Open Data Release Procedure

To release data for the public, the following steps need to be performed:

  1. , One person is the main contact for the data set. The person's contact details are stored in the METADATA.ODS file of that data set.
  2. Contact person consolidates all raw and derived data in the cernbox folder of the data set labelled LLL-YYMMDD (see folder naming convention).
  3. Create a data set record on zenodo.org and reserve an OID.
  4. Decide, if the data set needs to be anonymized or if it can be published "as is". It is possible to only publish fields marked for publication (check for marked NO in the column that indicates if the field shall be public in the metadata spreadsheets).
  5. Supply all metadata in cernbox (top level CATALOG.ODS file and data set specific METADATA.ODS file), in particular the OID
  6. Contact person obtains written agreement from all data set stakeholders (usually the authors of the associated publication) and marks the status of the data set as RELEASED in METADATA.ODS and CATALOG.ODS.
  7. Request permission to publish from the data set *owner (if the publisher is not the owner).
  8. Create a public, read-only link for the data set in cernbox and add it in the URI metadata element.
  9. Create a ZIP archive of the data set folder that contains only those files that the partners have agreed to openly publish in the LLL-YYMMDD data set folder. The ZIP file follows the naming convention LLL-YYMMDD_V{MMmm}, where {MMmm} are the major and minor version numbers, e.g. V0100 for released version 1.0.
  10. Upload the data set ZIP file to ZENODO, filling out the requested ZENODO metadata record. The data set is not publicly visible at this point.
  11. Link the DOI on the FCC Twiki site.
  12. Notify all named stakeholders (usually the authors of the publication associated with the data set), providing them the cernbox and ZENODO links and asks for review of the information within 5 working days.
  13. Upon agreement or when the deadline has expired, make the dataset public in Zenodo.
  14. Send a notification to the entire collaboration mailing list with the link to the data set on cernbox and on ZENODO.
  -- JohannesGutleber - 2020-07-27
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Topic revision: r1 - 2020-07-27 - JohannesGutleber
 
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