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Poster: Using data class visualization to inform recordkeeping and scientific data preservation planning in a Canadian federal government context
 

Poster: Using data class visualization to inform recordkeeping and scientific data preservation planning in a Canadian federal government context

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Canadian government departments fall under the Treasury Board Secretariat’s (TBS) ...

Canadian government departments fall under the Treasury Board Secretariat’s (TBS)
Directive on Recordkeeping, as well as a number of other policies of Library and Archives Canada (LAC). At present, the exact interpretation of some of these policies is in flux with regard to its application to science data generated by Canadian government departments (i.e. Natural Resources Canada, Environment Canada, Agriculture Canada, etc). In this vacuum – and to assist science data management planning – an exploratory visualization using Venn diagrams was developed in cooperation with a part of one government department (Canadian Forestry Service (CFS), Natural Resources Canada) to help understand the relationship between the DoR and science data management, disposition and archiving. The goals of this exercise are threefold: 1. to understand the relationship between science data and the TBS/LAC’s introduced concept resources of business value[2] 2. to identify resources whose long–term preservation responsibility will remain with the producing department 3. (of slightly less importance) to understand the relationship between a number of major classes of data/records.

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    Poster: Using data class visualization to inform recordkeeping and scientific data preservation planning in a Canadian federal government context Poster: Using data class visualization to inform recordkeeping and scientific data preservation planning in a Canadian federal government context Presentation Transcript

    • Using data class visualization to inform recordkeeping and scientific data preservation planning in a Canadian federal government context Glen Newton Dumontier Lab, Biology Dept, Carleton University, Ottawa, Canada newtong@acm.org Abstract 2. . . . With added example data types DigitalCanadian government departments fall under the Treasury Board Secretariat’s (TBS) Class Information (Figure 2):Directive on Recordkeeping[1, 3] (DoR), as well as a number of other policies of Library • Artifacts, samples, & specimens are physical resources, some of which will be sent toand Archives Canada (LAC). At present, the exact interpretation of some of these policies LAC Business valueis in flux with regard to its application to science data generated by Canadian government • Some artifacts, samples, & specimens are science resources, some of which will bedepartments (i.e. Natural Resources Canada, Environment Canada, Agriculture Canada, sent to LACetc). In this vacuum – and to assist science data management planning – an exploratory • Documents, still & moving images are both physical and digitalvisualization using Venn diagrams was developed in cooperation with a part of one govern- • Some documents, still & moving images will be born digital Born digital Sciencement department (Canadian Forestry Service (CFS), Natural Resources Canada) to help • Some documents, still & moving images are of business value, some of which will be Huge Dataunderstand the relationship between the DoR and science data management, disposition sent to LACand archiving. • Some documents, still & moving images are of science resources, some of which willThe goals of this exercise are threefold: 1. to understand the relationship between science be sent to LACdata and the TBS/LAC’s introduced concept resources of business value[2] 2. to identify Institutional Repositories Archival / • Huge data is extremely large volume data, and is of business value Documents, stillresources whose long–term preservation responsibility will remain with the producing • Huge data is mostly science resources Data Centres [Library and & moving images Archivesdepartment 3. (of slightly less importance) to understand the relationship between a • Huge data will never be sent to LAC (responsibility resides with the producing agency)number of major classes of data/records Canada] Digital 1. Department Science Data in Context Artifacts, Business value samples, & specimens Digital Science Born digital Business value Huge Data Archival Physical Documents, still [Library and Science Born digital & moving images Archives Canada] Figure 3: Departmental responsibilities Archival [Library and 4. Conclusion Archives Artifacts, Canada] samples, & Feedback from CFS staff involved with recordkeeping and science data preservation specimens indicate that both the process of developing the visualization and describing the class properties of the various data types, and the final visualization depicting the likely responsibilities of the Service, led to a more meaningful understanding of the planning processes involved in the two overlapping activities of mandated recordkeeping and scientific data preservation. The visualization allowed for the understanding of the relationship between science data and the organizations that might be responsible for preserving it[4]. The visualization has also become a kind of visual framework against which questions concerning preservation can be explored. It is against this framework Physical and other activities at CFS that a deeper inquiry into the culture of scientific recordkeeping should be applied[5]. Figure 2: Example data types 5. Acknowledgements Physical Linda Bown, CFS/NRCan; Simon Bridge, CFS/NRCan; Peter Cowan, CFS/NRCan; Joanne Frappier, CFS/NRCan; Michel Parent, CFS/NRCan; Kimberley Stathers, 3. Likely Departmental Preservation Responsibilities (Science plus . . . ) CFS/NRCan. Figure 1: The relationship between different classes of digital and physical resources Information resources not sent to LAC that are active (or temporarily inactive) and to be References used/stored over the long term need to be managed by the owning organization. This management can include institutional repositories and data centres (IRDC), along with a [1] Treasury Board of Canada Secretariat. 2009. Directive on RecordkeepingClass information (Figure 1): certain amount of process. http://www.tbs-sct.gc.ca/pol/doc-eng.aspx?section=text&id=16552• There are physical and digital information resources Figure 3 shows this information graphically. [2] Library and Archives Canada. Guidelines for Identifying the Business Value of Infor-• There are resources of ’business value’; some are digital, some are physical mation Resources. 2009. http://www.lac-bac.gc.ca/government/news-events/007001- Class information (Figure 3):• Science resources are all of business value; some are digital, some are physical 2120.01-e.html • IRDC include many resources of business value• Some resources of business value will be archived by LAC; Some science resources [3] P.Desrochers, S.Smith. 2009. Recordkeeping Directive 101: Everything you wanted to • IRDC include most science resources will be archived by LAC know, but were too afraid to ask http://www.slideshare.net/pdesrochers/recordkeeping- • IRDC does not include all huge data• Some (most going forward) science resources and resources of business value will be directive-101-everything-you-wanted-to-know-but-were-tooafraid-to-ask • IRDC include both digital and physical resources, some documents, still & moving born digital images and some artifacts, samples, & specimens. [4] A.Schreier,K.Wilson, D.Resnik. 2006. Academic Research Record-Keeping: Best Prac- tices for Individuals, Group Leaders, and Institutions. Academic Medicine 81:1:42-47. [5] K.Shankar. 2007. Order from chaos: The poetics and pragmatics of scientific record- keeping. JASIST 58:10:1457–1466.RDAP 2011, The 2nd Research Data Access and Preservation (RDAP) Summit, March 31-April 1, 2011, Denver, Colorado