- DATA ARCHIVING IN PRACTICE

Datasets are deposited by researchers or organisations themselves in a DANS Data Station (DANS, n.d.a.)

The depositor takes care of the description of the datasets in metadata fields according to the international standard Dublin Core (DCMI, n.d.). Files belonging to the dataset can be uploaded during ingest. The depositor can compress several files into one ZIP file. When this ZIP file is uploaded, the system unpacks it automatically. In consultation with DANS, large datasets can also be delivered using a file transfer service.

After receiving the dataset, the data manager's procedure starts with checks. The dataset is checked for the presence of privacy-sensitive information. The data manager further checks whether the dataset is complete: whether any files are missing and whether the dataset can be fully understood by other researchers. For example, there may be tables in the dataset that use variables, codes and/or abbreviations. In this case, a codebook must be present in which these variables are explained.

If the dataset contains files whose contents cannot be deduced from the file name or folder structure, the data manager may ask the depositor to send a summary document or a file list in a spreadsheet. A file list contains an explanation of what the deposited files contain. At DANS, such a file list is mandatory for archaeological datasets. 

The data manager also checks the Dublin Core project description for incompleteness, ambiguities and (typographical) errors. An archivist will make minor adjustments to the metadata if this improves the clarity of the dataset.

The data will not be assessed or adjusted in terms of content. If information is missing, the data manager contacts the depositor.

DANS has drawn up a list of preferred formats (DANS, n.d.b.). These are file formats, sorted by file type, which DANS believes offer the best long-term guarantees in terms of usability, accessibility and sustainability. The list also contains an overview of 'non-preferred' (not preferred) formats: frequently used file formats that can often easily be converted into a preferred format.

Depositors are requested to deliver their files in a preferred format where possible.

For file formats that are not included in the list of preferred formats, DANS assesses the possibilities for each dataset separately: can the data be delivered in a different format? Can the files be converted?

For some exceptional formats, conversion may not be possible. Since there is no other way to archive this data, DANS may still accept these files. In this case, however, DANS cannot guarantee the durability and accessibility of the dataset.

The original files are always stored with the dataset in an unaltered form, in a separate subfolder labeled "original". In the case of format conversion, the converted files are added outside this subfolder.

DANS takes care of the logical arrangement and structure of the dataset. For this reason, the data manager may consider it necessary to restructure the files within a dataset into folders and subfolders.

 In the picture, you see an example of data processing after the dataset has been deposited and before it is offered to users. On the left side you can see the files that a data depositor submitted. On the right side you can see how a data manager of DANS reordered the files before making them available to Data Station users:

• The photos are no longer separate but are in a folder called 'Foto's';
• The Excel file is converted to .csv. This preferred format can easily be opened as text and as a table.

Finally, the data manager converts the depositor's file list into an XML file that allows the system to automatically add the information from this list to the file details in the DANS Data Station.