Fundamental Science Practices (FSP) of the U.S. Geological Survey Release of USGS Scientific Data This training module explains USGS Fundamental Science Practice responsibilities for releasing USGS scientific data. What you need to know and do to fulfill FSP responsibilities related to releasing scientific data. U.S. Department of the Interior U.S. Geological Survey

What you will learn in this FSP module OMB requirements related to releasing data USGS policy requiring release of USGS funded scientific data Importance of Data Management Plan (DMP) in determining who has responsibility for releasing data Difference between an approved data release and release of provisional data (includes emergency data) When a Digital Object Identifier (DOI) is required Metadata requirements associated with releasing USGS scientific data Review and approval requirements for releasing scientific data Disclaimer statements required for USGS scientific data In this training module you will learn: OMB requirements related to releasing data, USGS Policy requiring release of USGS Funded Scientific Data, Importance of Data Management Plan (DMP) in determining who has responsibility for releasing data, Difference between an approved data release and release of provisional data (includes emergency data), When a Digital Object Identifier (DOI) is required, Metadata requirements associated with releasing USGS scientific data, Review and approval requirements for releasing scientific data, Disclaimers statement required for USGS scientific data, 1 Office of Management and Budget (OMB)

Scientific Data USGS SM 502.8 defines data as “observations or measurements (unprocessed or processed) represented as text, numbers, or multimedia.” Data are considered noninterpretive information. Scientific data is data collected using specific methods for a specific purpose of studying or analyzing using the scientific method. Scientific data implies accompanying metadata (for example precise definitions of quantities, equations of interrelationships, scientific units of measurement, error analysis, etc.) USGS SM 502.8 defines data as “observations or measurements (unprocessed or processed) represented as text, numbers, or multimedia.” Data are considered noninterpretive information. Scientific data is data collected using specific methods for a specific purpose of studying or analyzing using the scientific method. Scientific data implies accompanying metadata (for example precise definitions of quantities, equations of interrelationships, scientific units of measurement, error analysis, etc.)

OMB requirements related to releasing data OMB Memorandum M-13-13 requires: Agencies collect or create information in a way that supports downstream information processing and dissemination activities Release of digital data required to validate research findings Use of machine-readable and open formats, data standards, and common core and extensible metadata Information stewardship Data management Creation and maintenance of an enterprise data inventory and a public data listing (USGS Science Data Catalog) OMB Memorandum M-13-13 requires: Agencies collect or create information in a way that supports downstream information processing and dissemination activities; Release of digital data required to validate research findings; Use of machine-readable and open formats, data standards, and common core and extensible metadata; Information stewardship; Data Management; Creation and maintenance of an enterprise data inventory and a public data listing (USGS Science Data Catalog).

USGS policy requiring release of USGS funded scientific data SM chapters 502.6 through 502.9 address data and require: Data management and data management plans (DMP) Metadata for USGS scientific data Timely public access at no cost to scientific data that are developed or funded by the Bureau’s information and research programs DOI and citation for approved data released to public Review and approval using the USGS Information Product Data System (IPDS) Preservation of scientific data and associated metadata SM chapters 502.6 through 502.9 address data and require: Data management and data management plans are now required to be included in all new work plans and project proposals; Metadata for USGS scientific data is required for all USGS scientific data approved for release; Timely public access at no cost to scientific data that are developed or funded by the Bureau’s information and research programs; A Digital Object Identifier and associated citation is required for approved scientific data released to public; Review and approval for data releases must be documented using the USGS Information Product Data System (IPDS); Preservation of scientific data and associated metadata must occur. This requires placing the scientific data and associated metadata in an acceptable repository or approved web data service. Additionally how scientific data will be preserved must be addressed in the DMP prior to project initiation.

The Data Management Plan (DMP) Survey Manual chapter 502.6 “Fundamental Science Practices applied to Scientific Data Management” identifies requirements for the DMP. Determines who has responsibility for the data Describes data that will be acquired or produced during research How the data will be managed, described, and stored What standards you will use How data will be handled and protected during and after the completion of the project, and Where the data will be released to meet public access and open data requirements Resources for creating DMPS Survey Manual chapter 502.6 Fundamental Science Practices applied to Scientific Data Management identifies requirements for the DMP: The DMP determines who has responsibility for the data. This is particularly important where cooperators are involved to establish who has the responsibility for managing the data throughout and at the end of the project. The DMP describes how data that will be acquired or produced during research; how the data will be managed, described, and stored, what standards you will use, and how data will be handled and protected during and after the completion of the project; where the data will be released to meet public access and open data requirements.

Difference between an approved data release and release of provisional data The USGS releases provisional and approved scientific data. In most cases, data released for emergency purposes and preliminary data released for non-emergency purposes fall into the provisional category (Internal guidance for public release of preliminary or provisional data) Until they are approved for release, scientific data are provisional, subject to revision and must be accompanied by the appropriate disclaimer statement (Guidance on Disclaimer Statements Allowed in USGS Science Information Products) Scientific data approved for release must be publically available free either through an acceptable digital repository or approved online database or web data service All final scientific data either released by the USGS or provided to research partners under cooperative or other collaborative agreements must be reviewed for quality and accuracy and must include complete metadata Data released for emergency purposes are exempt from metadata requirements if the metadata are unavailable at the time of release to meet the emergency need What is the difference between data approved for release and release of provisional data. The USGS releases provisional and approved scientific data. In most cases data released for emergency purposes and preliminary data released for non-emergency purposes fall into the provisional category. (Internal guidance for public release of preliminary or provisional Data). Until they are approved for release, scientific data are provisional, subject to revision and must be accompanied by the appropriate disclaimer statement (Guidance on Disclaimer Statements Allowed in USGS Science Information Products). Scientific data approved for release must be publically available free either through an acceptable digital repository or approved online database or web data service. All final scientific data either released by the USGS or provided to research partners under cooperative or other collaborative agreements must be reviewed for quality and accuracy and must include complete metadata. Data released for emergency purposes are exempt from metadata requirements if the metadata are unavailable at the time of release to meet the emergency need.

When is a Digital Object Identifier (DOI) required? Approved scientific data must be assigned a persistent identifier, specifically a Digital Object Identifier (DOI) for scientific data obtained from the USGS registration agent, and be accompanied by a recommended citation (refer to http://www.usgs.gov/datamanagement/preserve/persistentIDs.php ) DOIs are not required if data are served from an acceptable online database or web data service which does not support DOIs such as, for example, the USGS National Water Information System (NWIS) or Northern California Earthquake Data Center When is a Digital Object Identifier (DOI) required? Approved scientific data must be assigned a persistent identifier, specifically a Digital Object Identifier (DOI) for scientific data obtained from the USGS registration agent, and be accompanied by a recommended citation (refer to http://www.usgs.gov/datamanagement/preserve/persistentIDs.php ) DOIs are not required if data are served from an acceptable online database or web data service which does not support DOIs such as, for example, the USGS National Water Information System (NWIS) or Northern California Earthquake Data Center.

Metadata requirements associated with releasing USGS scientific data Survey Manual chapter 502.7 – Fundamental Science Practices: Metadata for USGS Scientific Information Products Including Data requires: Metadata must be created for virtually all scientific data prior to approval and release of the data as a USGS information product; Emergency data do not require metadata. Survey Manual chapter 502.7 – Fundamental Science Practices: Metadata for USGS Scientific Information Products Including Data, and requires: Metadata must be created for virtually all scientific data prior to approval and release of the data as a USGS information product; Emergency data do not require metadata.

Metadata requirements associated with releasing USGS scientific data (continued) Metadata records for scientific data must comply with standards such as the FGDC Content Standard for Digital Geospatial Metadata, the International Organization for Standardization (ISO) suite of standards, or other USGS endorsed FGDC standards Metadata elements that comply with an applicable FGDC or ISO standard appropriate for the data must be completed Mandatory metadata elements apply to all scientific data and must be included The inclusion of all optional metadata elements that help ensure more robust, meaningful, and complete USGS metadata records and enhance data usability is encouraged Quality assurance checks of the data must be documented in the metadata for released data products Metadata records for scientific data must comply with standards such as the FGDC Content Standard for Digital Geospatial Metadata, the International Organization for Standardization suite of standards, or other USGS endorsed FGDC standards Metadata elements that comply with an applicable FGDC or ISO standard appropriate for the data must be completed. Mandatory metadata elements apply to all scientific data and must be included. The inclusion of all optional metadata elements that help ensure more robust, meaningful, and complete USGS metadata records and enhance data usability is encouraged. Quality assurance checks of the data must be documented in the metadata for released data products.

Metadata requirements associated with releasing USGS scientific data (continued) Complete metadata records associated with each approved USGS data release, must be deposited in the acceptable repository along with the associated data Complete metadata records associated with each approved USGS Data Release must be deposited in and publically shared through the USGS Science Data Catalog If a database or web data service is used instead of a specific data release metadata descriptions describing the data elements used by the databases and web data services in which the data are included are required (NWIS example) Complete metadata records associated with each approved USGS Data Release must be deposited in the acceptable repository along with the associated data. Complete metadata records associated with each approved USGS Data Release must be deposited in and publically shared through the USGS Science Data Catalog. If a database or web data service is used instead of a specific data release then metadata descriptions describing the data elements used by the databases and Web data services in which the data are included are required (NWIS Example).

Review requirements for releasing scientific data Reviews of the data and the associated metadata are required, that is, there is at least one data review and one metadata review These reviews must be documented in the internal USGS Information Product Data System (IPDS) Data and metadata reviews are distinct and different from peer reviews required for other USGS information products The same qualified individual may conduct both the data and the metadata reviews Survey manual chapter 502.8 establishes requirements for review and approval of scientific data. Reviews of the data and the associated metadata are required, that is, there is at least one data review and one metadata review. These reviews must be documented in the internal USGS Information Product Data System (IPDS). The data is not placed in IPDS just the reviews themselves and how the comments were reconciled. Data and metadata reviews are distinct and different peer reviews required for other USGS information products. Peer review requirements, which are not applicable here, are described in SM 502.3. The same qualified individual may conduct both the data and the metadata reviews.

Review requirements for releasing scientific data (continued) All final scientific data provided to research partners under cooperative or other collaborative agreements must be reviewed for quality and accuracy and must include complete metadata. All final scientific data provided to research partners under cooperative or other collaborative agreements must be reviewed for quality and accuracy and must include complete metadata.

Approval requirements for releasing scientific data USGS scientific data are considered noninterpretive. The methods used to create the data, however, may be derived from an interpretive process, in which case the methods and interpretations must be described fully in a peer-reviewed information product. This peer-reviewed information product must be referenced in the complete metadata record associated with the data. Refer to Distinctions Between New Research or Interpretive Information Products and Previously Published or Noninterpretive Information Products for additional guidance. Scientific data are approved for release by Science Center Directors or their designees (SM 205.18) using IPDS once requirements described previously are met. Individual USGS organizational units may establish additional requirements and procedures for data release (refer to SM 502.2). Approval Requirements for releasing scientific data. USGS scientific data are considered noninterpretive. The methods used to create the data, however, may be derived from an interpretive process, in which case the methods and interpretations must be described fully in a peer-reviewed information product. This peer-reviewed information product must be referenced in the complete metadata record associated with the data. Scientific data are approved for release by Science Center Directors or their designees (SM 205.18) using IPDS once requirements described previously are met. Individual USGS organizational units may establish additional requirements and procedures for data release (refer to SM 502.2).

Disclaimers are required Any data released by the USGS must have the appropriate disclaimer. For approved data released to the public, the disclaimer is here: https://www2.usgs.gov/fsp/fsp_disclaimers.asp#1 For preliminary (provisional) data, information, or software, the acceptable disclaimers are here: https://www2.usgs.gov/fsp/fsp_disclaimers.asp#11 Any data released by the USGS must have the appropriate disclaimer which can be found on the public USGS FSP website here at the link shown. For approved data released to the public the disclaimer is at the link shown: https://www2.usgs.gov/fsp/fsp_disclaimers.asp#1 For preliminary (provisional) data, information, or software the acceptable disclaimers are at the link shown: https://www2.usgs.gov/fsp/fsp_disclaimers.asp#11

FSP training resources Additional training materials associated with FSP are available as short modules addressing requirements for specific information product types, conditions, and responsibilities. These modules are available here: https://www2.usgs.gov/fsp/training.asp Additional training materials associated with USGS FSP are available as short modules addressing requirements for specific information product types, conditions and responsibilities. These modules are available at the link shown.

Data management, data release “How to do it” resources. Comprehensive guidance materials associated with managing USGS data are available at the USGS Data Management web site. At this site you will find information on creating data management plans, creating metadata, obtaining a USGS DOI for your data release, publishing your data, and preserving your data. This is the USGS sanctioned place to get the latest “how to do it” details. https://www2.usgs.gov/datamanagement/index.php Or just search for “USGS Data Management” on your favorite search engine. Comprehensive guidance materials associated with managing USGS Data are available at the USGS Data Management web site. At this site you will find information on creating data management plans, creating metadata, obtaining a USGS DOI for your data release, publishing your data and preserving your data. This is the USGS sanctioned place to get the latest “how to do it” details. Or just search for “USGS Data Management” on your favorite search engine.

Questions? Questions related to USGS Fundamental Science Practices should be addressed first to your USGS Bureau Approving Official (BAO) or to the USGS Fundamental Science Practices Advisory Committee at GS_FSPAC@usgs.gov Questions related to USGS Fundamental Science practices should be addressed first, to your USGS Bureau Approving Official (BAO) if you are a USGS scientist or to the USGS Fundamental Science Practices Advisory Committee at the email link shown.

Fundamental Science Practices of the U.S. Geological Survey Thank you for participating in this awareness training for USGS Fundamental Science Practices applied to release of USGS scientific data.