R3 Recycling: Deposit Policy
Deposit Process
- Depositing data with R3 requires proposal of the deposit for review and approval by R3 prior to upload
- Prospective depositors propose a deposit by completing a structured form that includes:
- Contact information for data depositor and any organizational affiliation
- Descriptive information that will be relied upon by R3 to create the metadata that will be attached to the data upon publication, including:
- Author and/or publisher
- Title
- Description
- Geographic scope
- Temporal scope
- Any cleaning, anonymization, or other modifications made to the data post-collection for analysis or sharing
- File Format
- Title, description, and file format must be provided individually for each data file proposed for deposit
- Other information may be provided at a collection level so long as it does not vary between data files
- Representations and warranties that depositor has authority to publish the dataset; publication of the dataset will not infringe any intellectual property rights, privacy rights, or violate any employment or other contractual arrangements; and the dataset does not contain personally identifying information
- Grant of permission to R3 to store and publicly distribute the dataset
- R3 may also solicit deposits directly from individuals or entities involved in recycling-related research or policy
Deposit Criteria
Content
- All submissions must be datasets concerning recycling of any materials
- All submissions must pertain to the state of Washington, at the local, county or state level
Type
- Submissions may contain quantitative or qualitative data, so long as they meet the content criteria stated herein
- Submissions must contain data recorded in alphanumeric characters; R3 does not accept video, photographic, or other image-based data
- Format
- R3 accepts electronic files of text or tabular data
- R3 strongly encourages submission of files in non-proprietary, openly-documented formats, such as:
- Text data - Plain Text (ASCII, UTF-8, or UTF-16 encoding), XML (with schema), JSON
- Tabular data - Character-Delimited Text (Tab-Separated Values, Comma-Separated Values, or other Delimited Text)
- All files must be unencrypted and uncompressed
- R3 may, at its sole discretion, decline to accept submissions of files in other formats for which the absence of reliable conversion tools limits possibilities for meaningful reuse or presents restrictions on preservation actions
- For datasets not submitted in one of the above encouraged formats or that cannot be converted to an R3-preferred format pursuant to R3's file conversion policy, availability of any data preview and visualization features offered by R3 via CKAN may be limited or unavailable
- Size
- Individual submission files must be less than 1 GB
- Availability of any data preview and visualization features offered by R3 via CKAN may be restricted for published files larger than 1MB in order to preserve site responsiveness
Preservation
- Preservation support will vary in accordance with the deposit file format as specified herein
- R3 will undertake the following basic preservation actions for all repository files:
- bitstream maintenance
- persistent, permanent identifier
- preservation metadata
- onsite and offsite backup copies
- regular virus and file corruption checks
- periodic refreshments to new storage media
- Category I Preservation Support
- For files that:
- Are in a format this is publicly documented
- Are in a format this is widely adopted
- Are in a format that may be rendered by multiple software packages
- Are in a format that has lossless data compression
- Contain no embedded files or dynamic content
- R3 will, in addition to basic preservation actions, also
- Monitor file format for changes that might warrant transformation or reassessment
- Migration of document to successive format when necessary
- Example Formats: TXT, XML
- For files that:
- Category II Preservation Support
- For files that:
- Are in a format that is publicly documented and;
- Are in a format that has lossy data compression, OR
- Are in a version of a format that has been deprecated in favor of a later version
- OR
- Are in a proprietary format
- Are in a format that is widely adopted; AND
- Are in a format that is of enough public and/or commercial interest that tools are likely to be available to migrate them to successor formats
- Are in a format that is publicly documented and;
- R3 will, in addition to basic preservation actions, also
- Monitor file format for changes that might warrant transformation or reassessment
- When possible, transformation to a format that preserves the content and when possible the formatting and style of the original, but not necessarily the functionality
- Example Formats: Microsoft Word (recent versions), Microsoft Excel (recent versions), PDF
- For files that:
- Files in formats not falling within Category I or II will receive only the basic preservation support actions specified above with the aim of preserving the file only as a digital object
Removal and Archiving
- Datasets will be publicly available for download from R3 for a minimum period of 10 years from the date of publication
After 10 years, R3 may remove datasets for offsite archiving if, at the discretion of R3 staff, it would serve the repository's stated goals. In making such decisions, staff will consider:
- Storage and/or budget constraints on the repository
- Frequency with which the dataset landing page has been accessed and the dataset downloaded by users
- Potential relevance of the dataset to repository users, as indicated by strength of fit with the repository's content criteria
- Uniqueness of the dataset's temporal, geographic, or substantive scope within the repository
- Requests by depositors that the dataset continue to remain publicly available and accompanying rationale
Landing pages with dataset metadata will remain publicly available for any archived datasets, and R3 will provide contact information to which requests for access to archived datasets may be submitted