A Demonstration of ICPSR’s New Data Deposit System

A Demonstration of ICPSR’s New Data Deposit System

[Linda] And welcome to Sharing Data at ICPSR:
Introducing the ICPSR Deposit Manager. I’m Linda Detterman, the Marketing and
Membership Director here. I’m also one of the product managers for
Archonnex, which is what the deposit manager is a piece of Archonnex.
Joining us is Justin Noble who is the Acquisitions Manager and he has also
been our kind of lead developer and guider in terms of getting a
deposit manager developed, put together, and then launched with lots and lots of
testing. And Abay Israel is our Research Area Specialist. And he is also an Archonnex
product manager and has been instrumental in doing a lot of searching
and visualization for the deposit manager and then for the upcoming sneak
peak of the dissemination piece that he’ll be talking about later. I get to
start here and just let you know where our destination today. First we’re
going to give you just a very brief background what led up to the deposit
system launch. We’ll talk a little bit then thereafter about the benefits of
this new deposit manager and then, what you’ve all been waiting for I
presume, is a demonstration. Justin will take us through the deposit manager
itself and do some sample deposits and I suspect that’s when we’ll get some good
questions from you all. And Abay is going to talk about what’s next, because
we are not done yet. We are continuing to rebuild our
systems here and he’s going to give you a look at the ICPSR data discovery and
access systems that we have coming up. So that said, when I mentioned that this is, the deposit is just a little bit of the piece of
what is going on here. We are replacing our data curation system. So
basically what we consider our data manufacturing system from the minute a
depositor gives us data to all the stuff that gets in between to curate it, to
make it findable, discoverable, accessible, interactable, to getting that out to you and the users that you are working with. We are
replacing the system. It is not an upgrade, it is actually a total
replacement. So you can imagine all the great and frustrating and fun things
that are going on here with our technology as we’re attempting
to do this. So first we assembled the architecture which is also kind of
our blueprint. And you can see the name was ICPSR’s Digital Asset Management
Systems Architecture, which is a lot to say, so we refer to it or they named it or branded it if you will, Archonnex. It
flows off the tongue a little bit better, but it’s basically, if you think about
the word, it’s the connecting of archives, the connecting of projects. And so
when I hear … when you hear the word Archonnex product development or developer manager that’s exactly what we are referring to. So we
over the past year, it’s about a year old now, the CNS team our IT folks
proceeded to build what we call the infrastructure, the foundation for all
this. So they refer to it as all the plumbing was put in place in the walls
and getting ready for… to actually put on and ingest and a sharing mechanisms and
all the curation that goes in between those. So I stop at the
foundation building and then I’m going to hand it on over to Justin who will
talk about our first inhabitants of our new foundation in our new structure. [Justin] Thank you Linda. So now that
we’ve developed this core infrastructure, one of our first Archonnex tenants was
the openICPSR self deposit system. That was launched on the Archonnex system
in August of 2016 and then earlier this year in February of 2017 the DataLumos
repository for at-risk valuable government data was launched on the new
Archonnex platform. Because of these new technological changes in the
development of the Archonnex platform, launching this new DataLumos
repository was done in a period of only two weeks whereas if we were on our
older infrastructure that would have taken a much longer period of time to
develop. Then earlier this month, at the beginning of the month, the ICPSR
Archonnex Deposit System launched. And so that’s what we’re going to talk about
next and I’m going to give a demo of the core functionality and the new
functionality that has been in place with the launch of the deposit system. So
just a quick teaser, a quick overview of some of the new technology in the
Archonnex Deposit System. It is this workspace that is customizable and it is
designed for collaboration and communication, both with colleagues and
fellow project staff as well as with ICPSR. So one thing that the old deposit
system had is that it was basically a static two-page web form that had to be
done all at once. Now with the Archonnex Deposit System
it can be done over… it can be done all at once or it can be done incrementally
over a period of visits as long as the depositor wants to work on the project.
It also allows you to collaborate with fellow investigators or research staff
and work on a deposit collaboratively and also allows for easier supply of
revised data and documentation and uploading and sharing of new versions of
a data set. To get to the ICPSR deposit form it is the same as it was in
the old system. So you go to the main ICPSR website, then in the top part of
the website under Start Sharing Data, you simply select Start Deposit. And what
that will do is take you to another page where there is a.. it gives you an
overview of information that you should include in your deposit. So a data set,
documentation, as well as information about the descriptive information that
you’re going to be requested to provide. From there you simply click the
Start Deposit button. That will launch the new Archonnex Deposit System. So with the Archonnex Deposit System, when you come
in through this main web page there you’ll be presented with
a series of questions. And so because ICPSR is a membership organization, but
also has partnerships with various federal agencies and organizations to
provide access to these specialized collections of research data. There are
some questions that are designed to ensure that your deposit is submitted to
the appropriate project staff at ICPSR. So after answering a series of questions,
there can be up to three questions, you’ll be taken to an ICPSR deposit
work space. And in your work space you’ll be able to upload and create this new
project. And you’ll also be able to access previous projects if you
have submitted more than one deposit. So right here is just a screen shot of what
a deposit workspace looks like with multiple projects and then I’m also
going to demo what it looks like now when you’re just editing and creating
one project from start. So now I’m going to switch over and do a live demo. So again if I was at the ICPSR homepage
I would simply go to Start Sharing Data and then Start Deposit. From here
click Start Deposit and that takes you to the beginnings of the Archonnex
Deposit System. I’m not going to go through all these questions individually,
but depending on the answers that you make to these questions it will
either be submitted to a particular sponsored project at ICPSR or will start
going to the ICPSR membership archive. And so you’ll be
presented with this first pop-up box where you simply need to enter a
project title. So in this case I’m just going to name this Test deposit for 6/20
Webinar and then there is a question on this initial page where it asks, “Is this
deposit related to an existing ICPSR data collection or study or an existing
series?” In this case I’m going to say “no”, but if it was related to an existing
series, so for example I’m providing an updated version or an additional wave of
a data collection that is already housed at ICPSR, I could say “yes” and I could
provide information on the related collection. But in this case I’m just
going to say “no” and I’m going to click Save and Apply. And what that does is it
creates a new project at ICPSR and so now I’m going to navigate into that
particular project in the project work space. So now that I’m in the
main project work space, I’m going to show you on the left here you can see that
I currently have three projects in my work space. By default I just created this
project called Test deposit for 6/20 Webinar, so that is highlighted and I’m
in that project work space. I can also navigate to other projects that I have
previously created including another test project that I created earlier
today that doesn’t have any files or metadata entered. As well as one another
one that I entered a while ago where I have already uploaded data and documentation files as well as entered various descriptive
metadata. So I’m going to use this project from here on out as an example
just because I’ve already had the opportunity to fill in some of this
detailed metadata. So in this instance I’ve already uploaded the files
and I did so by clicking on the Upload Files button here. So you have the
ability to upload files, all that does is it allows for the drag-and-drop
functionality or you can click the Add Files button and that will take you to a
Windows Explorer type functionality where you’re able to navigate within
your local machine and select the files that you want to upload. The other option
is to import a zip file and if you were to do this what it will do is it will,
instead of uploading the zip file as is it will take the contents of the zip
file and extract them into your work space. So one feature of the new
system is that it allows the depositor to have increased flexibility with how
they structure their files in their submission. So you’re able to create, if
you would like, folders and subfolders within your work space for a particular
project. So you can see you may want to create a data folder and a documentation
folder or divide a project up into different waves for example if it is
a longitudinal study or a study comprised of multiple parts. So in
addition to the main work space here where the key functionality is to be
able to upload files either one or more files through the upload functionality
or importing from a zip, you also have the ability to enter various descriptive
metadata below where you have uploaded the files. It is organized into
these four main headings: project description, scope of project, methodology,
and related publications. Underneath each of these headings are various
metadata fields that you are requested to complete. So the only required
fields are the principal investigators field and the summary field. All of the
other fields are optional fields, but we encourage depositors to
complete as many as possible so that we can ensure the collection is well
described and increases… entering descriptive metadata increases the
discoverability of a particular collection and provides additional
information to secondary users who come to ICPSR to access the data. So with
respect to completing these various metadata fields one enhancement is that
for every field there is a help icon here. So if you click that particular
icon it pulls up help information for that particular field. So if you’re
unsure what the particular field represents you can easily reference the
help information for that particular field. Additionally you can see that
below the various metadata sections there is a project communication log.
What this allows for is for the depositor to communicate with ICPSR
staff directly within the deposit system. So if you have questions about
whether you should upload particular files or you have questions about the
status of your deposit or any other things as opposed to sending a separate
email to ICPSR and coordinating over email and then having to reference an email to
a particular project ID you can enter project communication within the deposit
and it is then permanently associated with that deposit so any ICPSR staff
will be able to reference the project communication log and see the
correspondence that has happened between the external depositor as well as
internal staff. When you’re working with particular files, if you select the file
you can see that below you have the ability to provide file level metadata.
In this case, for the initial launch we have only allowed for and created a
summary field for each individual file. So in this case there’s not any summary
information entered for this codebook that I have selected, but if I select
this other file – the project report – you can see that I’ve described and saying
that this is the draft technical report that I’m submitting for archival and dissemination here with ICPSR.
With the respect to these various files, there’s other functionality here in
actions that you can perform with the particular file. So there’s a preview
functionality, as well as the ability to extract metadata for a particular file,
as well as downloading files, moving files, renaming them, as well as deleting
a particular file. When you’re at a particular file is very easy to navigate
back up to the project level and enter additional study level information by
just going into your left works pace and clicking on the particular project ID or
there’s also breadcrumbs that appear at the top of the page. And so in this case,
I’m going to click on ICPSR 10592 and it takes me back to my project work space
for this sample deposit. If I wanted to edit the title of the project I can
simply go into the Edit Project Header and I’m able to edit the title
here as well as edit the other fields that I was presented with when creating
the project for the very first time. So everything that I’m showing you is
within this project work space for a particular depositor who’s preparing it
by him or herself. But the other new functionality that you can do is you can
share this particular project with another collaborator. And so this… a good
use case is a graduate student or research staff who wants to share a
particular deposit with the principal investigator of the project before
submitting it to ICPSR. So to do that you simply click on the Share Project
button, enter the email of the collaborator who you would like to share
the deposit with, and then select the various permission level that you want
to give that permission, excuse me, that you want to give to that person.
Then after you enter the email, give the appropriate permission, you click Share and
that will generate an email to that individual by which then they will be
able to go in and access the project and you can work on that deposit together. So you
can start the project then if you grant appropriate permissions that individual
can upload additional files or edited metadata and even submit the project as
well. Another thing that you can do is, after you have uploaded your files as well as
describe them by completing various metadata information, you can go to the
Submit to ICPSR button and what that does is takes you to a review page where
you’re able to have a snapshot of all the files that you’ve uploaded and it
also gives you a one-page snapshot of all of the metadata that has been
entered for that particular project. So you can just review all that information
and as well if you’re ready to submit it to ICPSR, there’s one more step. You click
the Proceed to Submit button and what that does is it takes you to the final
terms and condition page of the deposit system. You’re presented with a
couple of questions that help ICPSR assess disclosure risk and determine if
there might be any copyrighted material in the deposit as well as offers the
opportunity to provide additional information to ICPSR
that may be helpful when reviewing and processing the collection. Then you
finalize the deposit by completing the deposit agreement by either
providing a signature yourself saying that you have agreed to the terms or
if you do not, if you’re not able to provide an electronic signature and you
want to have someone else sign off on the deposit you can enter their name and
email and that will also generate an automated email to that individual
asking them to review all the information that you have entered and
the files that you have uploaded and it asks them to sign and complete the deposit.
There are two other options for completing a deposit, one is providing a
descriptive information when the files are in the public domain and you have
verified that they have been distributed by ICPSR, you can provide a descriptive
reason as to why your particular deposit falls
into that situation or if there’s an alternate deposit agreement you have the
ability to upload that here. And so once all that information is completed you
simply select the Submit Data button and then it will go to ICPSR staff who
will complete an initial review and will follow up with you if they have any
questions about the materials that you submitted. And so if for example, ICPSR
staff notice that you didn’t include a data collection instrument or other
documentation that is essential for us to process the collection what ICPSR
staff can do is simply sends the deposit back to you and you’ll be able and give
you permission to then go back and update the particular files as well as
the metadata. So if you didn’t upload again the data collection instrument or a
codebook we could ICPSR staff could send it back to you, you wouldn’t
have to enter any other descriptive information such as your name, and
affiliation, and all the required fields, and instead you can just make that
change that we request and then resubmit it to ICPSR. So this really
helps facilitate the communication back and forth between the external depositor
and ICPSR staff and also makes it easier because you don’t have to go through and
complete fields again and have duplicate data entered. So just a quick recap
here of the major benefits of the ICPSR deposit manager are again instead of it
being this static web form it is this interactive, customizable, deposit
work space. You are able to upload files of all different types and sizes. There’s
a lot more flexibility in how you can structure your data submission because
you can create folders and subfolders. It also allows for collaboration both with
fellow researchers and project staff as well as
communication with ICPSR staff. It also allows for you to enter both
study level metadata as well as file level metadata. So that’s the major
benefits and overview of the ICPSR Archonnex deposit system. At this
time I’m going to turn it over to my colleague Abay and he’s going to talk
about the dissemination components of Archonnex. [Abay] Thanks Justin. So when we think about dissemination we have to first define what that would really mean.
Dissemination as it frames to the Archonnex infrastructure, we’re talking
about anything that’s frontward facing the user. From search and discovery, to
filtering, to downloading data, to analyzing that data, to even generating
reports. With this new Archonnex infrastructure it allows us to build on
top of the current platform and create new and exciting tools that users can
use and access the data in a much more intuitive way. So I think that the
users have been our greatest driver to improve our current technology. We are
building it with the users in mind. These, and you, are our strongest asset. ICPSR has
leveraged over 50 years of data dissemination to the world and we use
this expertise alongside with all the feedback that we’ve gotten to really
dive into the pin points that people have experienced. So understanding that the
features that ICPSR, that people love we’ve made those even better. The features
that were not there, we tried to implement those as well and we made
improvements to a lot of the different things under the hood. From our academic
institutions, to the foundations and nonprofits, to the associations and
federations, and of course the libraries, and all of our other partners we’ve
solicited feedback and we continue to work on what you need as a user
and what we think is the future of dissemination and research. In
addition to that, we have users that go the entire spectrum from faculty to
researchers, staff and students, to even our council members. They’ve given us
feedback and we continue to iterate on the product of the Archonnex
dissemination portal. So some of the improvements that we have underlying Archonnex deals with the data discovery portion, the access portion, and an
overall benefit to the user experience. That has been our focus over these past
few months and will continually be that focus. The users, I can’t stress this
enough, the users are our strongest resource and we hope that we are
providing a strong tool that can help their lives become easier in the whole
research process. We are improving our search and browse functionality, the
study home page is getting a full of redesign. The search results and filters
is getting a makeover. We upgraded or online analysis capabilities. We’ve added
new design interaction and visualization capabilities and our my data account is
going to be a whole new experience that ties everything together. We’ve gotten
requests to add more reports and we’ve added that to our workflow, so as we move forward you should see these features come up in the next few months
and will notify our users of any changes at that time. So thinking about the user
experience, it is important to know that we take user experience and usability
really seriously. The design, the functionality, the engagement aspect, the
simplicity is all-important and ties into the product that we’re going to
release. The tools that we’re going to provide, I spoke a little bit about those,
but it’s so much more under the hood. Everything that Archonnex stands for
is an underlying infrastructure where all these tools speak to each other
in an engaging way so that the end user do not have a
difficult time finding what they need. The UI itself
UX user experience is flexible so that other archives or thematic
collections that we have at ICPSR could filter and change how it’s going to look
and feel based on the funding agency or based on the end-user, what they want and
what is most important. So it’s really crucial for us to really understand
those painpoints and drive that into feature sets which then drives into the
development of the product. So this may look a little familiar to you and if not, welcome. ICPSR has been in the business for over 50 years and on
the left of this presentation you would see our study search results. When you
click on search on ICPSR or openICPSR or DataLumos and you have the the products. You’d see
filters on the Left navigation including, top subject terms and geographic
locations, but a number of other filters. You see results listing from 1 to 8
on this page with the date released and you’d see the title and the PIs that
are represented. On a current study design we mirror some of the same design
criteria and language, where you would have a navigation on the left, a main
title, on the top and summary and other metadata elements that you can filter
through. We’ve taken all this feedback that our users have provided, they said
they wanted more information more quickly and they wanted to get it in a
way that they can click a button and it will see everything that they needed to
see. So we’ve taken feedback from our staff, where they were drawing up designs
and mock-ups. We’ve spoken to our council members and come constantly talking to
users and this is the new direction that we’re going. So as you see, it is a new
experience but it still has a familiar feel. The left will be the filter
elements and in the actual design you’ll see a lot of new things coming up
including these little icons which will dive in deeper as we release the product.
These are just wireframes that we’ve created, but as we move on we are going
to have working HTML versions that our testers are going to be able to play
with and give us more feedback. So the study title and the study home page is
going to get a revamp and a redesign, as well, so that all information is readily
available at your fingertips. Just as a heads up, it’s going to work
really well on mobile, as well. So if you do not have access to download the data
right away since you’re browsing and you’re trying to find that perfect data
set to support your study, we’re going to give you capabilities that would make it
so much easier to browse on your phone and access the data without even having
to download it at that time. So thinking about our data dissemination timeline,
within the next 12 to 18 months, you’ll see the full replacement happen. Periodically, you are gonna’ notice subtle changes and also you will notice not so subtle
changes. You see things that are popping up on the screen and and it going to be
some of these new exciting features that I mentioned. We’re going to have an
announcement about all these features and when they’re going to become live
and we’re going to have demos that people can use. We have two ways that
people can get an easy access of what’s coming down the pipeline. The first is to
save the date, and yes this is a shameless plug for an ICPSR OR meeting
happening in October 11th to the 13th where you will be able to actually see
these new dissemination designs in action. So save the date, in addition to
that we are calling for ICPSR UX testers. You don’t need any design or
programming experience and all levels of skill are required regardless of where
you’re coming from. You can be a student, you can be a researcher, you can be
faculty, you can be staff and you can access this via this web form at the
bottom here. At the end of this talk and this webinar this slides will become
available so you can simply download it and click and access these slides.
I strongly encourage anyone who has an idea from what ICPSR can be, can be in
the future, to sign up for these forms and give us your feedback it is
incredibly important to us and we hope that we are going to to create something
that’s going to be helpful for all our users for the next 1, 5, 10, 15 years,
and 20 years into the future as we take Archonnex from deposit to
dissemination and beyond and with that being said I’m going to bring my part to
a close and we can open it up for any questions that you may have whether it
be on the deposit system or on the dissemination system or just Archonnex in general, the overarching architecture. So the first question that
we received, and thanks for keeping those questions coming, is there a file size
limit? I’ll let Justin handle that since he deals with deposit. [Justin:] So currently for
openICPSR self deposits there is a two gigabyte file size limit and then for
datLumos projects, which are deposits geared at preserving at risk better with
federal government data, we have a higher limitation of 50 gigabytes and then for
ICPSR deposits, we do not have a particular file size limit in place. When
it comes to uploading large files, there may be some performance issues and
networks timeout issues that a depositor could potentially experience when
uploading anything when it starts getting into you know a gigabyte or
larger, but the system can definitely handle that or we will work with you to
develop an alternate layout of getting it into the Archonnex system. I guess what one thing I just wanted to iterate is I did give a demonstration of the
current Archonnex Deposit form functionality and then Abay followed up
with what is being currently developed for the dissemination side of things.
While we’re working on dissemination, we are also continuously working on
improving and making enhancements to the deposit system, as well. So we gathered
initial feedback, for the initial release and we are, you know, monitoring
very closely our user support systems and doing the continuous outreach to
depositors, potential depositors, users of our website to refine and figure out
where additional enhancements can be made. So another question, it pertains
to sharing projects and the question is when you share a project, how does the
referred user authenticate. So when sharing a project, the email address that
you are sharing the project with, that individual will receive a email with a
URL, a custom URL for that person, and in that URL there is a claim ID. That claim ID because it’s only being sent to that user when they click on the
link that is sent to them it will add the project to their particular ICPSR
account. If they do not already have an account, they will be prompted to create
an account, so because this is a deposit workspace, a depositor does need to have
an ICPSR account to deposit data with us. That can be by creating ICPSR my
data account or you can also login with various other third-party authentication
mechanisms such as Facebook, LinkedIn, and
orchid ID. Another question that we have is, will our system of requesting access
to restricted data move to this platform? The answer to that is yes, so we initially moved the deposit system onto Archonnex. Now we’re focusing on
another portion that is again outwardly facing. So the dissemination on the web
side of things and then I think following that we’re going to work on
the curation side of things as well as access to… applying for access for
restricted data. So we don’t have a particular timeline for moving our IDARS
our system, our system for accessing restricted data, there’s not a particular
date, but that is something that we’re going to move to the Archonnex
platform. In fact, everything that is part of ICPSR that has the current
functionality of ICPSR is moving on to this new platform. [Abay:] Yeah, and to piggy back on that topic the Archonnex infrastructure is the
foundation of what way ICSPSR is going to be going and the reason that is so
important to us to stress that is that some of the proprietary software that
we’ve built a CMS and development team has been hard when building these new
tools and the reason that Archonnex is so powerful is that these tools are
able to plug into this larger Archonnex infrastructure. Before it was the
case that these tools kind of stood on their own and they were not able to talk
to each other. So things like IDARs or things like my data account, which
is going to get a full revamp, those are going to talk to Archonnex would then
create these better products
for the users and so the ICPSR staff and members all throughout the
world. Alright let’s see if any of the questions, haven’t seen another one, alright um the next question is I think I’ll let Justin since it deals with deposit, if someone wants to share a pre-published deposit on ICPSRs main
website with the general publisher can they do that without being at a member
institution, interesting. [Justin:] Yes, so anyone can deposit data collections to the
ICPSR membership, you do not have to be an
ICPSR member to share data with us. If a researcher does deposit any type of data
with the ICPSR membership then that data will be freely made freely available to
ICPSR members, but non-members would have to pay a fee to access the data. Another
option would be that members or non-members could deposit
into the openICPSR self deposit system and files that our deposited into
openICPSR are not curated or enhanced by ICPSR, they’re released as is, but they
are inventoried in ICPSRs… included in ICPSRs catalog and they also get a DOI
or a persistent URL for that particular data resource. So that is another
option. [Abay:] We’re giving a lot of congratulations on the development and
thank you so much for participating. This has been really great on both sides this an
exciting time at ICPSR and to know that you all in our corner and given us great
feedback and best wishes is really great for us, as well. So thank you, keep them
coming. [Justin:] So if you have any further feedback again we will share these
slides following the presentation and you can also email [email protected] and that will go to both myself and Abay
and we will respond to that if we can ourselves. So we will coordinate with the
development team if you have a technical questions, as well. [Abay:] Alright, it looks
good, so again I want to thank everyone for participating and being part of our
webinar today. The slides and the presentation will be available and I
hope… we would look forward to seeing you at our future webinars and hopefully at the
OR meeting later in October of this year. So have a great rest of your day
from the Archonnex team and all the best. [Justin:] Thank you.

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