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Data Seal of Approval A case study from the Archaeology Data Service Your Name Catherine Hardman Deputy Director http://archaeologydataservice.ac.uk Introduction to the ADS The Archaeology Data Service: • • • set up in 1996 remaining one of five AHDS subject centres based within the University of York • Until March 2013 receives core funding from AHRC alongside a range of project-based funding. Associate Members of the Digital Preservation Coalition • 17/07/2015 http://archaeologydataservice.ac.uk http://archaeologydataservice.ac.uk 2 ADS mission statement Our remit: “To support research, learning and teaching with high quality and dependable digital resources.” In practice this means three key things: • • • 17/07/2015 That ADS collect and preserve datasets That we allow full, easy and free access to these And that we additionally provide guidance and support to data creators http://archaeologydataservice.ac.uk http://archaeologydataservice.ac.uk 3 ADS and OAIS • • • 17/07/2015 We have been archiving archaeological data since 1996 We follow the OAIS (Open Archival Information System) model We have mapped our staff and activities to the OAIS model and assessed compliance to the 6 mandatory responsibilities http://archaeologydataservice.ac.uk http://archaeologydataservice.ac.uk 4 OAIS mandatory responsibilities • • • • • • 17/07/2015 Negotiate and accept appropriate information from information producers Obtain sufficient control of the information provided to the level needed to ensure Long-term preservation Determine which communities need to be able to understand the information provided Ensure the information to be preserved is independently understandable to the Designated Communities. Follow documented policies and procedures which ensures the information is preserved against all reasonable contingencies and enables the information to be disseminated as authenticated copies of the original or as traceable to the original Make the preserved information available to the Designated Communities http://archaeologydataservice.ac.uk http://archaeologydataservice.ac.uk 5 Data Seal of Approval In March 2011 we were very pleased to obtain the Data Seal of Approval: http://datasealofapproval.org/ 16 guidelines relating to the creation, storage and (re-)use of digital research data in the social sciences and humanities 17/07/2015 http://archaeologydataservice.ac.uk http://archaeologydataservice.ac.uk 6 Data Seal of Approval 17/07/2015 http://archaeologydataservice.ac.uk http://archaeologydataservice.ac.uk 7 Trusted Digital Repositories • The importance of the concept of ‘trust’ in a • • • 17/07/2015 relatively young discipline. The publication of the TRAC (Trusted Repositories Audit and Certification) in 2007 enabled us to set our own benchmark. Very detailed checklist (84 criteria) Very illuminating but no formal certification framework. http://archaeologydataservice.ac.uk http://archaeologydataservice.ac.uk 8 Why was DSA so attractive? • The spirit of openness an trust on which it is • 17/07/2015 built , we hope, reflects the nature of our own relationship with depositors. Part of our mission is to bring digital archiving out of the shadows in the hope that more archaeologists will engage with the process. http://archaeologydataservice.ac.uk http://archaeologydataservice.ac.uk 9 How to do it… • The Assessment Manual is freely available • • • • 17/07/2015 from the DSA website It has 16 guidelines; for each guideline there is a minimum requirement and a potential score of 0-4. 3 guidelines about data producers 10 guidelines about repository quality 3 guidelines about users and reuse http://archaeologydataservice.ac.uk http://archaeologydataservice.ac.uk 10 How to do it… continued • For each guideline, score your repositoryfrom • • • 17/07/2015 0-4 0 means not applicable 4 mean this guidance has been fully implemented Reference your scores, linking to your appropriate policies http://archaeologydataservice.ac.uk http://archaeologydataservice.ac.uk 11 How to do it … example • Guideline No.5: The data repository uses due • • 17/07/2015 diligence to ensure compliance to legal regulations and contracts…. Minimum required statement is No.4, fully implemented and cannot be outsourced Our response: No 4 and referencing our deposit licence, sensitive data policy, T&Cs of use, governance agreements with the UoY http://archaeologydataservice.ac.uk http://archaeologydataservice.ac.uk 12 The practicalities • It took about 4 days because we found we had • • 17/07/2015 to review and update some of our policies We had to make some of our policy documents more ‘open’ and accessible on line Some documents remain ‘closed’ e.g. our disaster recovery plan which as an internal document includes staff members home telephone numbers etc. http://archaeologydataservice.ac.uk http://archaeologydataservice.ac.uk 13 Benefits (1) • Internal Review: using the process to reflect on our procedures and policies and as a foundation for future accreditation. • Establishing Bona fides: enhancement of our reputation and a useful benchmark for comparison. Establishing an understanding of what a digital archive does! 17/07/2015 http://archaeologydataservice.ac.uk http://archaeologydataservice.ac.uk 14 Benefits (2) • Enhancing the trust of users: demonstrating • 17/07/2015 that we are working to a set of standards in the same way as they may be more familiar with in traditional museums or archives. Building a community: Our deep storage preservation partners, the UKDA, also have the DSA. It shows we are all wrking to the same standard. http://archaeologydataservice.ac.uk http://archaeologydataservice.ac.uk 15 Acknowledgements and links • Thanks to Jenny Mitcham for taking the lead in achieving the accreditation and contributions from other members of ADS staff. • DCC Case Study by the ADS: http://www.dcc.ac.uk/resources/case-studies/ads-dsa • ADS’ application documentation http://assessment.datasealofapproval.org/seals/ 17/07/2015 http://archaeologydataservice.ac.uk http://archaeologydataservice.ac.uk 16