DSA logo

 

Data Seal of Approval

Guidelines version 1
June 1, 2010

Introduction

Introduction to the DSA Assessment

The assessment guide connected to the guidelines is designed to help data managers who want to prepare an assessment of their repository to apply for the Data Seal of Approval (DSA). Per DSA’s guideline it lists suggestions of topics for inclusion and discussion. It is neither prescriptive nor exhaustive.

Each guideline should be addressed in this assessment by a link to a publicly available statement (preferably in English) which relates to the issues noted below each guideline. If the documentation is not in English a small summary in English should be provided. If documentation is not ready for publishing a deadline needs to be mentioned which will be monitored.

Please avoid the use of abbreviations as much as possible, if abbreviations are used please provide an explanation with them.

Although the sixteen guidelines regard three stakeholders – the data producer (three guidelines), the data consumer (three guidelines) and the data archive (ten guidelines) – the data archive is seen as the main organization responsible for the repository. The data archive as an organization should take care of the overall implementation of the DSA in its own specific field.

An organization that merely provides access to data and does not do any archiving in its own repository can achieve the DSA logo provided it regularly does the following:

The repository gives information as to how the guidelines relate to the repository. The responsible archivist gives his or her assessment of how the various matters have been implemented in the data repository, which main issues need to be addressed, and where visitors can find information. It should also state clearly to what other websites, if any, the DSA will apply and be explicit in their evidence.

The reviewer will check amongst others whether the documents mentioned under comments or URL are open access available to guarantee transparency. The review process will take a maximum of 2,5 months.

Minimal requirements to get the DSA awarded in 2010.

Every year the requirements will be reviewed by the DSA Board. Over time the dot-standard will be raised according to higher quality criteria. We expect the minimum requirements in 2015 will be 4 dots for all guidelines.

If the repository does not comply to the requirements mentioned below but will do so in the near future, it is also possible to apply for a temporary Data Seal of Approval. The assessment form  then needs to contain deadlines which state when the repository will be compliant. These deadlines will be monitored.

Note that this is a tool in progress that will develop further as more and more DSA assessments are performed. Please feel free to inform us of your own professional insight into the guidelines of the DSA and point our attention to the specific information you provide (info@datasealofapproval.org).

 

 

Guidelines

Guideline Minimum requirement Guideline can be outsourced
1 The data producer deposits the research data in a data repository with sufficient information for others to assess the scientific and scholarly quality of the research data and compliance with disciplinary and ethical norms. 3 No
2 The data producer provides the research data in formats recommended by the data repository. 3 No
3 The data producer provides the research data together with the metadata requested by the data repository. 4 No
4 The data repository has an explicit mission in the area of digital archiving and promulgates it. 4 Yes
5 The data repository uses due diligence to ensure compliance with legal regulations and contracts including, when applicable, regulations governing the protection of human subjects. 4 No
6 The data repository applies documented processes and procedures for managing data storage. 4 Yes
7 The data repository has a plan for long-term preservation of its digital assets. 3 Yes
8 Archiving takes place according to explicit work flows across the data life cycle. 3 Yes
9 The data repository assumes responsibility from the data producers for access and availability of the digital objects. 4 No
10 The data repository enables the users to utilize the research data and refer to them. 2 No
11 The data repository ensures the integrity of the digital objects and the metadata. 3 No
12 The data repository ensures the authenticity of the digital objects and the metadata. 3 No
13 The technical infrastructure explicitly supports the tasks and functions described in internationally accepted archival standards like OAIS. 3 Yes
14 The data consumer complies with access regulations set by the data repository. 4 No
15 The data consumer conforms to and agrees with any codes of conduct that are generally accepted in higher education and scientific research for the exchange and proper use of knowledge and information. 4 No
16 The data consumer respects the applicable licenses of the data repository regarding the use of the research data. 4 No

 

Assessment

Statement of Compliance Means Comments and/or URLs
0 N/A: Not Applicable. Provide an explanation
1 No: We have not considered this yet. Provide an explanation
2 Theoretical: We have a theoretical concept. Provide a URL for the initiation document.
3 In progress: We are in the implementation phase. Provide a URL for the supporting document.
4 Implemented: This guideline has been fully implemented for the needs of our repository. Provide a URL for the supporting document.

1. The data producer deposits the research data in a data repository with sufficient information for others to assess the scientific and scholarly quality of the research data and compliance with disciplinary and ethical norms.

Could this guideline be outsourced?

No.

Required statement of compliance:

3. In progress: We are in the implementation phase.

Applicant manual

This guideline relates to the level of guidance which the repository gives to the data producer before and at the time of submission to the repository. The response should concentrate on the contribution of the repository in making compliance with this guideline possible for the data producer.

Reviewer manual

 

2. The data producer provides the research data in formats recommended by the data repository.

Could this guideline be outsourced?

No.

Required statement of compliance:

3. In progress: We are in the implementation phase.

Applicant manual

This guideline relates to the level of guidance which the repository gives to the data producer before and at the time of submission to the repository. The response should concentrate on the contribution of the repository in making compliance with this guideline possible for the data producer.

Reviewer manual

 

3. The data producer provides the research data together with the metadata requested by the data repository.

Could this guideline be outsourced?

No.

Required statement of compliance:

4. Implemented: This guideline has been fully implemented for the needs of our repository.

Applicant manual

This guideline relates to the level of guidance which the repository gives to the data producer before and at the time of submission to the repository. The response should concentrate on the contribution of the repository in making compliance with this guideline possible for the data producer.

Reviewer manual

 

4. The data repository has an explicit mission in the area of digital archiving and promulgates it.

Could this guideline be outsourced?

Yes.

Required statement of compliance:

4. Implemented: This guideline has been fully implemented for the needs of our repository.

Applicant manual

This guideline relates to the level of authority which the repository has.

Reviewer manual

 

5. The data repository uses due diligence to ensure compliance with legal regulations and contracts including, when applicable, regulations governing the protection of human subjects.

Could this guideline be outsourced?

No.

Required statement of compliance:

4. Implemented: This guideline has been fully implemented for the needs of our repository.

Applicant manual

This guideline relates to the legal regulations which impact on the repository.

Reviewer manual

 

6. The data repository applies documented processes and procedures for managing data storage.

Could this guideline be outsourced?

Yes.

Required statement of compliance:

4. Implemented: This guideline has been fully implemented for the needs of our repository.

Applicant manual

This guideline relates to the ability of the repository to manage data.

Reviewer manual

 

7. The data repository has a plan for long-term preservation of its digital assets.

Could this guideline be outsourced?

Yes.

Required statement of compliance:

3. In progress: We are in the implementation phase.

Applicant manual

This guideline relates to the ability of the repository providing continued access to data.

Reviewer manual

 

8. Archiving takes place according to explicit work flows across the data life cycle.

Could this guideline be outsourced?

Yes.

Required statement of compliance:

3. In progress: We are in the implementation phase.

Applicant manual

This guideline relates to the levels of procedural documentation for the repository.

Reviewer manual

 

9. The data repository assumes responsibility from the data producers for access and availability of the digital objects.

Could this guideline be outsourced?

No.

Required statement of compliance:

4. Implemented: This guideline has been fully implemented for the needs of our repository.

Applicant manual

This guideline relates to the levels of responsibility which the repository takes for its data.

Reviewer manual

 

10. The data repository enables the users to utilize the research data and refer to them.

Could this guideline be outsourced?

No.

Required statement of compliance:

2. Theoretical: We have a theoretical concept.

Applicant manual

This guideline relates to the formats in which the repository provides its data and its identifiers.

Reviewer manual

 

11. The data repository ensures the integrity of the digital objects and the metadata.

Could this guideline be outsourced?

No.

Required statement of compliance:

3. In progress: We are in the implementation phase.

Applicant manual

This guideline relates to the information contained in the digital objects and metadata and whether it is complete, whether all changes are logged and whether intermediate versions are present in the archive.

Reviewer manual

 

12. The data repository ensures the authenticity of the digital objects and the metadata.

Could this guideline be outsourced?

No.

Required statement of compliance:

3. In progress: We are in the implementation phase.

Applicant manual

This guideline refers to the relationship between the original data and that disseminated, and whether or not existing relationships between datasets and/or metadata are maintained.

Reviewer manual

 

13. The technical infrastructure explicitly supports the tasks and functions described in internationally accepted archival standards like OAIS.

Could this guideline be outsourced?

Yes.

Required statement of compliance:

3. In progress: We are in the implementation phase.

Applicant manual

This guideline refers to the level of conformance with accepted standards.

Reviewer manual

 

14. The data consumer complies with access regulations set by the data repository.

Could this guideline be outsourced?

No.

Required statement of compliance:

4. Implemented: This guideline has been fully implemented for the needs of our repository.

Applicant manual

This guideline refers to the responsibility of the repository to create legal access agreements which relate to relevant national (and international) legislation and the levels to which the repository informs the data consumer about the access conditions of the repository.

Reviewer manual

 

15. The data consumer conforms to and agrees with any codes of conduct that are generally accepted in higher education and scientific research for the exchange and proper use of knowledge and information.

Could this guideline be outsourced?

No.

Required statement of compliance:

4. Implemented: This guideline has been fully implemented for the needs of our repository.

Applicant manual

This guideline refers to the responsibility of the repository to inform data users about any relevant codes of conduct.

Reviewer manual

 

16. The data consumer respects the applicable licenses of the data repository regarding the use of the research data.

Could this guideline be outsourced?

No.

Required statement of compliance:

4. Implemented: This guideline has been fully implemented for the needs of our repository.

Applicant manual

This guideline refers to the responsibility of the repository to inform data users regarding the applicable licences.

Reviewer manual

 

Data Seal of Approval Board
Wwww.datasealofapproval.orgEinfo@datasealofapproval.org