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Home - data - data management

Data Management

Submission of material to the DASSH

For details of how to submit data to DASSH, please click here

Archiving of material

Electronic data (spreadsheets, databases, images etc.) will be stored in a digital archive. Requests to archive physical data such as slides, paper reports and record cards will be reviewed on a case-by-case basis. At present DASSH is not in a position to digitise slides or film at archive quality but it will actively seek funding to enable it to do so.

Security of archived material

Whilst data is being processed it will be stored on a secure network, with physical datasets stored in a metal filing cabinet. Once archived, electronic data will be stored on the DASSH file server. The server is protected from viruses and other malicious applications by the latest antivirus products. The DASSH file server will be backed up nightly and the tapes will be removed on a weekly basis and stored offsite in a fireproof safe. Physical datasets accepted for archive will be stored in secure filing cabinets offsite. The long-term storage of physical datasets will be assessed as part of the scoping report that will be prepared by the DASSH team.

Managing data

A 'bespoke' database will be used to store metadata on all archived material and for administrative purposes such as maintaining records of permissions and data requests. For more details on the metadata held by DASSH, please click here.

Processing archived data

Reports and spreadsheets will be entered into Marine Recorder for electronic storage, in addition to archiving the originals. Databases may either be entered into Marine Recorder where appropriate or archived in their native format.

Dissemination of data for public access

The DASSH Web site is a major source for the dissemination of data. Images and other media will be processed and optimised for the Web using an automated procedure and checked manually for QA purposes. Data will be freely accessible from the Web site with its relevant metadata. Users of the DASSH Web site will be required to register on the site prior to downloading data. In addition, user registration will allow data providers to log in and review summaries of the use of their dataset(s). DASSH will not release raw data or the DASSH Marine Recorder database but it will forward any data requests to the data provider for consideration and may release raw data at the request of a data provider. Sensitive metadata such as contact details will not be available on the Web and, at the request of data providers, DASSH will archive material without displaying it.

Quality Assurance

Documented QA procedures will be in place when archiving, processing and disseminating data to ensure accuracy and completeness, and include;

• Logging the arrival of data and images (and the return of any original material sent to DASSH on loan for processing).
• Review of data quality.
• Verification and validation of metadata and permissions.
• Verification and validation of information entered into marine recorder.
• Verification and validation of databases exported to the web server.
• QA of optimised media for Web display.

For more details of DASSH QA procedures click here.

Disaster Recovery

DASSH will sit within the established disaster recovery plans held for the MBA. The backup regime will ensure that Web pages and datasets can be restored, providing the infrastructure is undamaged. If replacement hardware is required, it will be promptly sourced and housed in a secure, temporary location until repairs are complete.

Data Flow Diagram

Below is a diagram illustrating how DASSH will receive, process and disseminate the data archived.

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