Yeah. Okay. So yes, I'm Shane Coleman
and I'm the data curator here at the library.
Uh my job is to help support researchers through identifying
the tools that are necessary for storage, archiving uh, and
publication. And there's a lot of uh, I
don't have all the answers. My job is focused
around, you know, supporting any efforts that you
might have. Like if you have specific questions and
don't have the time to devote uh your effort towards
finding the proper storage for your research, you can
come to me and we can talk about that.
So, a lot of things I'm gonna talk about
really already been touched on. Uh what I'm going
to try and do in this presentation is identify tools
that I've commonly seen use and um really map out
, you know, where you can use these tools
in the research lifecycle. Um try and pull it
all together and talk a little bit about collaborative platforms
to integrate with your storage, you're publishing and archiving
systems. Uh At first point I really want to
make is uh be organized. You know, efforts
are put towards writing these data management plans for a
reason. Um Sometimes that plan change changes but as
long as you maintain an organized system for managing your
project, those changes are easier uh to make as
you go along. Uh So first thing we're gonna
talk about is storage and collecting data and the questions
you need to ask yourself before you start collecting data
and first and foremost, how much data are you
collecting? Um Your local computer or flash drive can
be appropriate to store data on to note on that
. Make sure you have some backup protocol, you
know? Um If you have, if you're working
with private data, you know? Yes, you
need some sort of security system to maintain that data
set on. Um And it may be that you
have to use an external flash drive. External hard
drive, but just to ensure that that data resides
more than just in that one location that way on
down the line, you can share that data and
move it to a more appropriate system. Uh Again
, is your data publicly accessible or confidential? Uh
That's gonna be the driving force behind most of your
decisions, you know? Uh I forget who has
touched on the R. B um policy requirements when
you have sensitive data and who has access to that
data, um how many collaborate collaborators you have on
a project and where those collaborators are located? Um
A lot of times, especially as graduate students,
you don't have access to uh Pittsburgh University's server system
and that maybe the group you're collaborating with, so
you have to make sure you have a VPN uh
connection that allows you access to that server and and
vice versa. If you're hosting a project here,
you may have uh collaborators working remotely. So you
just have to keep in mind all of these questions
. Did you start deciding on what kind of storage
media you want for your project? And again,
uh make sure you have a method for backing up
your data. A lot of cloud systems do have
uh you know, backup protocols, but you know
, again a lot of cloud systems uh are hackable
, so you have to be careful what you choose
. Um All right, and on to sharing data
, uh again choosing a server system uh within your
local department and sometimes I I found that several departments
actually charged for using uh server space, so you
have to be aware of the actual cost of using
these different systems. Um I put arc, arc
you on the slide because it's actually a great little
software system that allows you to encrypt data. Um
So if you're working with some sensitive information i using
arc you can actually back up any local drive on
your computer, external hard drive, a specific server
space. I don't remember the cost of art but
no, because of its ability to encrypt the data
, you could then move all of your data to
google drive and hosted locally. Um It's a very
simple tool to use and I highly recommend taking a
look at it if you're working uh secure data.
Uh huh. Yeah. Yeah. So revisiting the
research life cycle. Uh So yeah, the first
sections deciding on a topic and your partners and writing
your proposal and data management, claiming already kind of
touched on two. I want to dive into the
actual research process and how that can affect what storage
you're using and how you're gonna end up sharing that
data. And mm to really get into that,
we need to look at the publishing process. So
uh typical publishing process, you have a manuscript.
Uh You decide to uh published that with some publishing
company and they can either reject or accept uh huh
your article. And at that point, because of
the copy editor edited, uh you may want to
talk background a little background Alison. So we asked
what was his name? Uh Okay, so dr
Delagarza uh what? Engineering? Civil engineering? Uh
No, so we had a meeting with him uh
to discuss what would be an appropriate model for uh
publishing your data along with your article. And we
found two points within the publishing lifecycle uh that you
could publish a data set. The first being here
in this initial submission process and the second um being
on down the line once your data has actually been
accepted and I don't know if this was really his
model that we have been talking about. And what
was the journal that he S E. C.
Um american. Just to note, publishers are really
looking at um this process and where they want to
you know they want access to the data, they
are reviewing the data that you're collecting throughout your research
process. And so I just went ahead and outline
um the things you have to take into consideration when
you're publishing these points. So first off you must
have a citation before your data. Uh At that
initial point that way, you know, wherever your
data is mentioned in your paper, you have that
citation uh data is uh also easier to access.
So once you meant your D. O. I
. That link can be provided uh wherever your data
is being excited. Having that citation means you've already
picked archive and you've created that record in some repository
. Uh uh So again you know citation must be
properly through your manuscript. And at that point once
you submit your article and you submit your data to
your publisher is going to go through a review if
for any reason there's a revision to your data as
well as your article just gonna have to be a
revision mate. And I mentioned that earlier. Once
you meant to do you really want to be confident
in the data you have provided revisions in the repository
world Can be very tricky. So it's something to
stay away from. Uh So personally I really right
the idea of a researcher being on top of things
and thinking about archival and the duration of their data
early on. But sometimes it's not realistic. Which
is why I think publishing at that second stage once
your article has actually been reviewed really works better for
a lot of researchers. Um The big thing about
that is you know that one it allows you to
review your publisher policy. So if your publisher requires
you to use a specific repository or um expects you
to publish your data with them, that's the time
you can actually compile the data and turn it over
to the publisher going back to the citation portion publishing
after your manuscript has been accepted. It requires uh
in addition to your references so you have to reference
your original citation whatever you came up with your manuscript
and you have to uh add on your D.
O. I. In the reference section. So
it's not quite as obvious for someone that's reading through
your manuscript. But the D. O. I
. Will exist at the end and that link will
be there so they can get access to the Yes
you would recommend not R. And D. Uh
until get the copy editing of a of a uh
accepted correct. I would still have your clean data
set ready to just deposit a repository. But first
things first you may have submitted to numerous numerous publishers
right? If one publisher accepts you versus another,
their policy may be different on how they want to
actually manage that data. So if you wait to
archive to that point then you can make that decision
. Well he's not, you talked about that.
There's your original dataset, raw data and then the
data puts into some standardized format for a particular program
. That's that that's clearly your original data. You
want that you really want that stable when you submit
. Although it's always possible that referees steve But the
really movable part of this is is if one and
this is what I'm really asking about. Are we
supposed to also archive the batch files for statistical programs
that process the data? Turn that data set into
the results of the paper because because those are things
that are very likely to change in the, during
the referee process. That's a different question. Like
we've been talking about software, this is batch files
. It's like a text file that you, you
know that you execute using state A or so the
way I define data, your bash files would actually
be data set. Um because you put time and
effort to create well they have Yes. Credit does
not lead to the tables and figures in the paper
with journals, a specific part of the data set
replication and that requires very minimum and including like a
state of the file or something that does exactly that
you really can't do it at the beginning. You
have to wait no additional calculation. This this original
option is really driven by your basic analytical data.
I collected this data. It is what it is
, you know, right right in the manuscript until
you're actually so a deal I basically it's kind of
a freeze put on an object once you have a
D. O. I. For it can't change
that physical object. Can't that digital object? Sorry
not physical can't change. We can however, we
are being the sort of data repository community. Can't
support versioning. So if something changes, if you
need to do additional statistical analysis on the data set
, if you need to add files to it,
that can certainly occur. But there needs to be
a new D. O. I. Generated for
that first thing. So the only thing that deal
, why does it sort of locks in that one
? Got it. So we can so we can
have it. So we could come to like when
we're done with our problem we think productive project and
we've got to do files, we've got the data
files and have it archives. Get a deal and
then site that in the manuscripts that we submit.
And then when we have to add stuff to it
, more data or do files or whatever. Then
we come back to you. We we make version
two which subsumes and includes everything that wasn't exactly.
And then we just modify the D. O.
I. Exactly. Everybody's everybody's happy I think at
that point. And the way our repository works is
that there will be a link in between those two
Digital objects to say, Okay, here's sort of
version one. Here's the deal for it. Here's
version two with these additions. Here's a do I
for that but the reasonable manner has everything in the
second. It was the first anyway so there's no
real need for them to go back. Alright.
Sure. Sure. Sure. But it does sort
of president, you know the question, I was
basically the same thing like so you can have your
for your first thing and then you have to edit
all your match files. You can have a second
before those. Exactly. But the two dl lives
will still exist because the D. A. Y
. That's the guarantee the whole purpose of the deal
is that it exists in the object is sort of
frozen. It's a permanent link to it. Even
if you don't ever need to go back to the
first one, it's still important that their links.
So Exactly, people don't mistake it is too.
And you know, somebody may be interested in the
differences, they may be interested in what you added
, they may be interested in comparing the two.
So I mean storage and what we're talking about terabytes
storage is relatively cheap. So as long as we're
not talking about like Two different objects that are each
like 50 terabytes. I mean I think it's okay
. Both. So okay, I'm gonna jump back
out again. Come back to that. There are
cases you can when depositing a repository, it can
be somewhat complicated when you have a data set,
your batch files that you used to process your raw
data because sometimes the batch files are the data um
you know. Yeah, Creston uh one of our
resident uh librarians, he does research based around an
algorithm he uses. So he modifies his algorithm for
processing data. So he consumes many a huge variety
of data. The idea of being he wants to
use his algorithm in different scenarios to make sure it
processes data and the way he wants it. So
when he publishes he's publishing this updated algorithm. Right
In your case it sounds like the data is a
combination of the algorithm as well as the fire.
Apparently what you're calling data subsumes the file, the
computer file that have the raw data, the cleaned
up file that's readable by a program like data and
the do file that creates that that data file and
um processing and that's what needs to be our.
Yes. And if we have time I'll open up
our institutional repository and actually show you a record because
when you're requesting A. D. O. Y
. Uh huh. That D. O. I
. Is for your data set and not specific files
. Okay, so a dataset consists of all the
metadata related to that project as well as the files
that are associated with that project. So I've worked
with several um professors here who has 2030, 40
Files. They're associated with one project. And technically
because all those files are associated with that one project
, they all receive the same to you. Why
? There are instances in ways that you can reorganize
the engine justify breaking apart that larger project in two
phases for project which allows you to meant to do
it for the data associated with those different faces.
When you're okay, When I write a state of
do fine, it reads a file and when it
reads the file that has the path right. Clearly
that path isn't going to be right. Yeah.
And is that? It refers to a particular step
, folders and sub folders on on a computer.
But I gathered that that's the sort of thing that
the end user who reads the archive is supposed to
be able figure out customized stuff. Right? Yes
. Yes. There are some people working on a
way to encapsulate the entire system. Right. So
when you got I guess the state do file,
it would kind of run through where everything is which
libraries state is calling, you know, all that
sort of stuff where that lives and package it up
, kind of like a virtual machine image. Um
And I think the guy who's working on it is
that Notre dave I don't have to look that up
, but there are people working on that one parent
and umbrella, They're weird names. One of them
, I think, I'm pretty sure it's umbrella and
you search umbrella on your day might come on.
I think you know what's called parent. But I
mean if somebody is going to be running my file
, that better be savvy enough to change a friendly
match a file path. That's something as a dating
period. When if you create a deposit a record
with us in our repository, I would look through
that and try and recreate your work on my own
. If I had any questions at all, if
there was an issue with that, I might send
you an email, hey, could you may be
right right up to read me file to explain your
workflow for using, you know, this this say
what line number needs to be changed, correct?
I understand. So and that goes in the middle
. Yes, Yes. And and that's something I'm
actually going to get to. Very short. Yeah
. So publishing and archiving. So I I look
at publishing and archiving, right? That is the
same thing. But they go together when when you're
picking an archive for your research, you know,
again you're looking at what is my publisher requiring?
What are my needs? Do I need uh a
repository that restricts access. So we have I see
PSR Yeah, that they hold a lot of human
research. Uh fig share is open data site is
opening. Data site is where we get our D
. O. S from. Are you three?
That is actually a great tool that I suggest you
write down because it is a search tool to locate
repositories. Right? So you know if you have
any question at all in what kind of repository you
should be using, take a look, we're happy
to help you, but this is a tool I
refer to on a regular basis. So Yeah.
And again I think what was your question earlier about
choosing repositories? Yes. Uh huh. As I
I'm sorry I don't either. It was something about
All right. I asked the question what what was
that stopped posture Sheriff about moments. Yes. I
guess also the blind the boston. Happy you actually
right now it's this one of your presentation. Ask
the pizza. Well you may have data that for
whatever reason you don't want to publish it. You
want to archive it and have it there on record
. But maybe it's just a completely open data set
that you don't want accreditation for. There are repositories
out there that are very well suited for that.
Again, most repositories have the ability to some sort
of citation to put in any manuscript that you're right
. But picking an appropriate repository takes time you have
to do the research and ask yourself those questions.
You know, you know, how long is this
repository gonna be around? How, how long they
been maintaining data already? Um what policies and sharing
agreements uh do they have? And using tools like
our three data are great for finding out those big
questions that you'd be asking yourself before you publish data
. Um and again, who's your target audience?
You know, it may be that to get the
most exposure you have to find a repository specifically for
engineering, computer science, chemistry, whatever you know
, whatever it may be. Um but don't forget
as long as the publishing company that go with the
publisher, manuscript doesn't state, don't publish in blood
repository because you have to publish here, publishing as
many of these as you can. Just make sure
you use the same dont because that's going to give
you the most exposure if that's what you're looking for
. Um, you know, that that's perfectly acceptable
exist. Yeah. A lot of these are absolutely
free. Uh, fix shares free. It was
when you mentioned described. Yeah PSR is prescribed but
there's another one. Okay. Data verse diverse.
Its data verse verse path, But the Virginia Tech
one, correct. Mm So I should move on
another thing to consider. And as a curator,
I love when you can help me out with issues
like this, try and publish and more open formats
. You know, frequently we run across this,
you know, data that we no longer have software
for or we don't have a license to. That's
gonna be the case if you're trying to share your
data with people throughout the country throughout the world.
Um, so what I have here is just to
kind of a wow factor, show you all the
different types of with the file types for text files
here, raster image files, vector graphics, audio
files, video files and database files. So just
keep in mind there are a lot of file types
out there. There are a lot of open file
types out. There were more than happy to work
with you. We have a lot of different software
here for converting those file times. Um I guess
lastly one thing I want to talk about and then
collaboration, when we talk about storage, archival and
publishing, you know, you really have to talk
to, you know, have the conversation, how
do these three things relate in a way that is
conducive for my working environment. Uh huh. I've
tried to put together tools uh and workflows for helping
researchers manage the work they do and streamline uh their
effort and their research. So what I have here
, this is just a rough project file or project
folder template that I came up with. I used
to work in environmental consulting and they had a great
file structure for just organizing projects that I thought was
very translatable to research that it goes on here today
. Open science framework is an open website that is
tremendous for collaborating. Uh You can organize a file
structure however you need to you can provide access to
specific individuals and you can integrate storage systems like google
drive, dropbox. Uh There's a huge variety and
they allow um I forget the actual limit but so
much on site storage. Uh So you can actually
it's similar to um get hub and a lot of
these coding sites where you can share notes with people
right up wiki documents explaining what work you you've done
or what you've been working on. So when your
collaborator comes in, you know, they can clearly
see a log of what's been going on and what
they need to do next. And from a system
like this, even from a server space, you
can manage these systems. If you really take time
to organize uh your project files, you can really
find, you know, interface with repository systems,
storage, systems, data management plan tools uh collaborate
with different universities, you can really integrate with all
these uh different parts of your research life cycle as
long as you find a system um and organize it
in a way that you can actually share the work
. So I can't emphasize that enough. Um And
again, I'm happy to talk about this and I'm
out of time for questions. But if you have
anything quick, I don't think any of your mind
. Yes. Yeah. Yes. Yeah. So
that you can publish on which is homers for government
? Yeah. Yeah. Mhm. Mhm. Yeah
. Uh huh. Yes. Mhm. It's just
a collaborative environment. So what you do is you
come in here and uh you create a project.
So I think I'm already on a private Yeah.
Creative project and whatever you want, I've created a
couple of template projects actually open. Yeah. Okay
. Mhm. And you set up whatever type of
file structure that you want and get a contributor at
new contributors to your project. You can upload single
files, you can go to specific folders and write
notes for that particular section. So if you uploaded
a new file and you needed joe in new Hampshire
to review this file, you can write a note
in there and there's a time stamp. So joe
knows, hey, you dumped this file and he
needs to review it and and get back to you
on what the next steps are. It's just a
great environment for collaborating in those ways. And another
thing is uh jenny was the settings that we had
the Yes. So here is where you can link
up amazon, dropbox diverse fig share um, any
of these sites. So you can actually have bulk
data and have access to that data through this site
. So what happened? So it actually takes you
to the specific, you can opens it within.
Yes, but you can spit take a subdirectory.
Uh, so if you have, I'm sure you
do a ton of information that you don't want to
be accessible. You just go to that subdirectory and
that project on your google drive and that's all they
have access to. So you do actually map.
So if you want information science project framework projects could
be linked to a specific project folder on my Children
, but I believe so, I was having issue
with that earlier, so but they're still working on
when we worked on somebody else's faculty, um they
wanted to have edit within this, but you can't
edit google doc, you have to view edit view
only. So it appears whenever you edit, it
was in a good driver that was in this and
open Science when people say they are working on it
hasn't happened yet. Oh, any other questions?
But this is pretty powerful. Yeah, the all
the FBI it sounds like what the storage might be
really good for is is so everything you can set
it up so that everything you've done on your open
Science and we'll automatically get backed up to one or
more. But you might want to actually do your
collaborative work just within the Open Sign Current work framework
and you edit it there and then archive to easily
one of these other. Right? You get that
work I uh, that sort of intended to do
. I I haven't explored all of those functions,
but I've tried to do the basics. You are
you ready? Uh huh. Mm. Okay. 496 00:33:34.440 --> A:middle L:90% Yeah.