Electronic Corrections • Comments and Replies • Retraction or Withdrawal
Archiving Data for AGU Publications
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Publications: Tools for Authors |
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Guidelines to Publication •
Referencing and Archiving Data •
Dual or Prior Publication
Electronic Corrections • Comments and Replies • Retraction or Withdrawal |
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| Policy on Referencing Data in and Archiving Data for AGU Publications |
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| Citing Data | Data Papers | Characteristics | AGU's Role | |
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First adopted by Publications Committee November 1993 [Revised March 1994, December 1995, October 1996]
AGU journals and books provide a unique source of information on current research in the geophysical sciences. Because of their wide distribution, they can also play a valuable role in promoting the dissemination and archiving of significant new data and techniques. The following policy has been adopted for AGU publications in order to ensure that they can effectively and efficiently perform an expanded role in making the underlying data for articles available to researchers now and in the future. This policy is also intended to encourage authors to archive their data in approved data centers and to recognize the valuable role of scientists who collect and prepare important data for use by the geophysical science community.
This policy applies to three different situations: (1) citations of publicly available data sets in regular AGU journal papers; (2) long-term access to small supporting data sets and graphics files that are published concurrently with, and are an electronic component of, some AGU journal papers and (3) a special class of data and analysis papers that are offered in some AGU journals. For purposes of this policy statement, this special class of papers will be referred to as "data papers." Large data sets (numerical or graphic) should be deposited with a data center that meets standards for longevity.
1. Data sets cited in AGU publications must meet the same type of standards for public access and long-term availability as are applied to citations to the scientific literature. Thus data cited in AGU publications must be permanently archived in a data center or centers that meet the following conditions:
The World and National data centers meet these criteria. Other data centers, though chartered for specific lengths of time, may also be acceptable as an archive for this material if there is a commitment to migrating data to a permanent archive when the center ceases operation. Citing data sets available through these alternative centers is subject to approval by AGU.
2. Data sets that are available only from the author, through miscellaneous public network services, or academic, government or commercial institutions not chartered specifically for archiving data, may not be cited in AGU publications. This type of data set availability is judged to be equivalent to material in the gray literature. If such data sets are essential to the paper and authors should treat their mention just as they would a personal communication. These mentions will appear in the body of the paper but not in the reference list.
3. To assist scientists in accessing the data sets, authors are encouraged to include a brief data section in their papers. This section should contain the key information needed to obtain the data set being cited.
4. Data sets that meet the requirements stated in paragraph 1 above can be included in the reference list of an article in an AGU publication. The format for the reference will be specified in AGU's guide for contributors. The following elements must be included in the reference: author(s), title of data set, access number or code, data center, location including city, state, and country, and date.
1. Editors are free to establish a category of articles that are primarily designed to discuss the acquisition, preparation, and use of key data sets. The requirements for the substance of these articles and their lengths will be determined by the editor.
2. Data sets discussed in data papers published in AGU books and journals must be publicly available and accessible to the scientific community indefinitely. Authors of such papers are required to deposit their data sets in a data center that meets the criteria discussed above. In the event that an appropriate data center cannot be found by the author, AGU will take an active role in recommending the acceptance of the data by a suitable data center. AGU will provide temporary storage services, for a fee, and will facilitate the migration of the data sets to an approved center as soon as practical. (Also see section below on AGU's role in archiving data.)
3. Data sets that are the basis of data papers are subject to review. A sample of these data sufficient for the review process must be supplied with the submission of the paper. The reviewer is expected to comment on the data as if they were an integral part of the paper and on their usability.
4. Data sets for data papers must include a descriptive section that provides the user with key information about the collection, preparation and use of the data set. (This section is sometimes called the "metadata.") The format and content of this section will be specified in AGU's guide to contributors.
5. At the time of submission, authors must supply complete information about the archiving of the data sets. To avoid possible delays in the publication of the data paper, authors should consult with the data center(s) before submitting the paper to AGU. If the data sets have been archived before the paper is submitted, information on accessing them must be supplied to the reviewers.
6. The data sets will be listed in AGU's electronic index to publications (EASI). The citation in the index will include sufficient information for locating the data set.
1. Permanent archive: AGU makes a commitment to maintain and provide long-term access to the data sets.
2. Platform independent: The format of such data sets and graphics files shall be platform-neutral to allow the widest possible availability.
3. Future portability: Formats for archiving data and graphics files must be in a generic, preferably non-proprietary format consistent with conversion to future open standards if necessary.
4. Ease of management: Files shall not require significant pre-processing or reformatting for administrators in order to archive the data.
5. Usability: Compression techniques used for data sets should be available on multiple platforms, such as zip utility.
6. Flexibility: The guidelines and their recommended standards should be sufficiently flexible to allow for future incorporation of technology advances, and to allow for future user input gained from practical experience.
It is AGU’s intent to ensure the continuity of archived data sets by
- providing long-term access to small supporting data sets and graphic files that are an electronic component of and other supplemental materials that are published concurrently with AGU journal articles;
- entering into agreements with data centers to acquire archived data sets should the center no longer offer this service;
- providing temporary storage if needed for these archived data sets until a new storage center is found; and
- maintaining a catalog of data papers which provides the current location of data sets.
1. AGU does not expect to archive data sets subject to this policy, except on a for-fee basis and for sets of a small size. In general AGU expects data to be deposited with and maintained by facilities that are specifically chartered for that purpose. AGU will work with these facilities as described below.
2. AGU will work with data centers to help advertise their services and to help inform authors about the formats and standards established by the data centers. This information will be provided in order to assist authors in finding an approved archive for their data sets.
3. AGU will take an active role in helping to expand the scope of data centers if authors have been turned down because the subject of the data sets does not fit the charter of existing data centers.
4. It is not AGU’s intention to serve as an archive for large data sets that should be housed in data centers. Nor do we expect to take on the responsibilities of handling such data sets even temporarily unless they are an electronic component of a regular AGU journal paper.
5. It is AGU's intent to ensure the continuity of archiving of data sets in the data papers. Thus, AGU will attempt to enter into agreements with data centers to acquire archived data sets should the center decide to cease storing them. AGU will provide temporary storage services while another approved center is found. To meet the continuity objective, AGU will maintain a catalog of data papers and the location of current storage.
6. AGU maintains a deposit service for supplementary material of different types in order to provide long-term access to small supporting data sets and graphics files that are published concurrently with, and are an electronic component of, some AGU journal articles. Procedures related to this service are discussed in "Guidelines for AGU Electronic Supplemental Data Set Archive."
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