_images/meta-header.png

Polar Data Catalogue Help Manual

The Polar Data Catalogue (PDC) is the data repository for the ArcticNet Network of Centres of Excellence, the Government of Canada Program for the International Polar Year (IPY), the Northern Contaminants Program (NCP), the Beaufort Regional Environmental Assessment (BREA), the Nunavut General Monitoring Plan (NGMP), the Canadian High Arctic Research Station (CHARS), and other related Canadian and international research programs.

The Polar Data Catalogue provides an interface for registered users to enter metadata and data that are searchable by the general public through the PDC Search Tools. These are easy-to-use mapping interfaces that allow for fast and simple retrieval of spatial data in the Arctic and Antarctic. To upload data, contributors must be researchers with our partner organizations as well as registered users of our website. The uploaded data will be available for public search after it has been through our Quality Assurance protocols and the record has been approved.

If you have any questions or concerns, please contact PDC Support: pdc@uwaterloo.ca

Part I: Search for Data

This document guides you through the process of searching for data using user-defined criteria. Anyone can search for data using our PDC interface.

On the PDC Welcome page click on the "Find Data" button and you will be able to choose from the following search options (or click on the individual options on the left of the screen).

_images/FindMetadataandData1.png

Part III: Submit Metadata and Data

Metadata is basically data about data. Metadata provides the what, where, when of data and by whom it was collected, as well as its current location. Metadata facilitates the understanding, use, and management of data, and is a tool for networking and collaboration. The Polar Data Catalogue follows the FAIR (Findable, Accessible, Interoperable, and Reusable) principles. These principles state that it should be possible to find research data, there should be information about how to gain access to them, they should be compatible with other data, and possible to reuse. Standardised metadata is an internationally conforming standard of information fields that must be included within the metadata, to allow interoperability between metadata management facilities.

This document guides you through the process of adding new metadata and data records into the Polar Data Catalogue (PDC) using the online data entry system. The PDC also provides the interface to manage all your metadata and data records. The three functional components are “Submit Metadata,” “Submit Data,” and “My Metadata.” In the following section each part is described in detail.

To submit or edit metadata, and/or data, data “owners” must be registered with the PDC. The Registration form can be found via the PDC Welcome page "Submit Data" button or directly on the PDC Input page. Select “Register for PDC” in the navigation menu. Following your form submission, you will recieve an email containing a link to verify your email address.

_images/Register.png

After registering for the PDC, and signing into your PDC account, you will see several options related to data management on the Dashboard, or in the navigation menu. [Note for students: It is suggested that you log in (or register, for first time users) using your supervisor’s email address. The email address is the main link to the laboratory’s records, and thus will remain the most reliable and constant contact for the future.]

_images/Dashboard.png

 

Submit Metadata

A good, robust metadata record provides as many details as possible about the resource that is being described. The information that is required for a standardised PDC metadata record include:

  • Title
  • Citation - (how you want this record to be cited by others)
  • Study Site - (including the Canadian Geographical Names Database unique identifier)
  • Purpose
  • Abstract
  • Responsible Parties - (we suggest these are all listed in your citation)
  • Links to Data
  • Status
  • Maintenance and Update Frequency
  • Research Program(s)
  • Research Area
  • Time Period
  • Keywords
  • Data Access Security

After the metadata records are created and saved please ensure they are submitted. Once submitted, the quality of the metadata will be reviewed. When they are approved, the metadata record will be available to the public through the PDC Search Tool. This process is described in the flowchart below:

_images/Flowchart.png

An online input form is provided for the data owners to enter their metadata. Please refer to the “Descriptions of required information in Metadata Input Form” for further clarification of each field.

Additionally, Metadata Input Form templates (Text file and Word file) are provided, that allow you to fill in the form offline, and then to copy and paste the information into the online form. All fields of the online form need to be completed before your record can be saved and submitted.

The following documents should be reviewed for more detailed guidance for creating a metadata record:

Instructions for Creating Metadata

Completed Metadata Input Form Example

PDC Best Practices – Complete Guide

PDC Best Practices – Summary

All of these documents can be found under the “Help” link in the navigation menu on the PDC Input page.

Creating a new metadata record:

  1. Log in (or Register, for first time users) to the PDC using your registered email address.

  2. Select “Submit Metadata” from the Dashboard or from the dropdown User navigation menu.

  3. Fill in the Metadata Input form. All the fields with an asterisk (*) are mandatory.

    _images/Input_form.png

  4. Validate and save metadata record by selecting the “Validate and Save” button at the bottom of the Metadata Input Form.

    _images/Validate_and_Save.png

    If there are any errors, you will be returned to the form, and the errors will be highlighted in red to indicate the field(s) that must be modified.

    _images/Error.png

  5. A screen indicating “Record created and saved successfully” will appear if no errors were present in the metadata. You will be given four options to choose from:

    1. Submit Metadata
    2. Submit data for the metadata record
    3. View or Update the metadata record
    4. View the list of metadata in the “My Metadata” page

    _images/Submit_Metadata.png

  6. When you are satisfied with the metadata, you can submit the metadata record by selecting “Submit Metadata” on the “Record created and saved successfully” page. If you would like to SUBMIT or UPDATE a record that was previously SAVED, select the metadata record on the “My Metadata” page and select “Submit” or “Update” at the bottom of the Metadata Input Form. Additionally, if you would like to create another metadata record similar to the record that is already saved, select “Similar Entry” at the bottom of the Metadata Input Form. This will create a duplicate of the record (with a new CCIN reference number) that can be edited as necessary.

    _images/Submit.png

    Once the record is submitted, an automatic email will be sent to the account holder's email.

    The submission will be reviewed. The record status will then update to “Approved” , or “Sentback” (for major changes). “Edit” or “Update” (for minor errors) can be done with email notifications. An automatic notification email will be sent to the Submitter. After approval, the record will be available to the public, through the PDC Search Tool. If the metadata record is sent back, you will receive an email explaining the reason(s) why. The metadata can be edited on the “My Metadata” page and submitted again for approval. Please note: a submitted metadata record cannot be edited again by the user until it is approved or sent back.

    Please note that if you do not submit your metadata, the record will be marked as “SAVED” in the “My Metadata” page, but will not be available online. Only when the record is “SUBMITTED”, reviewed, and then “APPROVED”, will it be available online. Don’t forget to go back and “Submit” your metadata once you are satisfied with it, as this is a common mistake made by users.

 

Submit Data

A good, robust data record should consider the quality, quantity, and relevance of your data and avoid data that is incomplete. Any missing value identifiers, or errors in your data, should be identified in your README file. Missing values can be identified in several ways, NaN (Not a Number), NR (No Result) or by using a specified extreme value not likely to be confused with a measured value (e.g., -9999).

Please ensure that your data files are accompanied by a detailed README file in either .txt or .pdf format. A .txt template is provided, that will allow you to easily create a README file:

README template

A README is a text file that introduces and explains your project. It contains information that is required for others to understand what the project’s data is about. It can answer questions that users may have regarding how to reuse your data, and is especially valuable for the long term preservation of robust data.

To upload data to a metadata record:

  1. Select “My Metadata” or “Submit Data” from the Dashboard or the navigation menu. Select “Submit Data” next to the metadata record for which you want to upload corresponding data.

  2. You can either navigate to the data files by selecting “Choose multiple files,” or you can drag and drop the files to upload them. You can submit any number of files; however, the maximum size for each file is 500 MB. If data files are larger than 500 MB, please contact us at pdc@uwaterloo.ca.

    _images/Submit_Data.png

    3. When you submit a file, you will see a process bar appear for the file, to notify you when the file is submitted.

    As with the submitted metadata record, an automatic email will be sent to your email (or the email used to log in).

  3. The PDC Data Specialist can approve, upload or delete (with prior emailed approval from the submitter) files for the metadata record. An automatic email will be sent to the submitter once the record is APPROVED. The data will then be available to the public through the PDC search, if the Data Security for the data is set to “Public” in the metadata record. If the Data Security is set to “Limited,” only the submitter, and Data Specialist, will have access to the data.

    There are 6 options to limit data:

    • Limited: data involve human subjects
    • Limited: data involve intellectual property issued related to local or traditional knowledge
    • Limited: release of data may cause harm to the environment or the public
    • Limited: pre-existing data have been used and are subject to access restrictions
    • Limited: unpublished and/or currently under review for publication
    • Limited: other

  4. If your data is Public and Archived in the PDC, a DOI will be assigned to it (if it does not already have one assigned).

 

My Metadata

“My Metadata” on the Dashboard, or navigation menu, allows for metadata management. It contains a table with a list of your metadata records, their CCIN reference numbers, status, date they were created and last modified, and the link to the data files associated with the metadata record.

The CCIN reference number is a unique identification number that is assigned automatically when a metadata record is created.

Metadata can have different statuses, which include:

  • “SAVED” (metadata has been validated and can be edited prior to submission)
  • “SUBMITTED” (metadata has been submitted for review and approval)
  • “APPROVED” (metadata has been approved and is now publicly visible in the PDC Search website)
  • “SENT BACK” (metadata has been returned to the creator for editing)
  • “RESAVED,” “RESUBMITTED” and “REAPPROVED” (the metadata has been previously approved and updated)

 

My Data

You can view all your uploaded data to date by selecting “My Data” in the Dashboard or the navigation menu.

The CCIN reference number is assigned automatically when a data file is submitted to a created metadata record.

Data can have different statuses, which include:

  • “WAITING FOR METADATA APPROVAL” (metadata has not yet been approved)
  • “SUBMITTED” (metadata has been approved, data is awaiting review and approval)
  • “APPROVED” (metadata and data has been reviewed and approved, and is publicly visible in the PDC Search website if the data security is set to 'Public')

 

Part IV: Frequently Asked Questions

User Interface

  1. How do I change my login information?
    Once you are logged into the PDC input, select “Profile” from the drop-down menu in the navigation menu.
    _images/Edit_Profile.png

    You will then be able to edit your profile by selecting “Edit” or change your password by selecting “Change Password.” You have access to change every field, except for your email address (due to security reasons).

    If your PDC account is registered with an email address that you no longer have access to, or will no longer have access to, contact pdc@uwaterloo.ca, please do not create a new account with a new email address.

    _images/User_Profile.png
  2. What if I forgot my password?
    On the home page of the PDC input, click the “Forgot Password” next to the sign in fields. Enter your email address, and you should receive an email with a new temporary password link to reset your password.
    _images/Forgot_Password.png

    Enter your new password in the “Password” and “Password again” fields and click “Submit.” You will be directed to the PDC input page. Verify that your new password allows you to log in to your account.

    _images/Reset_Password.png
  3. How do I report an error I experienced with the PDC?
    Once you are signed in to the PDC input, there is a “Report Error” option in the navigation menu.
    _images/Report_Error.png

    Click on the “Click here to email error report” you will be directed to the email application installed on your computer. You can also right click to get the option to copy the email address and send the email through your browser. Send us an email describing the error you received. You will need to include your email address so we know whom to contact once the problem is resolved.

    Please provide a clear and detailed description of the error that occurred, by answering the following questions:
    1. What page were you on? Please provide the URL or name of the page.
    2. What were you doing? Please provide your steps preceding the error, as well as your last steps that produced the error.
    3. What happened? Please include the text description of the error.
    4. When did this happen? Please provide the date and approximate time of the error.

    Screen shots can also be included in your email. They can prove very useful, particularly if we need to recreate the senario to investigate the error.

    Note: Some errors occur as a result of the usage of an unsupported browser, or if you do not have JavaScript or cookies enabled.

    _images/Report_Error_Email.png

Metadata and Data Entry

  1. What is Metadata and why is it important?
    Metadata is basically data about data. Metadata provides the what, where, when of data and by whom it was collected, as well as its current location. Metadata facilitates the understanding, use, and management of data, and is a tool for networking and collaboration. Standardized metadata is an internationally conforming standard of information fields that must be included within the metadata to allow interoperability between metadata management facilities.
  2. What information is required to submit metadata?
    Please refer to the “Descriptions of required information in Metadata Input Form,” available on the PDC’s Help page.
  3. How do I submit metadata and data?
    1. Log in to the PDC and click the “Submit Metadata” option on the Dashboard or in the navigation menu.
    2. Fill out the Metadata Input Form completely and appropriately.
    3. Validate and save the metadata record.
    4. Submit data to accompany the metadata record, if available.
    5. Submit the metadata record and wait for approval. If your record is sent back, make the required changes and submit the record again.
  4. How do I view my metadata records?
    Log in to your account in the PDC and click the “My Metadata” option on the Dashboard or in the navigation menu. You will be directed to a table which contains all your metadata records.
  5. How do I view my data files?
    Log in to your account in the PDC and click the “My Data” option on the Dashboard or in the navigation menu. You will be directed to a table which contains your data files corresponding to your metadata records.
  6. How do I update my metadata?
    Metadata can only be edited if it is “SAVED,” “APPROVED”, “REAPPROVED” or “SENTBACK.” You cannot update “SUBMITTED” metadata. Log in to your account in the PDC and click the “My Metadata” option on the Dashboard or in the navigation menu. Select the metadata record you want to update. Click the “Update” button at the bottom of the record. Make the required changes and click “Update.” You will then be prompted to “Submit Metadata.” Click this button and resubmit the metadata. The updated metadata will then be resubmitted to the Data Specialist for review.
  7. Is there a way I can upload several similar metadata records without typing the same information each time?
    Click on the metadata record you would like to copy from your “My Metadata” page. Scroll to the bottom of the record and click on the “Similar Entry” button.
  8. Why do I receive emails from the PDC?
    Users who create metadata or submit data files receive an email when their metadata records are “SUBMITTED,” “RESUBMITTED,” “APPROVED,” “REAPPROVED, OR “SENTBACK,” and when their data files are “APPROVED”, enabling the Submitter to track their record through the approval process.
  9. What happens after my metadata is reviewed by the Data Specialist?
    Once reviewed, each metadata record will be “APPROVED,” “REAPPROVED,” “UPDATED,” OR “SENTBACK.”“
    1. Approved: Metadata record is approved and will be searchable online through the PDC Search Tool shortly.
    2. Reapproved: latest version of Metadata record is approved and will be searchable online through the PDC Search Tool shortly.
      3. Update: the Data Specialist may make small changes and save the record again.
    3. Sent back: If significant changes are required, the record will be sent back to the submitter.
  10. What happens if the Data Specialist does not approve my metadata?
    The Data Specialist will email you directly with details for improving your metadata, or your metadata will be “SENTBACK” with comments/changes to be made to improve your submission.
  11. How soon can I find my approved metadata in the PDC Search tool?
    If a record is “APPROVED,”, or updated and “REAPPROVED,” the search tool updates and provides the new metadata version online immediately.

Quality Assurance

  1. Why do metadata and data files need to be reviewed and approved?
    Before data can be publicly available through the PDC search tool, the record needs to be checked for quality assurance. This is to ensure that the record is robust and documented in a standardised format. After users create and submit metadata, they are sent to the Data Specialist. The Data Specialist can “APPROVE,” “UPDATE,” or “SEND BACK” the record to the submitter for major revisions.
  2. Who is the Data Specialist?
    The Data Specialist is appointed by the PDC to review and approve submitted metadata and data records. The PDC Data Specialist is responsible for approving metadata and data records. The Data Specialist can see the “Approve Metadata” and “Approve Data Files” tabs.
  3. What functions does the Data Specialist have?
    The Data Specialist can:
    1. Approve - Metadata record is approved and will be searchable shortly.
    2. Update - Approver may make small changes and save record again.
    3. Send back - The record will be sent back to the submitter, with suggestions for improvements.
    4. Delete - Metadata record or data files can be permanently removed (with email permission from submitter) unless the record has already been approved.
    5. Cancel - Returns to “My Approvals” page.