Fig 1.Getting data into the system
Steps to follow when filing a data set with the data manager:
1. The investigator should request a copy of the documentation forms from the data manager before sending any file. From these forms we obtain the information that is entered in the computer to catalog and then facilitate data requests and retrieval.
Without documentation, future data requests can not be responded due to the lack of organization and proper identification of the data.
2. The investigator sends the data set with a complete set of documentation forms to Data Management. A copy of these forms and the guidelines to complete them is one of our 1990 LEF LTER Meeting Briefing Document appendixes (the latest revision of these forms are included in our LEF LTER Data Management Guidelines Section: Guidelines and Documentation Forms). If some information is missing, the data manager will request the investigator to fill in the missing details.
3. Data Management enters the information from the data set documentation forms in the LTER Data Set on-line catalog using Paradox, our Data Base Management System (DBMS). If the information received is not on a DM Documentation form in Word or Word Perfect, DM generates a Paradox report to produce an a Word and HTML files and merged into documentation forms. A copy of the completed Word forms are sent to the Investigator if some information is missing and another copy is filed jointly with the data. After the investigator fills in all the missing information DM updates the forms and files a completed form for future reference.
The HTML form is posted on the Web site along with the available data; the Word form is posted on our Intranet for the reference and use of the Investigator and the data staff only. If the data is not yet released, in conformity with our LUQ LTER Data Management Policy, only the metadata will be published on the Web. (Data will not be either catalogued, neither published on our Web site without its metadata.) Metadata is the gateway to the data on our Web site as well as on our Intranet.
4. If the investigator requests DM to enter the data in the computer, the data manager will submit the data set to Data Management Committee or to one of our Principal Investigators (PI) for evaluation. At the present, an LTER investigator from the International Institute of Tropical Forestry, another from the Terrestrial Ecology Division, the LTER director, and the Data Manager make up this committee. Either the Committee or one of the PI will decide on the priority that the data should have to be entered in the computer. The investigator has to request for this action if it is the first time (s)he is filing the data set and wants the data to be entered on magnetic media.
If the investigator files the data either on paper or already on computer media, the investigator must be aware that Data Management is not responsible for the quality control of the entered data. It is the responsibility of the investigator to assure the quality of the data filed at Data Management.
5. If applicable, the data set will be entered in the computer, according to the decision that has been made. Quality control procedures of the data entered will be then followed. DM must make sure that the data entered on computer media correspond to the data on the data sheets only when DM enters the data.
When the investigator finally approves the data entered in the computer, the data will become part of the data manager's files.
6. A final copy of the file in the computer will be sent to the investigator.
7. Following our Data
Management Policies the data
set will be archived. This means that the data set can be disseminated
without the need of the approval of the investigator. This will happen
only after the DM Committee has revised the case on the light of our policies,
and it has been discussed with the investigator. If the investigator wish,
(s)he can request from DM the requests on their data.
Rev. 11 July 11, 2001
Fig 1.Getting data into the system