Intern:Curation Workflow

The workflow for a data publication is similar to the submission > review > editorial > publication flow established in scientific literature. The editorial process in PANGAEA follows a two steps review procedure.

Initial Review
The Ticket Team evaluates new submitted data for: PANGAEA relevant topic Data format suitable for PANGAEA Dataset Metadata complete and plausible, this does not include an in-depth content check. Data Metadata complete and plausible, this includes not an in-depth check of table content, each table sheet or each table column
 * Title
 * Authors
 * Abstract
 * License
 * References
 * Moratorium
 * Data Files added, or upload link
 * Event information
 * Data files format and usability
 * Table format and complexity
 * Event information
 * Methods
 * Parameters and units

Editorial Review
The topic specific Editor intensively checks the data for completeness and processability for a PANGAEA publication. This includes all of the above as well as the data files themselves. If the submission can be processed only with a considerable effort, or if basic information is missing, the author is contacted for improvement. Without a sufficient cooperation of the author, the submission can be also rejected in this stage. The Editor can also reject the submission without further inquiries if, in his view, the submission does not fit PANGAEA’s topics and rules. If needed other team members can be consulted for advice.

SOP of Curation Workflow
Ticket assigned to Editor, near-term check for prioritization and further initial Editorial Review. It is the responsibility of each editor to independently organize, prioritize and process the assigned data submissions The editor indicates in real-time the status of data submission in the JIRA Ticket (“user action required”, “preparation in progress” etc.). After approval of the successful processed data submissions the ticket is immediately resolved.

a) Significant information missing or reformatting required -> User action required

 * Dataset Metadata are inconsistent, e.g., authorship does not correspond with reporter and/or paper, dataset title is a two-word-title, abstract seems to be paper abstract.
 * Excel/Textfile needs a lot of reformatting Parameter Names are missing or are not usable.
 * Data are not fitting the PANGAEA scope.

Canned Response: PE: Requesting_additional_Information

Canned Response: PE: Requesting_improve_Data_File

b) Submission can be processed without or with minor requests to author
These minor requests can be done during during approval:


 * Project/Award information not complete. Canned Response: Award info incomplete
 * Method information incomplete. Canned Response: PC: Method/device information missing
 * Uncertainties in parameters.
 * Excel/Textfile: not so time-consuming reformatting

Data import
a) Start work on submission -> status: “preparation in process”

b) Data submission perfect, data can be imported

c) Information missing or reformatting required. Can the data be imported without this information or with minor reformatting? Data import. Request missing information during approval

d) Reformatting, or missing information do not allow an import -> status: “User action required”

Request Approval
a) Dataset ok, no requests -> status:“author approval pending”

Canned Response: PC2a: Proofread single dataset or PC2b: Proofread collection

b) Dataset needs some minor clarifications -> status:“author approval pending”

Canned Response: PC2a: Proofread single dataset or PC2b: Proofread collection with request for detailed information.

Combine with:

Project/Award information not complete. Canned Response: Award info incomplete

Method information incomplete. Canned Response: PC: Method/device information missing

Approved
a) Ask for publication status Canned response: PC-3a: Access

b) Set publication status -> status: “Resolve Issue". Use status "Done" or "Done, paper not yet published". Updates in publication status and paper reference can be added later in the closed ticket Canned Response: PC4a to PC4c, depending on publication status

Timeline Reminder
a) Approval pending


 * 1) First Reminder after two weeks
 * 2) Second = last reminder after two weeks
 * 3) Close after two weeks (6 weeks in total) -> status: “Resolve Issue Done (not approved)”

b) User action required


 * 1) First Reminder after two weeks Canned Response: PE: Request_additional_Information-1st reminder
 * 2) Second = last reminder after two weeks Canned Response: PE: Request_additional_Information-2nd reminder
 * 3) Reject after two weeks (6 weeks in total) -> Resolve Issue Rejected Canned Response: PE: Rejection - Incomplete

Close after Data Import
a) Dataset approved -> status: “Resolve Issue" -> "Done" or "Done, paper not yet published”.

Canned Response: PC4a to PC4c, depending on publication status

b) Dataset not approved

Dataset is complete, or only small things could not be clarified. Such as missing methods, etc.

status -> “Resolve Issue” -> "Done (not approved)"

Dataset published or “in review” depending on moratorium chosen in submission, or at least for a maximum of 2 years.

Canned Response: PC4a to PC4c, depending on publication status

c) Dataset not approved, major questions Data imported although major questions remain unanswered. Please check, if the data can be used in the FAIR context. If not make a copy of the dataset (settings and download as tab-file), delete the dataset itself.

Resolve Issue -> "Rejected"