1	CODATA Data Archiving Working Group Report Steve Rossouw, Bill Anderson Co-chairs CODATA Data Archiving Working Group CODATA 2002 30 September 2002, Montréal, Canada
2	"“Digital resources will not..." “Digital resources will not survive or remain accessible by accident.” Bernard Smith, European Commission ICSTI/ICSU/CODATA Digital Preservation Workshop 15 February 2002, Paris, France
3	Working Group Activities Formed at CODATA 2000 in Baveno, Italy Preliminary web site established Workshop in Pretoria, S. Africa, May 2002 Annotated list of primary references Preliminary classification of issues Task Group proposal focusing on developing countries, and Collaboration with ICSTI on internet portal
4	Summary of annotated bibliography (revised 23 Sept 2002) Primary and secondary references include: Workshop reports Journals, edited volumes, and standard textbooks Published guidelines and handbooks Government circulars and reports Web sites and portals Standards
5	Primary references in categories Data management Data policy Scientific Data Technical issues Technical web resources Digital preservation (focus on digital libraries, collections, etc.)
6	Data preservation and access issues Four categories of issues Science Management Policy Technical
7	Data Archiving: Scientific Issues Discipline specific needs and practices of communities; Interdisciplinary and pan-disciplinary values, methods
8	Data Archiving: Scientific Issues What are scientific data? OAIS model has reference definitions Mandates of different archives differ Data quality control and assurance Selection and appraisal criteria Value and relevance of data archived Language differences Not all data published in one language Developing and developed country differences Nomenclature / taxonomy Differs inside and across communities Names and concepts change over time (need to save historical contexts) Barriers to preservation original data in some fields on paper only original data buried in spreadsheets, databases, documents Interdisciplinary work can yield pan-disciplinary, unmanaged data
9	Data Archiving: Management Issues Practices and procedures of individuals, archival institutions, and communities
10	Data Archiving: Management Issues What is archiving? Relation to other data management functions? OAIS model distinguishes issues by archive administration external and community management Advocacy needed to secure funding Data management is not science Business and organizational models economic and cost, public and private incentives and dis-incentives for populating and maintaining deposits Selection and appraisal criteria and prioritization Ownership and control Planning and requirements issues practices are changing local practices differ mandates and objectives differ what is effective access? Applications diversity of customers: scientists, politicians, citizens Some operational considerations size diversity: source, formats, documentation time horizon for access changes in data definitions, formats hardware and software obsolescence
11	Data Archiving: Policy Issues Rules, regulations, laws, external to the archive that inform, constrain, and assist management
12	Data Archiving: Policy Issues National, regional & global perspectives Cultural ownership of data & preference for use Human data privacy & confidentiality Environmental data privacy & security Intellectual property: protection, limits & exceptions Public vs. private data Incentives and dis-incentives for managing archive deposits National security Institutional roles and policies Enabling legislation & controlling authorities Freedom of information policies, regulations & practices access authorization Financing and cost recovery policies economies of scale unfunded mandates Rationale for data archiving pure research needs cultural, economic & political needs Policy enforcement mechanisms Data rights redistribution transformation derivative product rights
13	Data Archiving: Technical Issues Standards, hardware and software that support data preservation, archiving, and access functions Mostly discipline independent
14	Data Archiving: Technical Issues Scientific data and databases are different from literature size and volume differences human readability vs. application access Diversity of data types and formats, and media types, formats and standards Nomenclature and taxonomy issues apply to the technology itself Search capabilities Who need what and to what ends? Metadata: difference between access and preservation (OAIS) Preservation issues Rapid evolution of technology Information buried in software is hard to maintain and access Information in proprietary formats and commercial databases Directories potential user authentication and authorization mechanism potential archive and content discovery mechanism Standards: OAIS, Open GIS continuing work is needed Interoperability among archives
15	Task Group Proposal “Preservation and Archiving of Scientific and Technical Data in Developing Countries” Improve understanding of S&T data management conditions in developing countries Advance development and adoption of good archiving practices, policies, and tools Provide interdisciplinary forums Build a comprehensive directory of managers, experts, and archives
16	ICSTI/CODATA Collaboration Develop and maintain an Internet portal about archiving S&T data and information STI archiving procedures, technologies, standards, and policies Archiving projects and activities Experts points of contact in all countries
17	Summary CODATA data archiving activities will pursue opportunities to Promote and advance management of S&T data Leverage common properties of digital data Learn from previous and ongoing experiences with managing growing collections of digital data
18	"Discussion" Discussion