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RDAP14: The Deposit-a-thon: a practical and fun approach to staff training
RDAP14: The Deposit-a-thon: a practical and fun approach to staff training
RDAP14: The Deposit-a-thon: a practical and fun approach to staff training
RDAP14: The Deposit-a-thon: a practical and fun approach to staff training
RDAP14: The Deposit-a-thon: a practical and fun approach to staff training
RDAP14: The Deposit-a-thon: a practical and fun approach to staff training
RDAP14: The Deposit-a-thon: a practical and fun approach to staff training
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RDAP14: The Deposit-a-thon: a practical and fun approach to staff training

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Research Data Access and Preservation Summit, 2014 …

Research Data Access and Preservation Summit, 2014
San Diego, CA
March 26-28, 2014
Lightning Talks

Amy Hodge, Stanford University

Published in: Education
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  • 1. 1  
  • 2. Stanford  University  Libraries  provides  campus  researchers  access  to  our  digital   preserva:on  system  called  the  Stanford  Digital  Repository,  or  SDR.  Over  the  last  year   we  have  been  focusing  our  efforts  on  geBng  researchers  to  deposit  data  into  the  SDR   for  preserva:on  and  sharing,  and  we  have  developed  this  online  tool  that  allows   them  to  deposit  data  themselves.     2  
  • 3. Our  subject  librarians  are  the  front-­‐line  of  communica:on  with  our  researchers  and   are  the  people  best  posi:oned  to  increase  awareness  and  promote  the  use  of  our   services.  Some  of  them  have  even  been  known  to  help  with  data  collec:on,  like   librarian  Joe  Wible,  shown  on  the  right,  helping  out  on  a  diving  expedi:on  at  the   Palmyra  atoll  to  collect  data  about  coral.  Most  of  our  subject  librarians  had  liLle  first-­‐ hand  experience  with  how  data  deposit  actually  works,  which  made  it  hard  for  them   to  answer  ques:ons  about  it.  We  felt  that  the  more  they  understood  about  the  data   deposit  process,  the  more  easily  they  would  be  able  to  see  where  or  when  deposi:ng   data  in  the  SDR  would  be  a  good  solu:on  for  people.  We  wanted  to  provide  this   experience  to  our  staff,  but  it  is  difficult  to  play  around  with  the  deposit  tool  unless   you  have  real  materials  to  deposit.       3  
  • 4. In  July  2013,  I  was  talking  with  the  Director  of  the  John  A.  Blume  Center  for   Earthquake  Engineering  (JABCEE)  and  when  I  told  him  about  the  SDR,  he  expressed   interest  in  deposi:ng  their  collec:on  of  167  technical  reports.  He  was  concerned   about  what  would  happen  to  them  when  he  was  no  longer  the  director.  However,   this  would  be  a  significant  amount  of  work  and  he  wasn’t  sure  when  or  if  they  would   have  the  :me  to  take  on  this  project.     4  
  • 5. The  solu:on  for  both  of  these  situa:ons  turned  out  to  be  a   Deposit-­‐a-­‐Thon.  15  library  staff  and  a  JABCEE  representa:ve   worked  together  for  about  two  hours  to  deposit  the  technical   reports.  In  that  :me  we  generated  dra`  deposits  for  137  of  the   reports.  162  reports  are  now  live  and  discoverable  in  the  library   catalog.     5  
  • 6. Key  factors  for  the  success  of  this  event  were:   •  exis:ng  online  availability  of  report  files  and  metadata   •  prepara:on  of  a  metadata  crea:on  guide  that  helped   streamline  the  deposit  process   •  par:cipa:on  of  a  representa:ve  from  the  Blume  Center,   which  meant  real-­‐:me  answers  to  ques:ons  regarding  field-­‐ specific  language  and  keyword  selec:on   •  presence  of  everyone  together  in  the  same  room  helped  to   minimize  par:cipant  frustra:on  and  confusion,  allowed  them   to  get  ques:ons  answered  immediately  and  to  consult  with   each  other  for  help  –  and  helped  to  make  sure  individuals   completed  their  assignments   •  online  tool’s  review  workflow,  which  allowed  staff  without   field  exper:se  to  generate  dra`  deposits  for  later  review  by   JABCEE  staff     6  
  • 7. The  end  results  from  this  event  were  that:     •  staff  received  hands-­‐on  experience  with  the  workflow  and   tool  for  deposi:ng  data,  making  them  beLer  posi:oned  to   answer  ques:ons  from  their  cons:tuencies  and  to  advocate   for  use  of  the  service   •  provided  a  direct  service  to  JABCEE  in  geBng  their  technical   reports  deposited,  which  might  not  have  happened  otherwise   •  we  have  happy  customers  who  have  been  eager  promoters  of   the  SDR  and  our  other  services  to  their  students  and   colleagues   7  

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