Intern:Expedition archiving

Preface
There are a variety of research vessels operating under the german flag, the larger ones being: POLARSTERN, METEOR, SONNE, MARIA S MERIAN, POSEIDON, ALKOR and HEINCKE (see also: Research Vessels). Due to the fact that every vessel is operated by a different institute, the assembly of cruise metadata (cruise reports, station lists) in one central database is a great challenge. PANGAEA® - Data Publisher for Earth & Environmental Science therefore aims at creating a central archive for current and former cruise metadata. The resulting lists are publicly available and offer information on the date/time, area, chief scientist, etc. of the cruises, as well as links to the cruise reports and station lists.


 * updated list of the research vessel POLARSTERN: POLARSTERN


 * updated list of the research vessel SONNE: SONNE
 * updated list of the research vessel MARIA S. MERIAN: MERIAN
 * updated list of the research vessel METEOR: METEOR
 * updated list of the research vessel POSEIDON: POSEIDON

Workflow - create issues/sub-tasks
The curator responsible for assembling and archving the cruise metadata uses the PANGAEA issue tracker (http://issues.pangaea.de/secure/Dashboard.jspa, see also Ticket System). A curator log-in is required to enter the respective project Expedition Archiving.

Overview of all projects in the PANGAEA issue tracker:

For every new expedition of the upper mentioned reasearch vessels, a ticket/issue has to be created, consisting of the central Expedition issue and several sub-tasks such as the Report sub-task and the Station list sub-task.

Expedition issue

 * Click on + Create Issue
 * Choose Project: Expedition Archiving
 * Choose Issue Type: Expedition
 * Insert Summary in the form of "vessel campaign": e.g. Meteor M99 or Sonne SO229
 * Insert Expedition label (CAUTION - case sensitive!), e.g. M99, SO229 or PO450 - please be extra careful to insert the correct label, cross-check with earlier expediton issues
 * Insert Platform label (CAUTION - case sensitive!), e.g. Meteor, Polarstern or Sonne - most labels already exist and should not have to be created! Be careful to start with a capital letter!
 * Choose an Assignee
 * If necessary, change the Reporter
 * Click on Create



An example of a newly created expedition issue can be found on the right side.

As a comment, you can optionally add more information, such as the chief scientist (including contact information) or the departure/arrival date. This may help you or others to determine where the cruise report or station list can be obtained from and when it might be available at the earliest.



Report and Station List sub-task
To insert a sub-task into the expedition issue you have to click on More Actions - Create Sub-Task
 * Choose Issue Type: Report for the Cruise Report or Station list for the Station List
 * Insert a Summary, e.g. Cruise Report M99 or Station list M99
 * Choose the Assignee, currently e.g. Rainer Sieger for POLARSTERN cruises, Hela Mehrtens for cruises headed by the GEOMAR, Lydia Gerullis for cruises headed by the University of Bremen/MARUM (see Personnel). Another option is to assign the sub-task directly to the chief scientist; however, this is only possible if the chief scientist is already registered as a user in PANGAEA.
 * If necessary, change the Reporter
 * A Description is required
 * If a station list or cruise report already exists, it can be uploaded as an Attachment
 * Click on Create

An example of an expedition issue with two sub-tasks can be found on the right side. As you can see in this picture, it can now easily be seen in the overview if the sub-tasks are still open or if they are already resolved. If both sub-tasks are resolved, you can also resolve the epedition issue.

Workflow - handling the sub-tasks
When you have created an Expedition issue and the Report/Station List sub-task, the Assignee has to do the following:
 * Report sub-task: Obtain the cruise report (pdf/a format), create a Reference in 4D and link the Reference to the respective Campaign (= Expedition) in 4D
 * Station List sub-task: Import the station list into 4D (for more information see Event)

Cruise reports are published in various journals, an overview is given here:
 * Reports_on_Polar_and_Marine_Research, published by the AWI (see also here)
 * METEOR_Berichte, published by the DFG-Senatskommission für Ozeanographie
 * MARIA_S._MERIAN_Berichte, published by the DFG-Senatskommission für Ozeanographie
 * Berichte_aus_dem_MARUM_und_dem_Fachbereich_Geowissenschaften_der_Universität_Bremen, published by the MARUM and the University of Bremen
 * GEOMAR_Reports, published by the GEOMAR
 * GEOMAR_Reports_N.ser, published by the GEOMAR

Many reports are not published, but only available as "grey literature", e.g.
 * Some ALKOR cruise reports, provided by the GEOMAR
 * Some POSEIDON cruise reports, provided by the GEOMAR
 * Short cruise reports of MARIA_S._MERIAN, provided by the ZMAW
 * Short cruise reports of METEOR, provided by the ZMAW

Station lists can be obtained from D-Ship http://dship.bsh.de/ - however, a log-in is needed to enter.

Updating cruise lists of Polarstern, Meteor, Maria S. Merian, Sonne and Poseidon
The already mentioned lists of german research vessels have to be updated after each new campaign:
 * POLARSTERN


 * SONNE
 * MERIAN
 * METEOR
 * POSEIDON

This is done as follows:
 * 1) Enter the PANGAEA webserver via e.g. Filezilla and go to: pangaea/htdocs/pangaea-family/www/PHP/cr
 * 2) Copy the file you want to change (CruiseReports_#shipname#.txt) to your computer desktop and open it in Excel (see figure)
 * 3) Insert a new row in the list directly below the header and fill in all cells (all information is inserted by hand, Start/End date, Chief scientist etc. is NOT connected to 4D – if something changes in 4D it has to be changed as well in this list!)
 * 4) If there is already a station list (and maybe data) available, you can insert an “x” in the respective cell and insert “Campaign:xxxx” (e.g. Campaign:SO235) where it says “Data”. The former activates the retrieval of the station list, the latter the retrieval of data in the PHP list. However, the station list retrieval requires an additional retrieval file, so..
 * 5) Create a retrieval file (if not existent) via ART (http://www.pangaea.de/advanced/ART.php, see figure): click Event => Campaign => Add choices => Campaign is equal to => xxxx (e.g. SO235) => Fetch => OK => Save… =>  “xxxx.retr” (take care not to forget the “.retr”!) in the following folder: pangaea/htdocs/webapps/ddi/webinf/configs/events/#shipname#
 * 6) Save the changed CruiseReports_#shipname#.txt file and overwrite the old one on the PANGAEA webserver at pangaea/htdocs/pangaea-family/www/PHP/cr (it is recommended that you keep the original file in case something goes completely wrong!). Note! The charset must be ISO-8859-1 (Latin-1). So the use of LibreOffice is recommended.