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 License 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:

• filled-in 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 help understand the research data, such as
  list of codes, codebook, frequencies, instructions for interviewers, data on the execution of the survey, copies of publications and other supporting documents that were part of the data collection or are relevant to their understanding,
• filled-in and signed License Agreement together with a list of submitted materials (2 copies).

 

It is recommended (yet not obligatory) that the data provider adds to the submission package also research reports and other accompanying publications that could be beneficial in the secondary use of research data.

The submitted materials are reviewed by the Data Archivist and all the possible questions concerning content and formats are discussed. If needed, the Data Archivist calls upon the data provider to complete the submitted materials in order to assure the completeness of the study. The Data Archivist prepares all necessary metadata to register individual units of materials, connected in the ingest package. He/she also imports descriptive metadata for study description, according to DDI, and structural metadata that enables understandability and maximal usability for future users. The materials are then transformed to recommended formats for long-term storage and access. The distributed materials, intended for final users, are saved separately from archival materials. The ADP stores also all physically submitted printed materials and materials on different media.

 

 

Archival storage

 

The ADP monitors its holdings, and, in cases of changes in formats for long-term storage, adapts them to its needs. The ADP makes sure as well that all materials and metadata are machines readable on the long-run. The function of archival storage includes many security mechanisms, such as checking for errors in the information package, evaluation of the preparation of materials for long-term storage, as well as a policy of dealing with disposal of items from holdings.

The Archival information package (AIP) consists of all submitted and accessible digital objects, which were transformed into formats that are appropriate for long-term storage. Together with the accompanying metadata, they are stored in a separate location from the dissemination information package (DIP). Backup security copies of all of the packages are made on a regular basis, by which greater protection before the loss of data is assured.

 

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, connected with the study, are available to all users of the web page 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 prepares also metadata of studies that have microdata available in other archives or organizations, such as some internationally comparable data and unprotected microdata from official statistics. The ADP saves and disseminates their metadata and links to the data access landing page. The access to data files is subjected to the rules of the organization that is 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