Data management: expose, preserve, protect
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Data Management:Expose, Preserve, ProtectIan MooreHead, ICT ILRI & WorldAgroforestry
Mini-workshop ILRIAPM2010
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Objective of the Mini-Workshop
1. Raise Awareness
a. What’s being done?
b. Who can help?
2. Capture Ideas
a. What’s important?
b. How can we do more?
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Agenda for the Mini-Workshop
1. Principles
2. Managing data – What scientists are doing
3. Exposure – How KMIS can Help
4. Preservation – How RMG can Help
5. Protection – How ICT can Help
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Information Lifecycle� nnn � • • •
• Create / Capture / Receipt
• Analyse / Manage / Share / Use
• Retain / Dispose / Preserve
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Research Data Management and
Archiving Policy
Principles:• Quality• Efficiency• Understandability• Exposure• Preservation• Ethics
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CGIAR Research Outputs
AAA Framework:
• Availability
• Accessibility
• Applicability
http://ictkm.cgiar.org/what-we-do/triple-a-framework/
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Managing DataWhat are scientists doing?
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Exposure
How KMIS can Help
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Preservation
How RMG Help
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Data Access
Livestock: the good, the bad and the …
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What is data access?
• Data access typically refers to software and activities related to storing, retrieving, or acting on data housed in a database or other repository.
Data access is done in two stages, Physical data access – location, access rights Logical data access - ability to understand the data
which is facilitated by the metadata
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What is metadata?• data about data…
• A structured description of characteristics such as the meaning, content, structure & purpose of a resource
• A gateway to resource discovery by enabling field-based searches
Within the coding for a resource itself. In a database of descriptions/repository of resources
Where is metadata found?
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Examples of International Metadata Standards
• Dublin core
• Data Documentation Initiative, DDI
• IEEE Draft Standard for Learning Object Metadata
• SCORM - Sharable Content Object Reference Model
• Other bodies involved: Prometeus & CEN/ISSS, ISO, BSI
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Importance of metadata
• Provides a standardized system to classify and label web content
• Improves search relevancy
• Provides an audit trail
• Identification of redundant, duplicative, and obsolete content
• Tracking of institution-wide assembled information
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Metadata benefits – to data users
• Enables searching, retrieval, and evaluation of data set information both within and outside organizations
• Finding data: determine which data exist for a specific area of interest
• Access and Transfer: acquisition, utilization and access rights
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Metadata benefits – to organizations
• Organize and maintain an organization's investment in data
• Documentation of data processing steps, quality control, definitions, data uses and restrictions, etc.
• Transcends people and time; offers data permanence and creates institutional memory
• Saves time, money, frustration
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The future …• Web-based system – KnowledgeTree
• KnowledgeTree – a DMS that manage the document lifecycle, promote
collaboration and ensure compliance
• Why KnowledgeTree
• Customizable metadata capture
• Web-based access
• Role and group-based permissions
• RSS feeds and subscription integration
• Open-source – customizable
• Workflows integration
• Notifications and alerts
• Version control
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Folder structure
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Metadata capture• Customizable metadata
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ProtectionHow ICT can Help
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21
Would your data recover from any one of these?
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Levels of Risk � nnn � • • •
Level 1: incident managementEquipment failure, data loss or corruption
Level 2: local relocation of ICT resourcesFire, flood, or similar local disaster
Level 3: relocation within countryEarthquake, major fire or flood
Level 4: relocation to a different countryCivil unrest, major natural disaster
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Backup Strategies
Strategy 1 – Single copy on online storage Protects risk level 1
Strategy 2 – Additional copy on offsite storage Protects risk level 1 and 2.
Strategy 3 – Addition copy at a 3rd location out-of-country. Protects risk level 1, 2 and 3
Strategy 4 – Multiple copies, frequency and retention period decided by the data owner Protects risks 1, 2, 3 and 4
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Thank youMore Discussion