The License Access Guestbook

• 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)
    • The License Access Guestbook
      • Download License Access Guestbook
  • Notify the ADA that the Self-Deposit process has been completed

Where the Data Owner has selected any one of Recorded Open Access, ADA Managed Access, ADA Facilitated or Non-Standard Access options for their data set, there is automatically a requirement to use a License Access Guestbook as part of the request for access process. The License Access Guestbook is designed to capture specific information about the user for both statistical and potential research collaboration purposes, as well as to assist with the decision to grant access.

License Access Guestbook Questions

The information requirements (questions) listed on the License Access Guestbook are set by the Data Owner according to their own information needs and access information requirements. For example, in extreme cases, certain sets of data may require a user to have completed a training course in the use of the dataset, therefore one of the Guestbook questions may ask the user if they have completed the appropriate training, and when they completed the training.

Types of License Access Guestbook

The Standard Recorded Open Access Guestbook is the simplest form of the document, recording basic user details for statistical purposes only. The user does not need to hold an account with the ADA Dataverse to access the data but will be prompted to complete a basic question set prior to downloading a Recorded Open Access Dataset. The template question set for this guestbook is contained in the ADA License Access Guestbook document.

Similarly there is a Standard ADA Managed and Facilitated Access Guestbook that is used with the appropriate datasets to capture the same basic user information, and also some basic information regarding the subsequent usage of the data. This information is mandatory, and access will not be granted without it being successfully submitted. To request access to these forms of data the user must also be registered as an ADA Dataverse account holder. Once the access request has been submitted through the completion of the guestbook, the ADA or Data Owner will then determine if access is to be granted based upon the responses to the question set. The template question set for this guestbook is also contained in the ADA License Access Guestbook document.

Similarly there is a Standard ADA Managed and Facilitated Access Guestbook that is used with the appropriate datasets to capture the same basic user information, and also some basic information regarding the subsequent usage of the data. This information is mandatory, and access will not be granted without it being successfully submitted. To request access to these data files the user must also be registered as an ADA Dataverse account holder. Once the access request has been submitted through the completion of the guestbook question set, the ADA (for ADA Managed Access) or the Data Owner (for ADA Facilitated Access) will then determine if access is to be granted based upon the responses to the question set. The template question set for this guestbook is also contained in the ADA License Access Guestbook document.

Finally, for a guestbook that requires additional user and use information to that contained in the Standard ADA Managed and Facilitated Access Guestbook to support the access decision process, a Non-Standard Access Guestbook question set must be developed in consultation with the ADA. The question set should be recorded using the template headings contained in the ADA License Access Guestbook document. Once the content has been agreed with the ADA Director, the ADA Staff member supporting the self-deposit will create a new template Non-Standard Access guestbook for attachment to the dataset. All user’s will then be prompted to complete the Non-Standard Guestbook as part of the process for requesting access to the dataset. The responses will then be reviewed by the ADA (for ADA Managed Access) or the Data Owner (for ADA Facilitated Access) to enable a decision to be made.

Download the License Access Guestbook

The License Terms and Conditions of Use (Undertaking Form) can be accessed at the following link:

• Download License Access Guestbook