Records Data, Experimental Data, Psychological Test, Textual Data, Coded Textual Data, Coded Documents, Time Budget Diaries, Observation Data and Ratings, Process-Produced Data etc…Where multiple data types are present, the ‘Add’ button should be used to enter additional values.

'''Series:''' If the dataset is part of a series of data, for example a longitudinal study such as the National Drug Strategy Household Survey, then the Name of the Series and any additional information such as a history of the series and a summary of those features that apply to the series as a whole should be entered.

'''Software:''' Information about the software and the version used to generate the dataset should be entered here, for example SPSS Version 25.0. This information is important as it may help to assist ADA Staff with solving problems when issues with datasets are discovered. Knowledge of the type and version of the software used to create the original dataset may help staff to identify the root cause of issues sooner, particularly where there are known functionality losses or issues between versions.

'''Related Material:''' Enter details of any relevant material related to this dataset other than publications that have been entered previously. This should include details of material that has been uploaded as Supporting Information to the dataset.

'''Related Datasets:''' Where other datasets exist that are related to this Dataset, such as previous research on the subject, or previous polls if part of a series, their details should be entered here.

'''Other References:''' This field allows other references that would serve as background to the dataset, and that have not been listed elsewhere in the Citation Metadata, to be captured and recorded.

'''Data Sources:''' Data sources should include lists of books, articles, serials, journals, or machine-readable data files that served as the sources of the data collection. This and the source fields listed below will all help to support users of the dataset in locating the materials and accessing them appropriately.

'''Origin of Sources:''' For historical materials, information about the origins of the sources and the rules followed in establishing the source should be specified.

'''Characteristic of Sources Noted:''' An assessment of any characteristics associated with the sources should be entered here.

'''Documentation and Access to Sources:''' The level of documentation of the original sources and the access to them should be identified here.

= ADA Geospatial Metadata fields =
Specific Guidance regarding what information is required under the Geospatial Metadata Fields can be accessed through the page:

*[[Geospatial Metadata field information]]

= ADA Social Science and Humanities Metadata fields =
Specific Guidance regarding what information is required under the Social Science and Humanities Metadata Fields can be accessed through the page:

*[[Social Science and Humanities Metadata field information]]

Non-mandatory Metadata fields information

2020-08-07T01:02:19Z

Dahaddican:

*[[4. Population of 'Shell Dataverse & Dataset']]
Post-Uploading Activity
**[[Adding File Tags and Description Notes]]
**[[Editing and Entering Metadata]]
***[[Non-mandatory Metadata fields information]]
***[[Geospatial Metadata field information]]
***[[Social Science and Humanities Metadata field information]]
**[[Setting Access Restrictions]]
**[[Completion of License Document Suite]]
***[[The License Agreement Form.]]
****[[Download License Agreement Form]]
***[[The License Terms and Conditions of Use]]
****[[Download Terms and Conditions of Use (Undertaking Form) Selection Information]] document
***[[The License Access Guestbook]]
****[[Download License Access Guestbook Selection Information]] document
**[[Notify the ADA that the Self-Deposit process has been completed]]

There are a number of Non-mandatory Metadata fields to be populated by the [[Glossary of Terms|Data Owner]] where the information is both known and relevant. Remember, the richer the metadata entered here, the greater the potential to find your work and therefore the greater chance that it will be re-used and cited. Good metadata supports FAIR data, that is making data Findable, Accessible, Interoperable and Reusable.

All of these fields may require updating post any ADA Staff quality assurance checking of the dataset. Where required, ADA Staff will identify issues through the Processing Report. Where changes are required, you may be asked to complete these directly into the dataset, but in some cases the ADA Staff may make the change with your approval if it is easier to do so.

= Metadata schema =
Many Social Science fields have their own preferred metadata schema's and these can vary from discipline to discipline. Although the ADA has traditionally used Australian Public Affairs information System (APAIS) Thesaurus for annotating key words, the terms are no longer updated and therefore you may wish to use another that is more current and /or suited to your field. To assist you with selecting an appropriate schema the [https://rdamsc.bath.ac.uk/ RDM Metadata Standards Catalogue] can be used.

= ADA Dataverse DEPOSIT Non-Mandatory Fields =
Needless to say, although the fields below are not mandated or indeed required to generate the DOI for the dataset(s), the richer and more accurate the metadata, then the easier it is to locate using the Dataverse search function or through the ARDC harvested metadata. The richness of data also allows secondary users to understand the content without necessarily having to review the entire data. This means the likelihood of reuse and subsequent citation of the data is far greater. In addition, the Portage Network also offers guidance on the general citation block for Dataverse which includes a worked example. This information can be found on the [https://portagenetwork.ca/portage-training-resources/ Portage Training Resources] area under the Metadata Guidance option.

The Non-mandatory fields consist of:

'''Subtitle:''' This is a secondary title used to amplify or state certain limitations on the main title.

'''Alternative Title:''' A title by which the work is commonly referred, or an abbreviation of the title. For example the Australian Election Study is commonly referred to as the AES, likewise the National Drug Strategy Household Survey Database is also referred to as NDSHS.

'''Alternative URL:''' Some depositors may also have personal or project websites where the dataset or other information relating to the dataset may be found. This field provides the ability to add the URL of the location to allow users to navigate quickly to the desired site. For example, the AES can also be found at [[https://australianelectionstudy.org/ https://australianelectionstudy.org]].

'''Other ID:''' This field should be populated with the words "Australian Data Archive" in the Agency field and the unique ADAID Number (generated by ADAPT) in the Identifier field. If the ADAID is not known at the time of populating the metadata, it will be entered by the ADA Staff prior to publishing when the Submission Information Package (SIP) is deposited to the archive file structure.

'''Keyword Fields:''' Keywords are the terms that are used to describe the most important aspects of the dataset. They consist of the Term, Vocabulary and Vocabulary URL fields. Key words should conform to a Controlled Vocabulary or Schema and should be referenced accordingly.
Historically ADA users have used the [https://vocabularyserver.com/apais/ Australian Public Affairs Information Service (APAIS)] Thesaurus, although it is noted that this is no longer updated and therefore the alternative sources listed below should also be considered in addition to those listed in the [https://rdamsc.bath.ac.uk/ RDA Metadata Standards Catalogue].

Amongst the commonly used alternatives are the [https://www.abs.gov.au/Ausstats/abs@.nsf/Latestproducts/4AE1B46AE2048A28CA25741800044242?opendocument Australian and New Zealand Standard Research Classification (ANZSRC)] codes, these codes are currently under review by the Australian Bureau of Statistics (ABS) but are also used by the Australian Research Data Commons (ARDC) for harvesting purposes (see Topic Classification Fields below), expanding the potential cadre of researchers that your data will be visible to. Other codes suitable for and commonly used include: the [https://elsst.ukdataservice.ac.uk/ European Language Social Science Thesaurus (ELSST)], the [http://www.ddialliance.org/controlled-vocabularies Document, Discover and Interoperate (DDI)] controlled vocabulary and the [https://vocabularies.cessda.eu/#!discover Consortium of European Social Science Data Archives (CESSDA)] controlled vocabulary.

Additional resources are available to [[Glossary of Terms|Data Owners]] when populating the dataset metadata, this guidance can be found at the Australian National Data Service (ANDS) guides and resources under Vocabularies and Research Data. Each additional keyword can be added through the use of the ‘Add’ button.

For each Keyword Field you should enter the following information:

''' - Term:''' The key terms that describe important aspects of the dataset. These can be used for building keyword indexes and/or for classification and retrieval purposes. The Term should be listed from within a Controlled Vocabulary where possible.

''' - Vocabulary:''' Specify in this field the keyword Controlled Vocabulary in use for the Term, such as APAIS, ELSST, LCSH, MeSH etc…

''' - Vocabulary URL:''' This field allows you to point to the web presence that describes the keyword Controlled Vocabulary, if appropriate. Enter an absolute URL where the keyword Controlled Vocabulary web site is available, such as https://www.nlm.nih.gov/mesh/meshhome.html.

An example of completed Keyword Information is provided below.
[[File:Keyword Field Example.JPG|center]]

'''Topic Classification Fields:''' The Topic Classification Fields are very similar to the Keyword Fields introduced above. However, these are used to harvest metadata to the Australian Research Data Commons (ARDC) and therefore expand the potential exposure of your dataset to other researchers. The ANZSRC Field of Research (FoR) Codes are the chosen means of transmitting this information. The correct entry of the FoR Codes will be checked by ADA Staff during the deposit review. No other information should be entered into these fields.

''' - Term:''' This field should be populated with a four or six-digit ANZSRC code followed by the corresponding Description. For example 160601 – Australian Government and Politics.

''' - Vocabulary:''' This field should be populated with the words “ANZSRC FoR Code”.

''' - Vocabulary URL:''' The URL to the appropriate ANZSRC FoR Codes should be entered here. For example, the corresponding Vocabulary URL for the Term 160601 listed above is under Division 16 Studies in Human Society: https://www.abs.gov.au/Ausstats/abs@.nsf/Latestproducts/714A4097B142E9BDCA2574180004B0A1?opendocument

As a minimum use the top level FoR Code for the ANZSRC at: https://www.abs.gov.au/Ausstats/abs@.nsf/Latestproducts/4AE1B46AE2048A28CA25741800044242?opendocument

The ABS hosted ANZFoR Codes can be found at:
https://www.abs.gov.au/Ausstats/abs@.nsf/Latestproducts/6BB427AB9696C225CA2574180004463E?opendocument

'''''FoR Codes EXAMPLE - classification ranges from broad (2 digit) to narrow (6 digit) '''''

:: 2 digit - FoR code = 16 DIVISION 16 STUDIES IN HUMAN SOCIETY http://purl.org/au-research/vocabulary/anzsrc-for/2008/16
:: 4 digit - FoR code = 1608 SOCIOLOGY http://purl.org/au-research/vocabulary/anzsrc-for/2008/1608
:: 6 digit - FoR code = 160809 Sociology of Education http://purl.org/au-research/vocabulary/anzsrc-for/2008/160809

'''EXAMPLE''' of completing the ‘Topic Classification’ DDI Metadata field:

*Term: Studies in Human Society
*Vocabulary: ANZSRC FoR
*Vocabulary URL: http://purl.org/au-research/vocabulary/anzsrc-for/2008/16 (PURL)

'''Screen shot of Dataverse EDIT metadata'''
[[File:Topic classification edit metadata.JPG]]

'''Screen shot of Dataverse published page'''
[[File:Topic classification.JPG]]

'''Related Publication:''' Where publications exist that use the data from the dataset, they can be referenced here. More than one related publication may be added through the use of the ‘Add’ button. This does not include related datasets; a separate field exists for linking these.

''' - ID Type:''' The drop down selection gives you a choice of the most common types of digital identifier used for publications, for example DOI.

''' - Citation:''' The full bibliographic citation for the related publication should be entered here.

''' - ID Number:''' The identifier for the selected ID type should be added.

''' - URL:''' A link to the publication web page, such as a journal article page or archive record page should be provided here.

'''Notes:''' Any important additional information about the dataset should be entered here, this may include a brief summary of any changes between dataset versions if this is an update to a previous deposit. Of particular importance here is information pertaining to the Copyright and the Ethics approvals. As this field shows up in the Header Box for the Dataset, it is restricted to important information only.

The copyright statement should be entered in the following format within tags so that it can be migrated to a DDI field: “Copyright © Year of first publication, name of copyright owner. All rights reserved.”

The copyright remains with the person or organisation responsible for the study, even after it is deposited with the ADA. Through signing the License Agreement Form, the copyright owner grants the ADA with the non-exclusive license to make copies and redistribute the data.

An example of the text string with tabs that should be entered is provided below:

<nowiki>Copyright: Copyright © 2019, Name of Copyright Owner. All rights reserved. </nowiki>

This will create the following text in the dataset ''"Copyright © 2019, Name of Copyright Owner. All rights reserved."''

'''Language:''' The primary language of the dataset should be entered here. For images or datasets that do not contain written language then the language used in the descriptive text offered as Supporting Documents should be entered. For the majority of depositors this will be English.

'''Producer:''' A series of fields are available for the entry of producer details. The ADA do not routinely use these fields as specific details are added under the Contributor Fields below. In the event that the dataset is being populated by a third-party on behalf of the Data Owner, the details of the person or organisation entering the metadata can be entered here.

''' - Name:''' Dataset Producer Name

''' - Affiliation:''' The Organisation with which the dataset producer is affiliated.

''' - Abbreviation:''' The abbreviation by which the producer is commonly known (for example The ANU or ICPSR).

''' - URL:''' The Producer URL points to the dataset producer’s web presence, if appropriate.

''' - Logo URL:''' Where applicable, this field should be populated with the URL that takes you to the dataset producer’s web-accessible logo.

'''Production Date:''' This date should reflect the date of the data collection or when the materials were produced (not distributed, published or archived).

'''Production Place:''' This should identify the location where the data collection and any related materials were produced.

'''Contributor:''' These fields provide a location for the entry of any significant contributors or collaborators who assisted in the creation of the material. The details may identify an organization or person responsible for either collecting, managing, or otherwise contributing in some way to the development of the dataset. Multiple contributors can be added through the use of the ‘Add’ button.

''' - Type:''' The Type of contributor can be selected from the drop down menu as appropriate for their role.

''' - Name:''' Enter the family, given or organisational name of the contributor.

'''Grant Information:''' Where the research has been funded through the provision of a grant, the details should be entered in the appropriate fields.

''' - Grant Agency:''' The name of the agency who provided the grant or contract for the research is to be entered here, for example the Australian Research Council (ARC).

''' - Grant Number:''' The grant or contract number of the project that sponsored the research should be entered here.

'''Distributor:''' As the organisation designated by the producer or [[Glossary of Terms|Data Owner]] to disseminate the data under the License Agreement, the Australian Data Archive will be the default distributor for all ADA Dataverse datasets.

''' - Distributor Name:''' Should always be entered as “The Australian Data Archive” or “The Australian Business Data Archive” as appropriate..

''' - Affiliation:''' Should always be entered as “The Australian National University (The ANU)”.

''' - Abbreviation:''' Should always be entered as “The ADA”.

''' - URL:''' Should always be https://ada.edu.au

''' - Logo URL:''' This field should be populated with the URL that takes you to the distributors’ web-accessible logo. The ADA do not currently have this and this field should remain blank.

'''Distribution Date:''' This date should reflect the date that the data was made available for distribution via Dataverse by the ADA, otherwise known as the published date. Note: There will be a delay between this date and the Deposit Date, due to the work required by ADA Staff to check, and where required, to rectify with the depositor, any issues recorded. This information will be added by ADA Staff as part of their publishing activity.

'''Depositor:''' The person (Family Name, Given Name) or the name of the organisation that deposited this dataset to the repository.

'''Deposit Date:''' This date should reflect the date that the data was made available to the ADA for review. For Self-Deposits, this should be the date that the depositor notified the ADA Staff that the data was ready for review.

'''Time Period Covered:''' The time to which the data refers and not the dates of coding or making the documents machine-readable etc… Also known as the span of the data. Appropriate start and end dates should be entered for the data.

'''Date of Collection:''' These fields correspond to the start and end dates of the data collection period.

'''Kind of Data:''' This field should describe the type of data that is included within the file(s). Common examples include: Survey Data, Census or Enumeration Data, Clinical Data, Aggregate Data, Event or Transaction Data, Program Source Code, Machine-Readable Text, Administrative Records Data, Experimental Data, Psychological Test, Textual Data, Coded Textual Data, Coded Documents, Time Budget Diaries, Observation Data and Ratings, Process-Produced Data etc…Where multiple data types are present, the ‘Add’ button should be used to enter additional values.

'''Series:''' If the dataset is part of a series of data, for example a longitudinal study such as the National Drug Strategy Household Survey, then the Name of the Series and any additional information such as a history of the series and a summary of those features that apply to the series as a whole should be entered.

'''Software:''' Information about the software and the version used to generate the dataset should be entered here, for example SPSS Version 25.0. This information is important as it may help to assist ADA Staff with solving problems when issues with datasets are discovered. Knowledge of the type and version of the software used to create the original dataset may help staff to identify the root cause of issues sooner, particularly where there are known functionality losses or issues between versions.

'''Related Material:''' Enter details of any relevant material related to this dataset other than publications that have been entered previously. This should include details of material that has been uploaded as Supporting Information to the dataset.

'''Related Datasets:''' Where other datasets exist that are related to this Dataset, such as previous research on the subject, or previous polls if part of a series, their details should be entered here.

'''Other References:''' This field allows other references that would serve as background to the dataset, and that have not been listed elsewhere in the Citation Metadata, to be captured and recorded.

'''Data Sources:''' Data sources should include lists of books, articles, serials, journals, or machine-readable data files that served as the sources of the data collection. This and the source fields listed below will all help to support users of the dataset in locating the materials and accessing them appropriately.

'''Origin of Sources:''' For historical materials, information about the origins of the sources and the rules followed in establishing the source should be specified.

'''Characteristic of Sources Noted:''' An assessment of any characteristics associated with the sources should be entered here.

'''Documentation and Access to Sources:''' The level of documentation of the original sources and the access to them should be identified here.

= ADA Geospatial Metadata fields =
Specific Guidance regarding what information is required under the Geospatial Metadata Fields can be accessed through the page:

*[[Geospatial Metadata field information]]

= ADA Social Science and Humanities Metadata fields =
Specific Guidance regarding what information is required under the Social Science and Humanities Metadata Fields can be accessed through the page:

*[[Social Science and Humanities Metadata field information]]

The License Terms and Conditions of Use

2020-05-08T03:14:30Z

Dahaddican: /* Download the Terms and Conditions of Use (Undertaking Form) Selection Information document */

The License Agreement Form.

2020-05-06T00:20:43Z

Dahaddican: /* Download the License Agreement Form */

The License Terms and Conditions of Use

2020-05-06T00:20:25Z

Dahaddican: /* Download the Terms and Conditions of Use (Undertaking Form) Selection Information document */

The License Access Guestbook

2020-05-06T00:20:07Z

Dahaddican: /* Download the License Access Guestbook */

The License Agreement Form.

2020-05-06T00:19:05Z

Dahaddican: /* Download the License Agreement Form */

The License Terms and Conditions of Use

2020-05-06T00:18:17Z

Dahaddican: /* Download the Terms and Conditions of Use (Undertaking Form) Selection Information document */

The License Agreement Form.

2020-05-06T00:15:37Z

Dahaddican:

ADA Collection Policy

2020-03-26T23:19:02Z

Dahaddican: /* Designated Community */

*[[1. ADA Collection Policy Criteria Assessment]]
**[[ADA Collection Policy]]
**[[Request to Deposit Data with ADA]]
**[[Contact the ADA]]
= Introduction =

This page describes the Collection Policy for the Australian Data Archive (ADA). The policy aims to provide both staff and potential depositors with general guidance regarding the types of data that the ADA will accept for curation, preservation and subsequent dissemination through Dataverse.

= Mission =
The ADA provides a national service for the collection and preservation of digital research data; primarily in the area of Social Science (Social, Political and Economic affairs), disseminating this data for secondary analysis by academic researchers and other users. This remit also encompasses research in the Medical, Environmental and Human Science disciplines, covering a large variety of research fields.
Specific Longitudinal Studies are also curated by the ADA, ensuring that consistency of rigour is applied to these works throughout their lifecycle.

= Designated Community =
The ADA provides services to a wide variety of public, commercial and academic users in the university, government and other sectors. The archives holdings naturally reflecting the designated community. The most common being the academic cohort, consisting of students and academic researchers.

Specialist services can be provided within specific subject areas, including Indigenous studies, electoral behaviour, criminology and some humanities disciplines. This extends to specific data types, including quantitative, qualitative, longitudinal, time series and panel data, and historical statistics. For further information on the services available it is recommended that the [[Contact the ADA|ADA be contacted]] to discuss the requirements in advance.

To support this varied community the ADA caters for a number of common data formats for both Quantitative and Qualitative data that are typically requested by the community. The formats are split into preferred and other acceptable formats, although the ADA continue to add to this list as new formats become available.

Future development will also see a specific Business and Economics Data Archive for the collection, preservation and dissemination of Australian business and economics data.

= Collection Categories =
Every set of data that is submitted to the ADA is different and will therefore be assessed on a case-by-case basis. Sometimes an interesting survey with aggregate data may be more attractive and valuable in terms of secondary use than a data rich respondent level survey in a subject already well researched, thus the guidelines below are not exhaustive. However, for guidance, the ADA focuses its acquisition effort on the following types of data in an approximate order of priority:

: A. Longitudinal Social Science studies that already form part of the collection and require continued curation by ADA staff for continuity of outputs.
: B. Social Science, digital subject/respondent-level data from surveys and polls etc…, in an [[Preferred Deposit Formats|ADA preferred format type]] offering the maximum potential for secondary analysis.
: C. Social Science, digital data from other sources, in an [[Preferred Deposit Formats|ADA preferred format type]], offering the maximum potential for secondary analysis.
: D. Social Science, digital subject/respondent-level data from surveys and polls etc…, in a [[Preferred Deposit Formats|non-ADA preferred format type]] but offering some potential for secondary analysis.
: E. Social Science, digital data from other sources, in a [[Preferred Deposit Formats|non-ADA preferred format type]] but offering some potential for secondary analysis.
: F. Non-Social Science, digital subject/respondent-level data from surveys and polls, in an [[Preferred Deposit Formats|ADA preferred format type]] offering the maximum potential for secondary analysis.
: G. Non-Social Science, digital subject/respondent-level data from surveys and polls etc…, in a [[Preferred Deposit Formats|non-ADA preferred format type]] but offering some potential for secondary analysis.

The ADA Dataverse Catalogue can be found at [[https://dataverse.ada.edu.au/ https://dataverse.ada.edu.au/]]. Here you will be able to review the many holdings via the ADA Dataverse PRODUCE site.

= Collection Criteria =
== Subject Matter ==
Submissions must be of current value or of potential historical interest to the ADA. The subject matter being in either the Social, Political or Economic areas, and their many affiliated research fields. The ADA will also accept full project data and not just the data associated with a publication release, which is often only a small subset of the actual data available.

== Secondary Analysis Potential ==
Submissions must have the potential for secondary analysis to be conducted, using the digital data files and their supporting materiel. There may be potential for online analysis of some submissions in the future. Submissions do not need to be made publicly available [[Glossary of Terms|(Open Data)]], noting that the majority of submissions will be accessed through the Dataverse application under tightly controlled access conditions, and in some cases are only accessible via the ADA Secure Room.

== Sample Population ==
The Sample Population not only assists the ADA in determining if the data fits within the collection policy but also provides an indication as to the processing efforts and therefore time that staff may need to devote to any data curation activity. Collections are typically selected in the following descending order of priority:

: 1. Australian National population or representative samples of the population
: 2. Australian State or Territory population or representative samples of the population
: 3. Australian Regional population or representative samples of their population
: 4. Population data or samples of other countries whose data is already held within the ADA (e.g. New Zealand, Afghanistan and Indonesia)
: 5. Population data or samples of other countries whose data is not already held within the ADA

== Basic Disclosure ==
The following information will typically be required to describe and support the materiel that is submitted for archiving with the ADA:

: 1. Mandatory and Routine Metadata for the accurate description of the research, project, personnel, ethics and funding.
: 2. Social Science specific Metadata for the accurate description of the research (where applicable).
: 3. Geospatial Metadata for the accurate description of the research coverage (where applicable).
: 4. Supporting Documentation that is required to help describe or understand the data.

= Material that will not be archived =
The ADA will only accept digital material. There are no other firm rules regarding the material that won’t be accepted by the ADA for preservation and dissemination, however submissions that contain explicit or offensive material and those that offer no potential for secondary analysis will not be considered favourably. In addition, submissions that pose significant risk of [[Glossary of Terms|re-identification]] may also be rejected where the [[Glossary of Terms|Data Owner]] is unwilling to apply appropriate data or other protections as recommended by ADA staff.
Finally, in the event that the ADA determine that the material is not suitable for archiving, it will endeavour to provide the [[Glossary of Terms|Data Owner]] with other potential archives that are more suited to the subject matter. You can also search for other repositories in a more appropriate subject using the [https://www.re3data.org/ Re3data] website.

Collection of Supporting Documentation

2020-03-16T00:00:05Z

Dahaddican: /* Collection of Supporting Documentation Guidance Notes */

*[[2. Deposit Preparation]]
**[[Collect and Prepare Supporting Documentation]]
***[[Preparation of Supporting Documentation]]
****[[Preferred Deposit Formats]]
****[[File & Folder Naming Conventions]]
****[[Double-Zipping Files and Folders]]
*****[[Instructions on how to Double-Zip]]
***[[Collection of Supporting Documentation]]

= Collection of Supporting Documentation Guidance Notes =
[[Glossary of Terms|Data Owners]] manage their projects and data in a variety of ways, however at some stage prior to depositing data with the ADA, all of the supporting documentation files will need to be gathered together into a single area or folder in preparation for uploading to Dataverse. Where there are only a small number of supporting documentation files it is possible for the files to be uploaded individually to the dataset. If you don’t want to add multiple files by dragging and dropping directly into the dataset because there would be an excessive number of files to move, it is possible to upload the multiple files as a single downloadable folder. However, the [[Contact the ADA|ADA should be contacted]] prior to doing this as it will prevent File Tags and Description Notes from being added to the files making your data harder to discover.

1. Gather all of the supporting documentation files into a single area or folder ready for uploading to Dataverse. This is typically your Desktop, noting that you will have needed to move or copy the files to the Desktop in order to [[Double-Zipping Files and Folders|Double-Zip]] them.

Upon completion of this task, proceed to [[Register for an ADA Dataverse DEPOSIT Account]].

= Frequently Asked Questions =
*[[What do I do if my supporting documentation does not exist in an electronic format?]]

Collection of Data

2020-03-15T23:59:16Z

Dahaddican: /* Collection of Data - Guidance Notes */

*[[2. Deposit Preparation]]
**[[Collect and Prepare Data File(s)]]
***[[Preparation of Data]]
****[[The Privacy Act 1988]]
****[[De-Identification]]
****[[Primary Risks Associated with Data Breach]]
****[[Common Disclosure Risk Factors]]
****[[Data Protections]]
****[[Data Treatment Techniques]]
****[[Preferred Deposit Formats]]
****[[File & Folder Naming Conventions]]
****[[Double-Zipping Files and Folders]]
*****[[Instructions on how to Double-Zip]]
***[[Collection of Data]]

Data is deemed to have been ‘collected’ when it has either been physically collected or obtained in some other way for inclusion within a record. This covers instances where a [[Glossary of Terms|Data Custodian]] or [[Glossary of Terms|Data Owner]] obtains this information, including where data is not taken directly from the [[Glossary of Terms|Data Subjects]] themselves but from a third party (including open source data). In practice, this means that it does not matter whether the [[Glossary of Terms|Data Custodian]] or [[Glossary of Terms|Data Owner]] has a relationship with the relevant [[Glossary of Terms|Data Subject]], or whether the data and any [[Glossary of Terms|Personal Information]] contained within it, was initially processed or obtained from the [[Glossary of Terms|Data Subject]] by another entity.

= Collection of Data - Guidance Notes =
[[Glossary of Terms|Data Owners]] manage their projects and data in a variety of ways, however at some stage prior to depositing data with the ADA, all of the data files will need to be gathered together into a single area or folder in preparation for uploading to Dataverse. Where there are only a small number of data files it is possible for the files to be uploaded individually to the dataset. If you don’t want to add multiple files by dragging and dropping directly into the dataset because there would be an excessive number of files to move, it is possible to upload the multiple files as a single downloadable folder. However, the [[Contact the ADA|ADA should be contacted]] prior to doing this as it will prevent File Tags and Description Notes from being added to the files making your data harder to discover.

1. Gather all of the data files into a single area or folder ready for uploading to Dataverse. This is typically your Desktop, noting that you will have needed to move or copy the files to the Desktop in order to [[Double-Zipping Files and Folders|Double-Zip]] them.

Upon completion of this task, proceed to [[Collect and Prepare Supporting Documentation]].

= Frequently Asked Questions =
*[[What do I do if my data does not exist in an electronic format?]]

Collection of Data

2020-03-15T23:55:46Z

Dahaddican: /* Collection of Data - Guidance Notes */

*[[2. Deposit Preparation]]
**[[Collect and Prepare Data File(s)]]
***[[Preparation of Data]]
****[[The Privacy Act 1988]]
****[[De-Identification]]
****[[Primary Risks Associated with Data Breach]]
****[[Common Disclosure Risk Factors]]
****[[Data Protections]]
****[[Data Treatment Techniques]]
****[[Preferred Deposit Formats]]
****[[File & Folder Naming Conventions]]
****[[Double-Zipping Files and Folders]]
*****[[Instructions on how to Double-Zip]]
***[[Collection of Data]]

Data is deemed to have been ‘collected’ when it has either been physically collected or obtained in some other way for inclusion within a record. This covers instances where a [[Glossary of Terms|Data Custodian]] or [[Glossary of Terms|Data Owner]] obtains this information, including where data is not taken directly from the [[Glossary of Terms|Data Subjects]] themselves but from a third party (including open source data). In practice, this means that it does not matter whether the [[Glossary of Terms|Data Custodian]] or [[Glossary of Terms|Data Owner]] has a relationship with the relevant [[Glossary of Terms|Data Subject]], or whether the data and any [[Glossary of Terms|Personal Information]] contained within it, was initially processed or obtained from the [[Glossary of Terms|Data Subject]] by another entity.

= Collection of Data - Guidance Notes =
[[Glossary of Terms|Data Owners]] manage their projects and data in a variety of ways, however at some stage prior to depositing data with the ADA, all of the data files will need to be gathered together into a single area or folder in preparation for uploading to Dataverse. Where there are only a small number of data files it is possible for the files to be uploaded individually to the dataset. If you don’t want to add multiple files by dragging and dropping directly into the dataset because there would be an excessive number of files to move, it is possible to upload the multiple files as a single downloadable folder. However, the [[Contact the ADA|ADA should be contacted]] prior to doing this as it will prevent File Tags and Description Notes from being added to the files making your data harder to discover.

1. Gather all of the data files into a single area or folder ready for uploading to Dataverse. This is typically your Desktop, noting that you will have needed to move or copy the files to the Desktop in order to Double-Zip them.

Upon completion of this task, proceed to [[Collect and Prepare Supporting Documentation]].

= Frequently Asked Questions =
*[[What do I do if my data does not exist in an electronic format?]]

Instructions on how to Double-Zip

2020-03-15T23:54:31Z

Dahaddican: /* Double-Zipping Guidance Notes using 7-Zip */

The guidance below will provide you with the details to Double-Zip your CSV, Stata, SPSS, SAS and Excel files prior to uploading them to the 'Shell Dataset'.

'''NOTE: It is important to move all of the files that you need to Double-Zip to your desktop prior to completing the actions below. If you do not do this, the entire folder structure that your files are contained within will be replicated by the zip activity. This means that any user trying to access the file at a later date may need to open a number of folders just to access a single file. Moving the files to your desktop prior to Double-Zipping them means that only a single folder (i.e. the desktop) will need to be opened to reach the file.'''

==Mac OS Users==
Apple Mac OS users should use the Apple Terminal Tab to create their Double-Zipped .zip archive file in preparation for uploading to the dataset. The file can be accessed by non-Apple Mac OS users with free software such as [https://theunarchiver.com/ TheUnarchiver]. Apple do provide other tools for zipping such as Utility Disc or the inbuilt Compression tool, however these methods may prevent you from being able to Double-Zip the file.

===Double-Zipping Guidance Notes using Mac OS===

To access the standard Apple Mac OS software and to create a Double-Zipped file, the following instructions can be used.

1. Navigate to the 'Applications' folder or press Command + Shift + A to open the folder. Then select the 'Utilities' folder from within the 'Applications' folder. [[File:Applications folder with Utilities folder access.JPG|350px]]

2. Then select 'Terminal' from within the 'Utilities' menu. [[File:Utilities folder with access to Terminal Tab.JPG|300px]]

The 'Terminal' tab will open with some basic information already presented to you. This includes the last login and the user details for your computer. [[File:Terminal tab window for editing.JPG|400px]]

3. You now need to enter the instructions for the Terminal to create a zip file. To do this you need to type the command: zip ~/Desktop/"Name_of_zip_file".zip

NOTE

*There are spaces in the command after the first word "zip" and after the final term ".zip".

*The term "zip" is the command that tells the Terminal to create a zip file.

*The term "Desktop" has been entered in the example as the location that the chosen zip file will be sent to once it has been zipped. You can identify another location if you would prefer.

*The "Name_of_zip_file" term is the name of the zip product that you want to create at the chosen file location. For Self-Deposits, the file name should adhere to the ADA Standard Naming Conventions. Complete the file name with the term ".zip " remembering that there is a space after the last letter of the word "zip".

4. Now drag and drop the file that you want to zip '''from your desktop''' into the Terminal window, the text will auto-populate for you. Press the "Return" key once you have done this.

The Terminal Tab will now create the .zip file, depositing it into the location identified in your command. An example of a completed file command and the creation of the zip file, in this case on the desktop can be seen in the illustration below. [[File:Double-Zip command.png|600px]]

You can now repeat the above steps 1 thru 4 but this time drag and drop the zipped file (in this example Zip1File.zip) into the Terminal window. This will create a Double-Zipped version of the file.

The Double-Zipping ensures that the files formatting is retained and prevents Dataverse from adding the Two Ravens functionality that the ADA do not utilise at the current time.

===Double-Zipping Guidance Notes using 7-Zip===
For non Mac OS users, it is recommended by the ADA that all CSV, Stata, SPSS, SAS and Excel file formats be double-zipped using the 7-Zip open source software. This software is also used by the ADA Staff and is free. This ensures that the files and folders remain unaltered during the Dataverse upload process and prevents Dataverse from adding functionality that the ADA do not utilise at the current time and are currently unable to support. Copies of the software can be obtained via the links at [https://www.7-zip.org/ https://www.7-zip.org/].

1. Make sure that the file that you want to Double-Zip has been moved or copied to your desktop.

2. Right click on the file to be Double-Zipped and select “7-Zip” and then the “Add to archive…” option. [[File:Selecting 7-Zip to encrypt and zip file or folder.JPG|400px]]

3. In the Add to Archive window, change the name of the archive that you wish to create if the name differs from the file name selected. Remember that file names need to conform to [[File & Folder Naming Conventions|ADA standard naming conventions]].[[File:Double Zipping change name of archive.JPG|400px]]

4. Change the Archive format to “Zip”. [[File:Double Zipping change the archive format to zip.JPG|400px]]

[[File:Double Zipping change to AES256 encryption.JPG|400px|right]]

5. Files and folders do not require encryption therefore you do not need to select a preferred encryption method or enter a password. Simply select “OK” to create the archive file. This file will be located in the same folder or area as the original file. Information is protected during the upload process through HTTPS protocols.

6. To Double-zip the file (or folder), repeat steps 1 thru 4 above but this time selecting the zipped file (or folder) that you have created above. If you fail to Double-Zip the files (or folders) the original formatting may be altered during the ingest process by Dataverse and the unwanted Two Ravens explorer function will be added.

If you do not wish not to use the 7-Zip product you should [[Contact the ADA|contact ADA Staff]] to discuss the implications of using an alternative software package prior to uploading your files (and folders).

Instructions on how to Double-Zip

2020-03-15T23:50:48Z

Dahaddican: /* Double-Zipping Guidance Notes using Mac OS */

The guidance below will provide you with the details to Double-Zip your CSV, Stata, SPSS, SAS and Excel files prior to uploading them to the 'Shell Dataset'.

'''NOTE: It is important to move all of the files that you need to Double-Zip to your desktop prior to completing the actions below. If you do not do this, the entire folder structure that your files are contained within will be replicated by the zip activity. This means that any user trying to access the file at a later date may need to open a number of folders just to access a single file. Moving the files to your desktop prior to Double-Zipping them means that only a single folder (i.e. the desktop) will need to be opened to reach the file.'''

==Mac OS Users==
Apple Mac OS users should use the Apple Terminal Tab to create their Double-Zipped .zip archive file in preparation for uploading to the dataset. The file can be accessed by non-Apple Mac OS users with free software such as [https://theunarchiver.com/ TheUnarchiver]. Apple do provide other tools for zipping such as Utility Disc or the inbuilt Compression tool, however these methods may prevent you from being able to Double-Zip the file.

===Double-Zipping Guidance Notes using Mac OS===

To access the standard Apple Mac OS software and to create a Double-Zipped file, the following instructions can be used.

1. Navigate to the 'Applications' folder or press Command + Shift + A to open the folder. Then select the 'Utilities' folder from within the 'Applications' folder. [[File:Applications folder with Utilities folder access.JPG|350px]]

2. Then select 'Terminal' from within the 'Utilities' menu. [[File:Utilities folder with access to Terminal Tab.JPG|300px]]

The 'Terminal' tab will open with some basic information already presented to you. This includes the last login and the user details for your computer. [[File:Terminal tab window for editing.JPG|400px]]

3. You now need to enter the instructions for the Terminal to create a zip file. To do this you need to type the command: zip ~/Desktop/"Name_of_zip_file".zip

NOTE

*There are spaces in the command after the first word "zip" and after the final term ".zip".

*The term "zip" is the command that tells the Terminal to create a zip file.

*The term "Desktop" has been entered in the example as the location that the chosen zip file will be sent to once it has been zipped. You can identify another location if you would prefer.

*The "Name_of_zip_file" term is the name of the zip product that you want to create at the chosen file location. For Self-Deposits, the file name should adhere to the ADA Standard Naming Conventions. Complete the file name with the term ".zip " remembering that there is a space after the last letter of the word "zip".

4. Now drag and drop the file that you want to zip '''from your desktop''' into the Terminal window, the text will auto-populate for you. Press the "Return" key once you have done this.

The Terminal Tab will now create the .zip file, depositing it into the location identified in your command. An example of a completed file command and the creation of the zip file, in this case on the desktop can be seen in the illustration below. [[File:Double-Zip command.png|600px]]

You can now repeat the above steps 1 thru 4 but this time drag and drop the zipped file (in this example Zip1File.zip) into the Terminal window. This will create a Double-Zipped version of the file.

The Double-Zipping ensures that the files formatting is retained and prevents Dataverse from adding the Two Ravens functionality that the ADA do not utilise at the current time.

===Double-Zipping Guidance Notes using 7-Zip===
For non Mac OS users, it is recommended by the ADA that all CSV, Stata, SPSS, SAS and Excel file formats be double-zipped using the 7-Zip open source software. This software is also used by the ADA Staff and is free. This ensures that the files and folders remain unaltered during the Dataverse upload process and prevents Dataverse from adding functionality that the ADA do not utilise at the current time and are currently unable to support. Copies of the software can be obtained via the links at [https://www.7-zip.org/ https://www.7-zip.org/].

1. Right click on the file to be encrypted and select “7-Zip” and then the “Add to archive…” option. [[File:Selecting 7-Zip to encrypt and zip file or folder.JPG|400px]]

2. In the Add to Archive window, change the name of the archive that you wish to create if the name differs from the file name selected. Remember that file names need to conform to [[File & Folder Naming Conventions|ADA standard naming conventions]].[[File:Double Zipping change name of archive.JPG|400px]]

3. Change the Archive format to “Zip”. [[File:Double Zipping change the archive format to zip.JPG|400px]]

[[File:Double Zipping change to AES256 encryption.JPG|400px|right]]

4. Files and folders do not require encryption therefore you do not need to select a preferred encryption method or enter a password. Simply select “OK” to create the archive file. This file will be located in the same folder or area as the original file.

5. To Double-zip the file (or folder), repeat steps 1 thru 4 above but this time selecting the zipped file or folder to archive. If you fail to Double-Zip the files or folders the original formatting may be altered during the ingest process by Dataverse and the unwanted Two Ravens explorer function will be added.

If you do not wish not to use the 7-Zip product you should [[Contact the ADA|contact ADA Staff]] to discuss the implications of using an alternative software package prior to uploading your files (and folders).

Instructions on how to Double-Zip

2020-03-15T23:49:41Z

Dahaddican:

The guidance below will provide you with the details to Double-Zip your CSV, Stata, SPSS, SAS and Excel files prior to uploading them to the 'Shell Dataset'.

'''NOTE: It is important to move all of the files that you need to Double-Zip to your desktop prior to completing the actions below. If you do not do this, the entire folder structure that your files are contained within will be replicated by the zip activity. This means that any user trying to access the file at a later date may need to open a number of folders just to access a single file. Moving the files to your desktop prior to Double-Zipping them means that only a single folder (i.e. the desktop) will need to be opened to reach the file.'''

==Mac OS Users==
Apple Mac OS users should use the Apple Terminal Tab to create their Double-Zipped .zip archive file in preparation for uploading to the dataset. The file can be accessed by non-Apple Mac OS users with free software such as [https://theunarchiver.com/ TheUnarchiver]. Apple do provide other tools for zipping such as Utility Disc or the inbuilt Compression tool, however these methods may prevent you from being able to Double-Zip the file.

===Double-Zipping Guidance Notes using Mac OS===

To access the standard Apple Mac OS software and to create a Double-Zipped file, the following instructions can be used.

1. Navigate to the 'Applications' folder or press Command + Shift + A to open the folder. Then select the 'Utilities' folder from within the 'Applications' folder. [[File:Applications folder with Utilities folder access.JPG|350px]]

2. Then select 'Terminal' from within the 'Utilities' menu. [[File:Utilities folder with access to Terminal Tab.JPG|300px]]

The 'Terminal' tab will open with some basic information already presented to you. This includes the last login and the user details for your computer. [[File:Terminal tab window for editing.JPG|400px]]

3. You now need to enter the instructions for the Terminal to create a zip file. To do this you need to type the command: zip ~/Desktop/"Name_of_zip_file".zip

NOTE

*There are spaces in the command after the first word "zip" and after the final term ".zip".

*The term "zip" is the command that tells the Terminal to create a zip file.

*The term "Desktop" has been entered in the example as the location that the chosen zip file will be sent to once it has been zipped. You can identify another location if you would prefer.

*The "Name_of_zip_file" term is the name of the zip product that you want to create at the chosen file location. For Self-Deposits, the file name should adhere to the ADA Standard Naming Conventions. Complete the file name with the term ".zip " remembering that there is a space after the last letter of the word "zip".

4. Now drag and drop the file that you want to zip into the Terminal window, the text will auto-populate for you. Press the "Return" key once you have done this.

The Terminal Tab will now create the .zip file, depositing it into the location identified in your command. An example of a completed file command and the creation of the zip file, in this case on the desktop can be seen in the illustration below. [[File:Double-Zip command.png|600px]]

You can now repeat the above steps 1 thru 4 but this time drag and drop the zipped file (in this example Zip1File.zip) into the Terminal window. This will create a Double-Zipped version of the file.

The Double-Zipping ensures that the files formatting is retained and prevents Dataverse from adding the Two Ravens functionality that the ADA do not utilise at the current time.

===Double-Zipping Guidance Notes using 7-Zip===
For non Mac OS users, it is recommended by the ADA that all CSV, Stata, SPSS, SAS and Excel file formats be double-zipped using the 7-Zip open source software. This software is also used by the ADA Staff and is free. This ensures that the files and folders remain unaltered during the Dataverse upload process and prevents Dataverse from adding functionality that the ADA do not utilise at the current time and are currently unable to support. Copies of the software can be obtained via the links at [https://www.7-zip.org/ https://www.7-zip.org/].

1. Right click on the file to be encrypted and select “7-Zip” and then the “Add to archive…” option. [[File:Selecting 7-Zip to encrypt and zip file or folder.JPG|400px]]

2. In the Add to Archive window, change the name of the archive that you wish to create if the name differs from the file name selected. Remember that file names need to conform to [[File & Folder Naming Conventions|ADA standard naming conventions]].[[File:Double Zipping change name of archive.JPG|400px]]

3. Change the Archive format to “Zip”. [[File:Double Zipping change the archive format to zip.JPG|400px]]

[[File:Double Zipping change to AES256 encryption.JPG|400px|right]]

4. Files and folders do not require encryption therefore you do not need to select a preferred encryption method or enter a password. Simply select “OK” to create the archive file. This file will be located in the same folder or area as the original file.

5. To Double-zip the file (or folder), repeat steps 1 thru 4 above but this time selecting the zipped file or folder to archive. If you fail to Double-Zip the files or folders the original formatting may be altered during the ingest process by Dataverse and the unwanted Two Ravens explorer function will be added.

If you do not wish not to use the 7-Zip product you should [[Contact the ADA|contact ADA Staff]] to discuss the implications of using an alternative software package prior to uploading your files (and folders).

Main Page

2020-01-24T02:49:51Z

Dahaddican: /* Population of 'Shell Dataverse & Dataset' */

= ADA Self-Deposit Process Overview =
Depositing Data with the ADA is easier than ever. The ADA have created a Dataverse DEPOSIT Site allowing Data Owner’s to Self-Deposit their data. There are FOUR fundamental stages involved in the Self-Deposit Process.

[[File:ADA Self-Deposit Overview.JPG|center]]

= ADA Self-Deposit wiki guide =
The ADA Self-Deposit process is split into four key stages that mirror the high level process illustrated above. This homepage provides you with easy access to all of the steps in the process. Each stage being sub-divided further to allow you to explore the content and refer to additional guidance information where required.

For assistance navigating this wiki, please refer to [https://www.mediawiki.org/wiki/Special:MyLanguage/Help:Navigation navigation help]

To return to the ADA website, please go to [https://ada.edu.au/ ADA Website]

== wiki Contents Page ==

= ADA Collection Policy Criteria Assessment =
*[[1. ADA Collection Policy Criteria Assessment]]
**[[ADA Collection Policy]]
**[[Request to Deposit Data with ADA]]
**[[Contact the ADA]]

= Deposit Preparation =
*[[2. Deposit Preparation]]
**[[Collect and Prepare Data File(s)]]
***[[Preparation of Data]]
****[[The Privacy Act 1988]]
****[[De-Identification]]
****[[Primary Risks Associated with Data Breach]]
****[[Common Disclosure Risk Factors]]
****[[Data Protections]]
****[[Data Treatment Techniques]]
****[[Preferred Deposit Formats]]
****[[File & Folder Naming Conventions]]
****[[Double-Zipping Files and Folders]]
*****[[Instructions on how to Double-Zip]]
***[[Collection of Data]]

**[[Collect and Prepare Supporting Documentation]]
***[[Preparation of Supporting Documentation]]
****[[Preferred Deposit Formats]]
****[[File & Folder Naming Conventions]]
****[[Double-Zipping Files and Folders]]
*****[[Instructions on how to Double-Zip]]
***[[Collection of Supporting Documentation]]

**[[Register for an ADA Dataverse DEPOSIT Account]]
***[[Dataverse Account Creation Information]]
***[[Dataverse Deposit Terms and Conditions of Use]]
***[[Dataverse Account Creation Automated Email]]
***[[Update Dataverse Account Email Address]]
***[[Australian Access Federation Log-In Option]]

= Creation of 'Shell Dataverse & Dataset' =
*[[3. Creation of 'Shell Dataverse & Dataset']]
**[[Determining my Dataverse & Dataset requirements]]
**[[Request new 'Shell Dataverse & Dataset(s)']]

= Population of 'Shell Dataverse & Dataset' =
*[[4. Population of 'Shell Dataverse & Dataset']]
Pre-Uploading Activity
**[[Checking Files and Folders for Viruses and Malware]]
**[[Double-Zipping Files and Folders]]
***[[Instructions on how to Double-Zip]]
**[[Uploading Data Files and Supporting Documentation]]
Post-Uploading Activity
**[[Adding File Tags and Description Notes]]
**[[Editing and Entering Metadata]]
***[[Non-mandatory Metadata fields information]]
***[[Geospatial Metadata field information]]
***[[Social Science and Humanities Metadata field information]]
**[[Setting Access Restrictions]]
**[[Completion of License Document Suite]]
***[[The License Agreement Form.]]
****[[Download License Agreement Form]]
***[[The License Terms and Conditions of Use]]
****[[Download Terms and Conditions of Use (Undertaking Form) Selection Information]] document
***[[The License Access Guestbook]]
****[[Download License Access Guestbook Selection Information]] document
**[[Notify the ADA that the Self-Deposit process has been completed]]

= Glossary of Terms =
*[[Glossary of Terms]]
[[Category:Frequently Asked Questions]]

MediaWiki has been installed.

Consult the [https://www.mediawiki.org/wiki/Special:MyLanguage/Help:Contents User's Guide] for information on using the wiki software.

= Getting started =
* [https://www.mediawiki.org/wiki/Special:MyLanguage/Manual:Configuration_settings Configuration settings list]
* [https://www.mediawiki.org/wiki/Special:MyLanguage/Manual:FAQ MediaWiki FAQ]
* [https://lists.wikimedia.org/mailman/listinfo/mediawiki-announce MediaWiki release mailing list]
* [https://www.mediawiki.org/wiki/Special:MyLanguage/Localisation#Translation_resources Localise MediaWiki for your language]
* [https://www.mediawiki.org/wiki/Special:MyLanguage/Manual:Combating_spam Learn how to combat spam on your wiki]

Download License Access Guestbook Selection Information

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The License Access Guestbook

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Download Terms and Conditions of Use (Undertaking Form) Selection Information

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Dahaddican:

The License Terms and Conditions of Use

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Dahaddican:

Download License Agreement Form

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The License Agreement Form.

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Completion of License Document Suite

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Setting Access Restrictions

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Social Science and Humanities Metadata field information

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Geospatial Metadata field information

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Non-mandatory Metadata fields information

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*[[4. Population of 'Shell Dataverse & Dataset']]
Post-Uploading Activity
**[[Adding File Tags and Description Notes]]
**[[Editing and Entering Metadata]]
***[[Non-mandatory Metadata fields information]]
***[[Geospatial Metadata field information]]
***[[Social Science and Humanities Metadata field information]]
**[[Setting Access Restrictions]]
**[[Completion of License Document Suite]]
***[[The License Agreement Form.]]
****[[Download License Agreement Form]]
***[[The License Terms and Conditions of Use]]
****[[Download Terms and Conditions of Use (Undertaking Form) Selection Information]] document
***[[The License Access Guestbook]]
****[[Download License Access Guestbook Selection Information]] document
**[[Notify the ADA that the Self-Deposit process has been completed]]

There are a number of Non-mandatory Metadata fields to be populated by the [[Glossary of Terms|Data Owner]] where the information is both known and relevant. Remember, the richer the metadata entered here, the greater the potential to find your work and therefore the greater chance that it will be re-used and cited. Good metadata supports FAIR data, that is making data Findable, Accessible, Interoperable and Reusable.

All of these fields may require updating post any ADA Staff quality assurance checking of the dataset. Where required, ADA Staff will identify issues through the Processing Report. Where changes are required, you may be asked to complete these directly into the dataset, but in some cases the ADA Staff may make the change with your approval if it is easier to do so.

= Metadata schema =
Many Social Science fields have their own preferred metadata schema's and these can vary from discipline to discipline. Although the ADA has traditionally used Australian Public Affairs information System (APAIS) Thesaurus for annotating key words, the terms are no longer updated and therefore you may wish to use another that is more current and /or suited to your field. To assist you with selecting an appropriate schema the [https://rdamsc.bath.ac.uk/ RDM Metadata Standards Catalogue] can be used.

= ADA Dataverse DEPOSIT Non-Mandatory Fields =
Needless to say, although the fields below are not mandated or indeed required to generate the DOI for the dataset(s), the richer and more accurate the metadata, then the easier it is to locate using the Dataverse search function or through the ARDC harvested metadata. The richness of data also allows secondary users to understand the content without necessarily having to review the entire data. This means the likelihood of reuse and subsequent citation of the data is far greater. In addition, the Portage Network also offers guidance on the general citation block for Dataverse which includes a worked example. This information can be found on the [https://portagenetwork.ca/portage-training-resources/ Portage Training Resources] area under the Metadata Guidance option.

The Non-mandatory fields consist of:

'''Subtitle:''' This is a secondary title used to amplify or state certain limitations on the main title.

'''Alternative Title:''' A title by which the work is commonly referred, or an abbreviation of the title. For example the Australian Election Study is commonly referred to as the AES, likewise the National Drug Strategy Household Survey Database is also referred to as NDSHS.

'''Alternative URL:''' Some depositors may also have personal or project websites where the dataset or other information relating to the dataset may be found. This field provides the ability to add the URL of the location to allow users to navigate quickly to the desired site. For example, the AES can also be found at [[https://australianelectionstudy.org/ https://australianelectionstudy.org]].

'''Other ID:''' This field should be populated with the words "Australian Data Archive" in the Agency field and the unique ADAID Number (generated by ADAPT) in the Identifier field. If the ADAID is not known at the time of populating the metadata, it will be entered by the ADA Staff prior to publishing when the Submission Information Package (SIP) is deposited to the archive file structure.

'''Keyword Fields:''' Keywords are the terms that are used to describe the most important aspects of the dataset. They consist of the Term, Vocabulary and Vocabulary URL fields. Key words should conform to a Controlled Vocabulary or Schema and should be referenced accordingly.
Historically ADA users have used the [https://vocabularyserver.com/apais/ Australian Public Affairs Information Service (APAIS)] Thesaurus, although it is noted that this is no longer updated and therefore the alternative sources listed below should also be considered in addition to those listed in the [https://rdamsc.bath.ac.uk/ RDA Metadata Standards Catalogue].

Amongst the commonly used alternatives are the [https://www.abs.gov.au/Ausstats/abs@.nsf/Latestproducts/4AE1B46AE2048A28CA25741800044242?opendocument Australian and New Zealand Standard Research Classification (ANZSRC)] codes, these codes are currently under review by the Australian Bureau of Statistics (ABS) but are also used by the Australian Research Data Commons (ARDC) for harvesting purposes (see Topic Classification Fields below), expanding the potential cadre of researchers that your data will be visible to. Other codes suitable for and commonly used include: the [https://elsst.ukdataservice.ac.uk/ European Language Social Science Thesaurus (ELSST)], the [http://www.ddialliance.org/controlled-vocabularies Document, Discover and Interoperate (DDI)] controlled vocabulary and the [https://vocabularies.cessda.eu/#!discover Consortium of European Social Science Data Archives (CESSDA)] controlled vocabulary.

Additional resources are available to [[Glossary of Terms|Data Owners]] when populating the dataset metadata, this guidance can be found at the Australian National Data Service (ANDS) guides and resources under Vocabularies and Research Data. Each additional keyword can be added through the use of the ‘Add’ button.

For each Keyword Field you should enter the following information:

''' - Term:''' The key terms that describe important aspects of the dataset. These can be used for building keyword indexes and/or for classification and retrieval purposes. The Term should be listed from within a Controlled Vocabulary where possible.

''' - Vocabulary:''' Specify in this field the keyword Controlled Vocabulary in use for the Term, such as APAIS, ELSST, LCSH, MeSH etc…

''' - Vocabulary URL:''' This field allows you to point to the web presence that describes the keyword Controlled Vocabulary, if appropriate. Enter an absolute URL where the keyword Controlled Vocabulary web site is available, such as https://www.nlm.nih.gov/mesh/meshhome.html.

An example of completed Keyword Information is provided below.
[[File:Keyword Field Example.JPG|center]]

'''Topic Classification Fields:''' The Topic Classification Fields are very similar to the Keyword Fields introduced above. However, these are used to harvest metadata to the Australian Research Data Commons (ARDC) and therefore expand the potential exposure of your dataset to other researchers. The ANZSRC Field of Research (FoR) Codes are the chosen means of transmitting this information. The correct entry of the FoR Codes will be checked by ADA Staff during the deposit review. No other information should be entered into these fields.

''' - Term:''' This field should be populated with a four or six-digit ANZSRC code followed by the corresponding Description. For example 160601 – Australian Government and Politics.

''' - Vocabulary:''' This field should be populated with the words “ANZSRC FoR Code”.

''' - Vocabulary URL:''' The URL to the appropriate ANZSRC FoR Codes should be entered here. For example, the corresponding Vocabulary URL for the Term 160601 listed above is under Division 16 Studies in Human Society: https://www.abs.gov.au/Ausstats/abs@.nsf/Latestproducts/714A4097B142E9BDCA2574180004B0A1?opendocument

As a minimum use the top level FoR Code for the ANZSRC at: https://www.abs.gov.au/Ausstats/abs@.nsf/Latestproducts/4AE1B46AE2048A28CA25741800044242?opendocument

'''Related Publication:''' Where publications exist that use the data from the dataset, they can be referenced here. More than one related publication may be added through the use of the ‘Add’ button. This does not include related datasets; a separate field exists for linking these.

''' - ID Type:''' The drop down selection gives you a choice of the most common types of digital identifier used for publications, for example DOI.

''' - Citation:''' The full bibliographic citation for the related publication should be entered here.

''' - ID Number:''' The identifier for the selected ID type should be added.

''' - URL:''' A link to the publication web page, such as a journal article page or archive record page should be provided here.

'''Notes:''' Any important additional information about the dataset should be entered here, this may include a brief summary of any changes between dataset versions if this is an update to a previous deposit. Of particular importance here is information pertaining to the Copyright and the Ethics approvals. As this field shows up in the Header Box for the Dataset, it is restricted to important information only.

The copyright statement should be entered in the following format within tags so that it can be migrated to a DDI field: “Copyright © Year of first publication, name of copyright owner. All rights reserved.”

The copyright remains with the person or organisation responsible for the study, even after it is deposited with the ADA. Through signing the License Agreement Form, the copyright owner grants the ADA with the non-exclusive license to make copies and redistribute the data.

An example of the text string with tabs that should be entered is provided below:

<nowiki>Copyright: Copyright © 2019, Name of Copyright Owner. All rights reserved. </nowiki>

This will create the following text in the dataset ''"Copyright © 2019, Name of Copyright Owner. All rights reserved."''

'''Language:''' The primary language of the dataset should be entered here. For images or datasets that do not contain written language then the language used in the descriptive text offered as Supporting Documents should be entered. For the majority of depositors this will be English.

'''Producer:''' A series of fields are available for the entry of producer details. The ADA do not routinely use these fields as specific details are added under the Contributor Fields below. In the event that the dataset is being populated by a third-party on behalf of the Data Owner, the details of the person or organisation entering the metadata can be entered here.

''' - Name:''' Dataset Producer Name

''' - Affiliation:''' The Organisation with which the dataset producer is affiliated.

''' - Abbreviation:''' The abbreviation by which the producer is commonly known (for example The ANU or ICPSR).

''' - URL:''' The Producer URL points to the dataset producer’s web presence, if appropriate.

''' - Logo URL:''' Where applicable, this field should be populated with the URL that takes you to the dataset producer’s web-accessible logo.

'''Production Date:''' This date should reflect the date of the data collection or when the materials were produced (not distributed, published or archived).

'''Production Place:''' This should identify the location where the data collection and any related materials were produced.

'''Contributor:''' These fields provide a location for the entry of any significant contributors or collaborators who assisted in the creation of the material. The details may identify an organization or person responsible for either collecting, managing, or otherwise contributing in some way to the development of the dataset. Multiple contributors can be added through the use of the ‘Add’ button.

''' - Type:''' The Type of contributor can be selected from the drop down menu as appropriate for their role.

''' - Name:''' Enter the family, given or organisational name of the contributor.

'''Grant Information:''' Where the research has been funded through the provision of a grant, the details should be entered in the appropriate fields.

''' - Grant Agency:''' The name of the agency who provided the grant or contract for the research is to be entered here, for example the Australian Research Council (ARC).

''' - Grant Number:''' The grant or contract number of the project that sponsored the research should be entered here.

'''Distributor:''' As the organisation designated by the producer or [[Glossary of Terms|Data Owner]] to disseminate the data under the License Agreement, the Australian Data Archive will be the default distributor for all ADA Dataverse datasets.

''' - Distributor Name:''' Should always be entered as “The Australian Data Archive” or “The Australian Business Data Archive” as appropriate..

''' - Affiliation:''' Should always be entered as “The Australian National University (The ANU)”.

''' - Abbreviation:''' Should always be entered as “The ADA”.

''' - URL:''' Should always be https://ada.edu.au

''' - Logo URL:''' This field should be populated with the URL that takes you to the distributors’ web-accessible logo. The ADA do not currently have this and this field should remain blank.

'''Distribution Date:''' This date should reflect the date that the data was made available for distribution via Dataverse by the ADA, otherwise known as the published date. Note: There will be a delay between this date and the Deposit Date, due to the work required by ADA Staff to check, and where required, to rectify with the depositor, any issues recorded. This information will be added by ADA Staff as part of their publishing activity.

'''Depositor:''' The person (Family Name, Given Name) or the name of the organisation that deposited this dataset to the repository.

'''Deposit Date:''' This date should reflect the date that the data was made available to the ADA for review. For Self-Deposits, this should be the date that the depositor notified the ADA Staff that the data was ready for review.

'''Time Period Covered:''' The time to which the data refers and not the dates of coding or making the documents machine-readable etc… Also known as the span of the data. Appropriate start and end dates should be entered for the data.

'''Date of Collection:''' These fields correspond to the start and end dates of the data collection period.

'''Kind of Data:''' This field should describe the type of data that is included within the file(s). Common examples include: Survey Data, Census or Enumeration Data, Clinical Data, Aggregate Data, Event or Transaction Data, Program Source Code, Machine-Readable Text, Administrative Records Data, Experimental Data, Psychological Test, Textual Data, Coded Textual Data, Coded Documents, Time Budget Diaries, Observation Data and Ratings, Process-Produced Data etc…Where multiple data types are present, the ‘Add’ button should be used to enter additional values.

'''Series:''' If the dataset is part of a series of data, for example a longitudinal study such as the National Drug Strategy Household Survey, then the Name of the Series and any additional information such as a history of the series and a summary of those features that apply to the series as a whole should be entered.

'''Software:''' Information about the software and the version used to generate the dataset should be entered here, for example SPSS Version 25.0. This information is important as it may help to assist ADA Staff with solving problems when issues with datasets are discovered. Knowledge of the type and version of the software used to create the original dataset may help staff to identify the root cause of issues sooner, particularly where there are known functionality losses or issues between versions.

'''Related Material:''' Enter details of any relevant material related to this dataset other than publications that have been entered previously. This should include details of material that has been uploaded as Supporting Information to the dataset.

'''Related Datasets:''' Where other datasets exist that are related to this Dataset, such as previous research on the subject, or previous polls if part of a series, their details should be entered here.

'''Other References:''' This field allows other references that would serve as background to the dataset, and that have not been listed elsewhere in the Citation Metadata, to be captured and recorded.

'''Data Sources:''' Data sources should include lists of books, articles, serials, journals, or machine-readable data files that served as the sources of the data collection. This and the source fields listed below will all help to support users of the dataset in locating the materials and accessing them appropriately.

'''Origin of Sources:''' For historical materials, information about the origins of the sources and the rules followed in establishing the source should be specified.

'''Characteristic of Sources Noted:''' An assessment of any characteristics associated with the sources should be entered here.

'''Documentation and Access to Sources:''' The level of documentation of the original sources and the access to them should be identified here.

= ADA Geospatial Metadata fields =
Specific Guidance regarding what information is required under the Geospatial Metadata Fields can be accessed through the page:

*[[Geospatial Metadata field information]]

= ADA Social Science and Humanities Metadata fields =
Specific Guidance regarding what information is required under the Social Science and Humanities Metadata Fields can be accessed through the page:

*[[Social Science and Humanities Metadata field information]]

Editing and Entering Metadata

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Adding File Tags and Description Notes

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4. Population of 'Shell Dataverse & Dataset'

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[[File:Population of Shell Dataverse & Dataset Process.JPG|right]]

*[[4. Population of 'Shell Dataverse & Dataset']]
Pre-Uploading Activity
**[[Checking Files and Folders for Viruses and Malware]]
**[[Double-Zipping Files and Folders]]
***[[Instructions on how to Double-Zip]]
**[[Uploading Data Files and Supporting Documentation]]
Post-Uploading Activity
**[[Adding File Tags and Description Notes]]
**[[Editing and Entering Metadata]]
***[[Non-mandatory Metadata fields information]]
***[[Geospatial Metadata field information]]
***[[Social Science and Humanities Metadata field information]]
**[[Setting Access Restrictions]]
**[[Completion of License Document Suite]]
***[[The License Agreement Form.]]
****[[Download License Agreement Form]]
***[[The License Terms and Conditions of Use]]
****[[Download Terms and Conditions of Use (Undertaking Form) Selection Information]] document
***[[The License Access Guestbook]]
****[[Download License Access Guestbook Selection Information]] document
**[[Notify the ADA that the Self-Deposit process has been completed]]

The information and links contained within this section will provide the [[Glossary of Terms|Data Owner]] with the necessary information to populate their 'Shell Dataverse & dataset(s)' with the necessary data, supporting information and metadata. Allowing the deposit to be sent to the ADA for Quality Assurance checks and publishing.

Once your ‘Shell Dataverse and dataset(s)’ have been created, they need to be populated with the necessary information for the specific Research Project or Study. This will be covered in two distinct phases, identified as pre and post-upload activity.

= Pre-Upload Activity =

1. Prior to uploading to the 'Shell dataset', each individual file and/or folder will need to be [[Checking Files and Folders for Viruses and Malware|checked for viruses and malware]].

Once it has been confirmed that there are no viruses or malware attached to any of the files and/or folders:

2. You should then re-confirm that each individual file and/or folder has been [[Double-Zipping Files and Folders|Double-Zipped]] where required.

This will preserve their integrity during the Dataverse ingest process, as there are known issues with file and folder compatibility with Dataverse Version 4.6.1. Whilst this also disables Dataverse functionality that the ADA do not wish to utilise at this point in time. For additional information regarding this, plese refer back to the section titled [[Double-Zipping Files and Folders]].

3. Having completed steps 1 and 2, the [[Uploading Data Files and Supporting Documentation|Files and Folders should be uploaded]] to their dataset(s).

'''Note:''' File upload limit size can vary and there can be differences in functionality based upon the Dataverse installation. This may include downloading data in different formats, file-level metadata preservation and file-level data citation depending upon the file type. Additional information can be found in the [http://guides.dataverse.org/en/4.6.1/user/dataset-management.html Dataverse User Guide]. If you encounter issues when uploading your files and/or folders, [[Contact the ADA|contact a member of the ADA]] for advice.

= Post-Upload Activity =

4. Once the files and/or folders have been uploaded, they will require [[Adding File Tags and Description Notes|File Tags and Description Notes]] to be added.

The creation of up to three File tags and their Description Notes enables easier browsing through dataset files.

5. Finally, you should thoroughly [[Editing and Entering Metadata|review and edit the dataset(s) metadata]] fields.

Some of this information will have been entered by the ADA Staff in order to create the ‘Shell Dataset’ and it is important that this information is reviewed and updated where appropriate. However, most of the metadata will need to be entered at this stage. This is one of the most important aspects of the Self-Deposit process as it ensures that your data is accurately described by the person who knows the data best, YOU.

The metadata fields should be completed with all known and relevant information. The richness and accuracy of the metadata is a major bonus of the Self-Deposit process, assisting other users in locating and assessing the material easily and therefore supporting re-usability of the data. It is also worth noting that once published, your dataset metadata is going to be routinely harvested and advertised by the [https://researchdata.ands.org.au/ Research Data of Australia (RDA)]. Therefore, the richer the dataset metadata entered, the greater the exposure due to the harvesting, and the greater the chance that your work will be found, used, and recognised in the outputs of other researchers.

6. [[Setting Access Restrictions|Access restrictions can be added]] to each file at this stage, if they are known. This will be covered in greater detail in the next section, noting that Access Restrictions are typically applied by ADA Staff once you have determined and submitted the Licensing conditions for the deposit.

Notify the ADA that the Self-Deposit process has been completed

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Notify the ADA that the Self-Deposit process has been completed

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Notify the ADA that the Self-Deposit process has been completed

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Dahaddican:

Download License Access Guestbook Selection Information

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