ADVICE

Guidelines for Depositors (Version 3.0 September 2015)

Contents

Introduction to the Guidelines
Why Deposit Data?
Depositing with the ADS
What to Deposit
How to Deposit
Costs
Preparing Collections for Deposit
Data Management Plans
File Management (Formats, Structure, Naming, Versioning)
Metadata
Selection and Retention
File-level Metadata Requirements
Documents
Databases, Spreadsheets and Statistics
Raster Images
Geophysics and Remote Sensing
CAD and Vector Images
Geographical Information Systems
Video and Audio
Virtual Reality
Photogrammetry
Collection-level Metadata Requirements
Deposit Check List
Downloads
Acknowledgements


Collection-level Metadata Requirements

Collection-level metadata provides a detailed overview of the collection as a whole, including geographical coverage, temporal dates, methodology, monument and evidence types etc. This metadata forms the basis of an entry about a collection in the ADS Archives and underpins the computerised searching process that allows users to discover and retrieve data that is useful for them. At the early stages of an archaeological project metadata cannot be accurately compiled, however project workers should familiarise themselves with the type of generic collection level metadata that will be required.

When depositing data, the depositor will be expected to complete a Collection-level metadata template which can be downloaded and submitted to ADS in a variety of formats.

Collection-level Metadata Template: Microsoft Word, Open Office Document

Collection-level Metadata Example: PDF

The elements below form the basis of ADS Collection-level metadata:

Title - a title (and any alternatives) for the dataset. This is usually the same as the project name.

Introduction - a brief summary (max. 200-300 words) of the main aims and objectives of the project (or alternative process) from which the data collection arose.

Overview - a summary description (max. 200-600 words) of the content of the dataset.

Interface images - file name, caption and copyright information, if appropriate, for two images to illustrate the Introduction and Overview pages of the project interface.

Language - please indicate which language(s) your dataset is in (e.g. English, French, Cornish).

Identifiers - associated identifiers specific to the collection, these may be specific to your institution, or related to other regional and national referencing systems e.g. OASIS ID, HER/SMR IDs, sitecodes, museum accession codes, etc.

Related Resources - full bibliographic references to any resources that are related to the collection. Include DOIs where possible.

Project Dates - when the dataset was created, when the archaeological project was carried out, processing dates, or computerisation dates as appropriate.

Project Funders - any external bodies and institutions that provided financial support during the creation of the collection.

Copyright Holders - provide the name of the copyright holder for the dataset. It is possible that the collection will have more than one copyright holder, please list them all. If the collection was created during your work as an employee, the copyright holder will normally be your employer under your contract of employment.

Licence Holder - the licence holder is the individual, organisation, or the person who will sign the deposition licence on behalf of an organisation. This is usually the same as the main copyright holder. Include a valid email address as the e-licence will be sent to this address.

Data Creator - the individuals, organisations or individuals working on behalf of organisations that the collection should be attributed to.

Subject - suggest keywords for the subject content of the dataset. If possible, please use standardised thesauri, such as the English Heritage Thesauri, for monument and object terms and indicate which standard you are following. See the Heritage Data website for a list of UK thesauri. If you use a documentation standard unique to your organisation, it would be extremely helpful if you could send a copy of it with your dataset.

Dates/Period - appropriate period keywords for your collection and a date range. For projects based in the UK it should be possible to use the MIDAS schema.

Location -please give the current and contemporary name(s) of the country, region, county, town or village covered by the data collection. If names or administrative units were different during the time period covered by the data please record them separately.

Data Type - list what data types your data collection is compromised of (e.g. documents, images and GIS).


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