Creating or Editing a Data Set
What is a Data Set?
What types of data sets does tDAR accept?
tDAR will accept data sets stored in a variety of file formats. The data set formats that tDAR accepts are as follows:
- mdb
- xls
- xlsx
- mdbx
- tab
- csv
- accdb
To remind you which data set formats tDAR will accept, there is a list of valid file types in the "Upload" section of the "Register a New Dataset with tDAR" page. See "Uploading Your Dataset" below.
Creating a Data set
You must first create a new information resource to ingest a data set into tDAR.
To create a new information resource, you can use the "Upload" button on the tDAR toolbar (You are able to access this toolbar and button on any page within tDAR).
You can also navigate to a project display page (from your Information Resources page). The project display page contains a toolbar that allows you to add resources associated with the selected project. Click the "add new resource to project" button on the project toolbar.
You will then be presented with a screen that asks you to select the resource type you wish to add. Choose "Dataset" from the options presented.
If you choose to use the "Upload" button to create a data set, you must first select the project with which your data set is associated. Select the appropriate project from the drop-down menu in the "Basic Information" section on the data set metadata entry screen (see below). If your data set is not associated with a project, select "No Associated Project" from the drop-down menu. tDAR will associate your data set with your personal information resources.
If you choose to use the project toolbar to create a data set, tDAR will automatically select the associated project (see below).
Entering MetaData for Your Resource
To create a data set (or other digital resource) in tDAR, you will complete two steps:
- enter available metadata, which identifies your dataset (or other digital resource) and that describes it to other users
- upload the file(s)
The "Register a New Dataset with tDAR" page will guide you through the metadata entry and file upload process.
You will begin entering metadata in the "Basic Information" entry section.
Basic Information
Basic information for a data set includes the name of the associated project, the status of the data set metadata, the title of the data set, the associated language, the year the data set was created, and an abstract/description of the data set.
Choosing a Data Set Status
In the "Status" field, select the status (either "active" or "draft") that describes the state of this information resource. Select "active" to indicate that metadata entry is complete and that the resource is ready to be published once it is submittted. The status "active" means that the data set metadata is visible to all users through searching and browsing.
Select "draft" to indicate that metadata is NOT complete and that the resource is NOT ready to be published. Use the "draft" status to save your work (remember to click the submit button at the bottom of the data set entry page, though, to save your metadata in tDAR).
Note: Status does not inherit from a project to resources inside that project. Thus, a project may be marked as a "draft" or even "deleted" without effecting any of the resources within it.
Selecting the Primary Language
The "Language" field records the primary language of text fields in your data set. Select the language from the drop-down list. Language options include English, Spanish, French, German, Dutch, Multiple, Chinese, Cherokee, and Turkish.
Entering the Year
The "Year" field documents the year in which this data set was created and/or "published" in its current state. Use the textbox to enter the year your data set was created.
Selecting an Associated Project
In the "Project" field, use the drop-down box to select the project with which the data set is associated. If you used the project toolbar "add new resource to project" button to create the data set, the project is already selected for you (see description of creating a data set above).
If your data set is not associated with a project, select "No Associated Project" from the drop-down menu. tDAR will associate your data set with your personal information resources.
When you associate a data set with a project, you are accomplishing two things in tDAR:
- displaying the resource on the project page
- enabling "inheritance" of metadata values from the project down to the resource
- you will see checkboxes throughout the data set entry page that enable you to inherit values from the project level
For more information on inheritance, please see the section "Inheriting Project Metadata" on the "Creating or Editing a Project" page.
Adding an Abstract/Description
This text field allows you to provide a narrative about the content of the data set. You will likely want to describe the research that guided the construction of the data set, some of the primary variables and variable states, the use and/or potential uses of the data set, and any important information that users may need to know to apply your data. Use the textbox provided to enter an abstract.
Uploading a Data Set
After entering the general information, you should then select the file(s) you wish to upload to tDAR. You will see a list of accepted file types listed below the file upload box.
Click on the "Browse" button and browse to the file you wish to upload.
If you wish to upload more than one file, click on the "add another file" button that appears after your first file has been uploaded. Then, click on the new "Browse" button and browse to the other file you wish to upload.
Restricting Access to Files: Marking a File as Confidential and Marking a File as Embargoed
tDAR provides two different ways to restrict access to files you upload to tdar:
- mark the file as containing confidential information
- mark the file as an embargoed resource
Marking a File as Confidential
When you mark a file as containing confidential information, the file itself will never be accessible to the public. The file's metadata remains visible, but the file itself is not visible and cannot be downloaded (unless you give access rights to a specific tDAR user).
To mark a file as confidential, select "Confidential" from the drop down menu with the sub-heading "This item has access restrictions".
Why would I mark a resource as "Confidential"? You may choose to mark a resource as confidential if you feel that it contains sensitive data that could endanger an archaeological resource, information that affiliated communities or other interested communities might not wish to be widely available, or information that you are not prepared to share. For example, you may choose to mark a data set that contains mortuary feature data as confidential to respect the wishes of affiliated communities to restrict access to this information. This data should likely remain restricted to professional bioarchaeologists and others who will treat the information with proper respect.
Marking a File as an Embargoed Resource
When you mark a file as embargoed, you are restricting access to the file for 5 years. In other words, the file will not be accessible to the public for the next 5 years. The file's metadata will be visible during that period, but the file itself is not visible and cannot be downloaded. After the embargo period has ended, the file will become accessible to the public.
To mark a file as embargoed, select "Embargoed from the drop down menu with the sub-heading "This item has access restrictions".
Why would I mark a resource as "Embargoed"? You may choose to mark a file as embargoed to restrict access to the resource for a limited period of time. For example, you may wish to register a data set with tDAR that houses data for an ongoing research project. You would like to store the data and share it with a select group of colleagues working with you on the research project. However, this data must remain restricted until the project is complete and results are published in some fashion. You can mark this resource as embargoed to indicate that it is restricted for a period of time before it can be made available to the public.
How do I allow certain users to view my confidential / embargoed resource?
To permit other registered tDAR users to download confidential/embargoed files, you must enter their names into the "Access Rights" fields at the bottom of the data set entry page. You can grant ONLY registered tDAR users the access rights to download these files.
See the "Access Rights" section below.
Adding Data Set Creators
The "Dataset Creator" data entry section asks you to list the persons who contributed to the construction of the data set you are uploading to tDAR. A person who contributed to the creation of the data set may have served as an analyst, data entry technician, data collector/aggregator, data set designer, etc.
Begin entering the name of a data set creator in one of the name fields in the "Person" data entry section. tDAR will make suggestions from a list of tDAR users and other entered persons (i.e., other creators, authors, editors, etc.). If one of the suggested persons matches the person you wish to identify as a data set creator, select that person. If the suggested persons do not include the person you want to identify, then enter that person's name, email address, and institutional affiliation as accurately as possible. Enter a current email address and institutional affiliation ONLY if you are confident it is accurate.
To add additional data set creators, click on the "add another" button. Enter the appropriate information for that person and select the appropriate role.
In some cases, an individual person may not be credited with data set creation. Rather, an institution may be identified as creator of the data set. To add an institution as a data set creator, click on the "add another" button and select "Institution".
Adding Dataset Specific or Agency Identifiers
Dataset Specific or Agency Identifiers in tDAR can include a wide range of values:
- contract numbers
- internal project numbers
- permit numbers
- etc.
.
To enter an identifier
- click in the "Name" field
- begin typing the identifier name. For example: "State of California Contract Number", "BLM Permit Number"
- many fields within tDAR include auto-complete, so tDAR may suggest existing values that match what you've typed
- if an existing value matches, select it
- enter the identifier value in the "value" text box
Access Rights | |
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At the resource (e.g., document) level, access rights allow you (the project creator) to specify two kinds of users:
Note that access rights allow you to control ONLY who can EDIT the resource metadata and who can VIEW and DOWNLOAD the resource file. Access rights do NOT allow you to control who can view the resource metadata. To specify read-only users, select "View All" from the drop down menu to the right. Enter the names of persons who have the right to view and download resource files. You can grant these rights ONLY to registered tDAR users. When you begin to type in any of the text boxes provided, tDAR will provide suggestions to you from among its registered users. Select the tDAR user(s) that have the right to download attached files. To specify metadata only users, select "Modify Metadata" from the drop down menu to the right. Enter the names of the persons who have the right to edit resource metadata only. You can grant access rights ONLY to registered tDAR users. When you begin to type in any of the text boxes provided, tDAR will provide suggestions to you from among its registered users. Select the tDAR user(s) that have the right to edit this resource. To specify full-right's users, select "Modify Files & Metadata" from the drop down menu to the right. Enter the names of persons who have the right to edit resource metadata and manage/download resource files. You can grant access rights ONLY to registered tDAR users.
Why don't I see the "Users who can view/download the attached file(s)" section?This access rights section is only visible when you mark a resource as confidential or as embargoed. If you did not mark your resource as confidential or as embargoed, then your resource file(s) are available to all tDAR users. You cannot control the access rights to the file(s). You will need to mark these resources as confidential or embargoed if you would like to control access. |
Done? Time to Save | |
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Once you've completed your resource entry, click the "Save" button at the bottom of the project page or on the toolbar at the top of the page to save your metadata. | |