A data management scoping proposal

The requirement:

PICES needs to responsibly manage data and data products created by PICES Committees and expert groups

What does “responsibly manage” really mean?

• • Guard against loss

  • Provide access to users

  • Maintain “metadata” about these data

    • • Maintain documentation

      • This can include written descriptions that are part of PICES Scientific Reports

  • Make these data “discoverable” (host on a website; submit metadata to some clearinghouse and/or ?)

Do we have to do it ourselves?

We don’t have to do it ourselves. We can outsource it to other agencies (as per the original TCODE policy) who are better resourced/staffed, BUT:

• • We have an obligation to keep track that these data are still available/maintained

  • We may have to repatriate the data if the agency fails to continue to provide access (e.g. AIS database, CDIAC)

So how could PICES proceed?

• 1. Expert Groups could make it their mission to identify datasets and data products that were UNIQUELY a PICES responsibility and NOT the responsibility of some national agency or institution.

  2. Once identified, these could be characterized:

     1. 1. How much data are we talking about?

        2. In what electronic format?

        3. Do we have sufficient documentation (like in a PICES Scientific or Technical Report or some other document)?

        4. Do we have metadata ?

  3. Once characterized, ExG could make recommendations about finding a “home”:

• • • 1. Could be PICES - managed/delivered by the Secretariat using the PICES Website.

      2. Could be some other organization/agency. This might require some kind of agreement between PICES (the Secretariat) and the agency

• 4. Once the hosting model is established, PICES can maintain links to other data providers

  5. Lists could be periodically reviewed and integrity reports issued. (no longer accessible; fully accessible etc.).

What about Working Groups that end?

• • The list becomes the responsibility of the Secretariat to check/verify

What about “live” (as opposed to static) databases?

• • Live databases would require special consideration as there as are implications for the organizations in terms of both expertise and capacity. For example the Invasive Species databases needs experts to validate entries. Before they are “released” into the publicly available database.

What are some of the things that we are talking about?

• • The Invasive Species database – This is a fairly complicated database and associated application

  • The ETSO Submission database (managed by a third party on a subscription).

  • The PICES Federated Metadata database. Hosted on a fee-for-service basis and maintained by TINRO staff

What if we don’t have the capacity within PICES to maintain the database/system?

This becomes an organizational challenge and input to discussions on priorities and funding.