ADP - SOCIAL SCIENCE DATA ARCHIVES

 

Ingest

 

In the phase of ingest of research data, the ADP resolves with the data providers all possible questions, connected with the study, such as ethical dilemmas, confidentiality, and anonymization of research data, copyrights. This includes rights of the archive and its successor to ingest data, to subject them to digital curation, to preserve and allow access to them under specified condition of access – for example, possible embargo, special treatment of sensitive data and/or special restrictions of commercial use of research data. On this basis, the archive and data provider sign an agreement in the form of a Deposit Agreement. All information on rights and conditions of access is written in the administrative metadata, which regulates the further processes of preservation and access regimes.

In accordance with the information model of an OAIS-type archive, the research data and other additional documentation, submitted by the data provider, compose the submission information package (SIP).

This package consists of:

• completed Study Description form,
• appropriately edited and documented data file (in accordance with the Recommendations on how to edit data files),
• original questionnaire (if appropriate),
• other materials that contribute to understanding of the research data, such as list of codes, codebook, frequencies, instructions for interviewers, information on how to conduct the interview, copies of publications, and other supporting documents that were part of the data collection or are relevant to understanding,
• completed and signed DepositAgreement along with a list of materials submitted (2 copies).

 

It is recommended (but not mandatory) that the data provider also include with the submission package research reports and other supporting publications that may be useful for secondary use of the research data.

The submitted materials will be reviewed by the Data Archivist and any potential issues regarding content and formats will be discussed. If necessary, the Data Archivist will request the data provider to complete the submitted materials to ensure the completeness of the study. The Data Archivist prepares all necessary metadata to register the individual units of material linked in the ingest package. He/she also imports descriptive metadata for study description according to the DDI and structural metadata that allows for comprehensibility and maximum usability for future users. The materials are then transformed into recommended formats for long-term storage and access. Distributed materials intended for end users are stored separately from archived materials. The ADP also stores all physically submitted printed materials and materials on various media.

 

 

Archival storage

 

The ADP monitors its holdings and adapts them to its needs when formats for long-term preservation are changed. The ADP also ensures that all materials and metadata are machine-readable for the long term. The archival function includes many safeguards, such as checking for errors in the information package, evaluating the preparation of materials for long-term preservation, and a policy for handling the disposal of items from the collection.

The Archival information package (AIP) consists of all deposited and accessible digital objects that have been transformed into formats suitable for long-term storage. They are stored, along with associated metadata, in a separate location from the Dissemination Information Package (DIP). Backup copies of all packages are made regularly, which ensures greater protection against data loss.

 

Management of (meta)data

 

The ADP stores administrative metadata in different databases that are necessary for reporting on new materials, users, data providers etc. There is:

• a database of recorded studies, where all the basic metadata of every study are recorded (for example address, author, submitted materials etc.);
• a database of users, in which all data on users and their assigned access levels are provided;
• a database of license agreements, where all the basic information of the agreements is given: ID of the study, number of the agreement, the name of the data file, URN, date of signature, data provider;
• a database of access regimes to studies, in which a list of all accessible studies is given, together with the assigned level of access (ACU).

 

With a regular updating of above-mentioned databases of administrative data and by assuring appropriately updated metadata to final users, the ADP enables long-term independent understanding and usability of research data/deposited studies. The ADP developed a system of monitoring changes that enable traceability of the transformation of digital objects. Two types of changes are possible that is: smaller changes, which are run as revisions, and larger transformations of objects, which are run as versions. The revision and version of the document are visible in the document name.

All materials, regardless of their revision or version, are stored in a common directory, their security copies are held at various locations.

 

 

Accessing data

 

Metadata and other materials related to the study are accessible to all users of the website ADP without registration.

Users may access the following study metadata on the web page of ADP:

1. Metadata of studies with microdata available at ADP

The ADP holds metadata together with microdata that is accessible through ADP. The user needs to agree with the rules of the ADP in order to use such microdata.

2. Metadata of studies with microdata available in other organizations

The ADP also prepares metadata of studies whose microdata are available in other archives or organizations, such as some internationally comparative data and unprotected microdata from official statistics. The ADP stores and disseminates their metadata and links to the landing page for data access. Access to the data files is subject to the rules of the organization responsible for the preservation and dissemination of the study.

 

Access to studies on the webpage of the ADP

 

Access to microdata is subjected to prior registration. By registering, users obtain the possibility to make online analyses on Nesstar and/or the possibility to download data files in the selected format on their personal computers.

 

Types of users and access

 

Three types of users are distinguished by ADP: registered researchers, who may access also less protected microdata, public users such as students, who may access most of the microdata in the catalog of the ADP, and commercial users, who may access only a limited amount of microdata that is not distributed under the CCBYNC license. The user is informed about possible restrictions or exceptions concerning access, given by the data provider at the point of ingest, through the study description on the web page of the ADP.

There are four types of accessing microdata in ADP:

• access to microdata in the Nesstar browser,
• access to protected microdata (PUF – Public Use Files),
• access to less protected microdata (SUF – Scientific Use Files), and
• access to unprotected sensitive microdata (ScUF – Secure Use Files).

 

Terms of use