Data management: expose, preserve, protect

Data Management:Expose, Preserve, ProtectIan MooreHead, ICT ILRI & WorldAgroforestry

Mini-workshop ILRIAPM2010

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?

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

Information Lifecycle� nnn � • • •

• Create / Capture / Receipt

• Analyse / Manage / Share / Use

• Retain / Dispose / Preserve

Research Data Management and

Archiving Policy

Principles:• Quality• Efficiency• Understandability• Exposure• Preservation• Ethics

CGIAR Research Outputs

AAA Framework:

• Availability

• Accessibility

• Applicability

http://ictkm.cgiar.org/what-we-do/triple-a-framework/

Managing DataWhat are scientists doing?

Exposure

How KMIS can Help

Preservation

How RMG Help

Data Access

Livestock: the good, the bad and the …

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

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?

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

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

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

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 

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

Folder structure

Metadata capture• Customizable metadata

ProtectionHow ICT can Help

21

Would your data recover from any one of these?

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

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

Thank youMore Discussion