Intern:Ticket System (JIRA)

Since 2011-03 data submissions and technical requests are administered through a Ticket System (JIRA issue and project tracking made by ATLASSIAN). For each request or submission an issue is created which is tracked during the workflow until it is ressolved.

User
For a data submission an author needs to define a user profile and login at A form has to be filled out with metadata and citation of the related publication. The data can be uploaded and are linked to the issue. After submission, the system automaticaly sends an email to info@pangaea.de. The issue is assigned by the Pangaea chief editor to one of the editors or curators for further processing.
 * http://www.pangaea.de/submit/

Curator/Editor
Editors are requested to fully document the data archiving process through the ticket system. Correspondence with the author should go exclusively through the ticket mails which include the ticket number in the subject line and are automatically included in the processing history of the issue.

The general workflow for handling a ticket is:
 * Author opens issue, mail goes to info@pangaea.de
 * Optional: Data Librarian assigns issue to a specific curator, author + curator get informed about the assignment
 * Curator clicks on "Start Preparation" (this will automatically also assign the issue to himself, so curator gets responsible for this issue). The user is automatically informed about the assignment and that work has started
 * Curator imports data, communication during this process through the issue tracker
 * If curator can no longer work on the issue, e.g. curator will be on vacation click on "Stop Preparation". Once curator works again on the issue, he can do "Start Preparation" again.
 * Curator clicks in the workflow menu on "Request Author Approval", enter something like "Dear ..., your data are available at http://doi.pangaea.de/10.1594/PANGAEA.xxxxxx. Please proofread and send me your corrections or approval." into the comment and submit
 * If the author does not respond after 4 week, send a second request via the issue comment functionality and wait for an other week. If the author does not reply add the comment "not reviewed by author" and resolve the issue with the resolution "DONE (not approved)"
 * Once the author responds you can "Resolve" the issue with the standard resolution (DONE). It is nice to send the author the full citation and how to cite the publication. You may (like journals do) suggest to add the data citation to author's curriculum vitae. Don't close the issue, this will be done automatically in the future, once the DOI is registered.

It is important to fully document the archiving procedure in case of future requests of the author about the quality of his data.

Links

 * JIRA
 * Ticket system (issue tracker) of Pangaea