Data Submission

Data Policy for the SAHRA Geo-Database (PDF Format)

Introduction

The SAHRA Geo-Database (SGD) is designed to facilitate storage of, and access to data via the Internet. Data access refers to viewing and downloading of data from the SGD. The data will be two kinds – spatial and tabular data (including time-series data) – and will be maintained in the form of a relational database. The intention is to provide support to SAHRA researchers, non- SAHRA researchers and the general public, with different (appropriate) levels of data access. Terms used in this document are defined in the Appendices. The SGD can be accessed from: http://sahra.arizona.edu/research_data/SAHRAGeoDB/

Purpose of the Database & Database Management

The purpose of the database is to:
(a) Store data and metadata developed by SAHRA research
    groups (including but not limited to field data, 
    processed data, model outputs, etc., along with
    appropriate metadata descriptions)
(b) Store certain relevant data and metadata obtained from 
    public sources
(c) Support SAHRA research groups with existing data and
    information about data sources The goal of SAHRA
    database management is to:
    (1) Ensure data integrity and appropriate data access
        to the maximum extent possible
    (2) Maintain and improve the database and the 
        mechanism for access to data
    (3) Update the database whenever new data becomes
        available

Purpose of the Data Policy

The purpose of this SAHRA data policy is to establish guidelines and agreements that govern data submission, access to and usage of data stored in the SGD. By doing so, we hope to facilitate the widest possible accessibility to SAHRA relevant data while protecting the data from unauthorized access and use, and maintaining a desirable level of data quality. The data policy includes agreements about confident iality, compliance with standards (storage, metadata etc.), and methods for data submission and access.

Data Custody (Classification)

Data stored in the database are classified into three categories based on permitted level of data access:
(a) Public Data – accessible without needing permission
    from the Data Custodian (i)
(b) Semi-Private Data – limited to access by SAHRA
    Researchers only (SAHRA and Data Custodian must be
    acknowledged in any publications or documentation
    of use (ii))
(c) Private Data – limited to access by data custodian
    and custodian-authorized users only “Private Data” 
    will be stored in the database pursuant to the terms
    of this Data Policy. Data custodians may approach the
    SAHRA administration to discuss special terms and
    conditions regarding storage of and accessibility to
    their data. However, in most cases, the following
    data policy will generally be applied:
    (1) All data collected under SAHRA funding/support 
        must be posted on the SGD within one year of 
        collection, along with appropriate metadata 
        defined in the SAHRA Metadata Guidelines
	(2) Data-Custodians can have exclusive access to 
        their own data for up-to one year from date of
        collection. Others who may wish to have access
        to the data must obtain permission from the 
        Data-Custodian, who can grant access.
    (3) After a period not to exceed one year from date
        of collection, access will be opened to all SAHRA
        researchers by the database administrator. A data 
        access log will be implemented (to track data usage)
        which can be made available to the Data-Custodia upon
        request. Users will be required to acknowledge (iii)
        SAHRA, NSF and the Data- Custodian in any 
        documentation and/or publications, and are encouraged
        to inform the Data-Custodian of any data use and 
        publication plans.
    (4) After a period not to exceed two years from date of
        collection, the data will be made publicly accessible
        by the database administrator. Users will be required
        to acknowledge (iv) SAHRA, NSF and the Data-Custodian
        in any documentation and/or publications, and are 
        encouraged to inform the Data-Custodian of any data
        use and publication plans.

User Registration & Data Access

Data access is free, but all users are required to fill out a registration form the first time they enter the database, to gain access. The database can be accessed in two different ways:
(a) Public Interface - this browser-based mode enables any
    user to access public data and to submit request for 
    private data. It will also enable authorized users to
    access semi-private data.
(b) Direct Access – this network-based mode (administrator-
    controlled) enable s SAHRA users to submit and gain 
    access to private and semi-private data, and also access
    the public data. Registration to obtain data access (via
    username and password) is by means of the Public Interface.
    The following information is collected at time of 
    registration:
    (1) Name
    (2) Email address
    (3) Phone number
    (4) Affiliation
    (5) Acceptance of the data usage agreement
    (6) Agreement that the requested data will not be resold
    (7) Agreement that the private data will not be 
        redistributed without data custodian permission.

All metadata stored in the database is accessible to and searchable by all users regardless of any restrictions on access to the data. All data stored in the database is cataloged. The catalog contains dataset name, classification, custodianship name(s), date of creation, dates for reclassification, date(s) of modification, and short description. The catalog is accessible to all users. Direct access to data can be granted only by the database administrator. All users have direct access to data owned by them, and to all publicly available data stored in the database. Access to, and use of, Private-Data requires permission by the Data-Custodian. Personal information about data users (and their access to data) is stored in the database and is made available only to the SAHRA Administration, except that the data access log for a Private Data set will be made available to the Data-Custodian upon request. Such information will not be made public or otherwise released to any third party. Statistics regarding data usage (which do not contain personal information about users) may be published or otherwise used by SAHRA administration (or their designees). SAHRA, as the database custodian and distributor, reserves the right to monitor data access. Monitoring information will be used to evaluate the efficiency and efficacy of database access and to prevent unauthorized database access.

Data Usage

Public-Data may be freely used for research and educational purposes. Data users are expected to acknowledge data custodian(s) in any and all documentation and publications. The form of acknowledgement is defined in metadata. Private-Data users are required to acknowledge SAHRA, NSF and the Data-Custodian in any documentation and/or publications, and are encouraged to inform the Data-Custodian of any data use and publication plans. Users having access to Private-Data are not permitted to provide these data to any other party without explicit documentation in the form of written consent from the

Data-Custodian

The form of data acknowledgement is defined in the Appendices to this document as well as in the metadata. Any commercial use of public data requires consultation with the data custodian. Access to data by means of the SGD shall not be interpreted as authorization by SAHRA, the University of Arizona, or the National Science Foundation to make commercial usage of the data. Any opinions, findings, and conclusions or recommendations expressed by users of SGD data are not to be interpreted as reflecting the views of SAHRA, the University of Arizona, or of the National Science Foundation.

Data Submission

����s with Direct-Access to the database can load data to pre-structured tables, or can use alternative table structures in consultation with the database administrator. New data submissions should be reported to the database administrator. Alternatively, users may submit data through the database administrator using standard data formats or follow the SAHRA Data Submission Guidelines on the database website. The upgrades of the Public-Data may only be changed by the database administrator.

Data Standards

All data submitted to the database must be accompanied by metadata describing the nature of the data. Metadata should be created based on FGDC and ISO standards. Spatial data sets must include information that enables proper spatial association of the data (e.g. in the form of geographic coordinates and projection). Preferred allowable data formats include:
(a) Spreadsheets (MS Excel, Quattro Pro)
(b) Delimited text files
(c) Database files (MS Access, dBase)
(d) ArcGIS shapefiles, coverages and interchangeable files
(e) Triangulated Irregular Network (TIN)
(f) NetCDF
(g) Raster data files (TIFF, JPEG, ASCII, BIL, ESRIGrid 
    and other binary raster files).

Appendices:

Appendix A. Definition of Terms

Data – refers to digital data and its metadata derived from any research activity such as field observations, collections, laboratory analysis, experiments, or the post-processing of existing data. It includes the spatial representation of data.

Data User – refers to an individual to whom access to the data has been granted

Data Custodian – are individuals (principal investigators) or institutions directly responsible for creating and/or distributing data. The Data Custodian is identified in the metadata.

Data Distributor – refers to SAHRA as the database custodian and data distributor.

SAHRA Administration – refers to the Director, Deputy Director and Associate Directors of SAHRA.

Database Administrator – refers to the person appointed by SAHRA Administration to be responsible for overseeing all database related activities.

SAHRA Researchers – refers to scientists, students and staff formally affiliated with SAHRA
and defined as such in the SAHRA Online Management System (OMS).

Appendix B. Acknowledgements

All materials produced using data accessed via the SAHRA Geo-Database, must include a clear indication of sources such as:
"This material is based upon data provided by SAHRA (Center for Sustainability of semi-Arid Hydrology and Riparian Areas) under the STC Program of the National Science Foundation, Agreement No. EAR-9876800."
In the case of Private-Data or Semi-Private-Data, the acknowledgement must also include a statement such as (please also see metadata for additional conditions of use):
"Permission to use these data was granted by SAHRA investigator <name, title and affiliation>"

(i)   see definition of Data Custodian in the Appendices
      to this document
(ii)  See the Appendices to this document for discussion 
      of acknowledgements
(iii) See acknowledgement formats at 
      https://intranet.sahra.arizona.edu:8443/administration/
      disclaim.html
(iv)  See acknowledgement formats at 
      https://intranet.sahra.arizona.edu:8443/administration/
      disclaim.html

* I have read and agree with the SAHRA data policy.

*Name:
*Email:
*Affiliation:
	Please, zip all your data and metadata files and submit them as one file.
*Enter File:
*Dataset Title:
*Date of creation:	(yyyy/mm/dd)
Abstract:
Comment: