The ScienceBase team has developed a workflow to help USGS scientists use the ScienceBase platform as a resource for hosting, displaying, and searching official USGS data release products. Before beginning the ScienceBase data release workflow, scientists should review the ScienceBase User Agreement.
For more information about the data release policies, see the USGS Fundamental Science Practices (FSP) website, which contains an FAQ page about data release and a guide to the publishing path options (data release with or without a companion publication). The USGS data management website contains a guide to the steps of data release, with links to tools and resources.
- Contents of a data release
- The FSP review process
- How to get started
- Finalize metadata
- Edit the new landing page
- Organize and display data
- Citation format
- Final steps
Frequently Asked Questions
- Where can I find information about how to create and/or review a metadata record?
- What if I need to update my data after they have been released?
- Will my metadata be entered automatically into the USGS Science Data Catalog?
- Why is CSV format recommended instead of Excel?
- What is the file size limit for uploading and downloading data?
- Can I release my legacy data in ScienceBase?
- How can I give other people permission to view the data release when it’s still in progress?
A data release should contain only data and metadata.
- A best practice is to release data in an open, machine-readable format
- Metadata should be in XML format and should conform to an FGDC-endorsed metadata standard, FGDC CSDGM* or ISO**.
*Federal Geographic Data Committee Content Standard for Digital Geospatial Metadata
**International Organization for Standardization
According to USGS Fundamental Science Practices (FSP) guidance, a data release is an information product that is non-interpretive and does not include extended descriptions about the data or project beyond what is required in the full metadata record. Extended text descriptions, figures, maps and content in PDF format are more appropriate for USGS series publications, which are handled by the USGS Science Publishing Network (SPN).
Data and metadata should be reviewed and approved according to the Fundamental Science Practices (FSP) process. The review process is tracked in the Information Product Data System (IPDS).
When you create a new record in IPDS, select "Data Release" in the "Product Type" drop-down menu. New records are assigned an IP number. Each data release product in ScienceBase should correspond to only one IP number. That is, materials that are reviewed and approved together in IPDS should be released together in one data release product. Materials that are reviewed and approved separately should be released as separate products.
Data releases often have associated manuscripts that also go through review. In this situation, the review processes are separate. There should be an IPDS record for the data release and another for the manuscript.
- You can learn about the process by viewing the workflow diagram and the online tutorial video.
- When you are ready to start, fill out the ScienceBase Data Release Submission Form or email the ScienceBase team at email@example.com and provide the data release title, abstract, author list and IPDS number.
Digital Object Identifier
When the ScienceBase team creates a landing page in ScienceBase, they will also create a DOI for you that links to the landing page. This DOI should be included in the metadata record.
If you are using the Federal Geographic Data Committee (FGDC) Content Standard for Digital Geospatial Metadata (CSDGM), please add your DOI to the Online Linkage element (onlink) in the Citation Information section and the the Network Resource element (networkr) in the Distribution section. If you are using the ISO format, please review the ISO documentation to determine where DOI information is most appropriate.
Please include the following content in the Distribution Information section of your metadata:
- Contact Organization and/or Contact Person: “U.S. Geological Survey - ScienceBase”
- Contact Address: “Denver Federal Center, Building 810, Mail Stop 302” “Denver” “CO” “80225”
- Contact Phone: “1-888-275-8747”
- Contact Email: “firstname.lastname@example.org"
- Distribution Liability: please select the USGS disclaimer statement(s) that are relevant to your data release. Disclaimer statements are available at http://www.usgs.gov/fsp/fsp_disclaimers.asp.
Select the "Manage" drop-down menu on the upper right side of the page, then select "Edit". This will take you to the edit form, where you can enter descriptive information and upload files.
You can auto-populate information from your metadata record into ScienceBase. In the edit form, go to the "Files" tab, select "Add files...," and navigate to your metadata and data files. If you upload an XML metadata record in an FGDC-endorsed standard, ScienceBase will recognize the format and bring up a popup menu. The menu contains the option to “Load Item from FGDC Metadata.” If you select this, ScienceBase will pull content from the metadata record to automatically populate many of the ScienceBase fields.
You can also create new "child items" (ScienceBase pages that are nested under the landing page). This can be helpful if you have more than one metadata record. Upload each metadata record and its associated dataset(s) to a separate child item. To add a child item, select "Add Item" in the black menu bar at the top of the page.
Data releases often contain multiple datasets and metadata records. If you only have one metadata record, upload the record and its associated dataset(s) directly to the landing page.
If you have more than one metadata record, create child items and upload one metadata record and its associated dataset(s) to each child item. To create a new child item, select “Add Item” in the black menu bar at the top of the page. A benefit of creating child items is that it allows the descriptive information on a page to be specific to the uploaded dataset.
The Science Data Catalog can only harvest one metadata record from a page in ScienceBase, so if you are using ScienceBase as the harvest point for your Science Data Catalog submissions, there should be only one metadata record per page.
For data releases with multiple metadata records, we recommend creating a project-level metadata record to upload to the landing page. This will allow you to contribute a record to the Science Data Catalog that describes the overall data release. If you already have a more specific metadata record, just create a copy and update the key fields to ensure that they are general to the entire data release.
There is a sample data release in ScienceBase to illustrate the recommended format for a data release with multiple datasets and metadata records. There is also a list of additional examples that may be helpful.
If you would like to display an image on a ScienceBase page, upload the image in .JPG or .PNG format. The image will automatically display on the landing page.
ScienceBase can generate web services for certain geospatial file types (shapefiles, GeoTIFF and ESRI Service Definition (.SD) files). The web services can be used to display the data in the preview map on a ScienceBase page, and to serve the data to outside applications. For more information, see the ScienceBase Geospatial Services page in the online help documentation.
The data release citation should include each author (last name, first and middle initials), the year, the title, the publication type (U.S. Geological Survey data release), and the Digital Object Identifier link. ScienceBase has the capability to automatically generate citations from the content of uploaded metadata records. Please verify that automatically generated citations have the correct format and author order. The citation field can be edited in the first tab of the edit form.
When a data release has multiple child items, the citation on each child item should be the same as the citation on the top level landing page, unless each child item has its own DOI.
Cartwright, J.M., 2015, Hydrologic and soil data collected in limestone cedar glades at Stones River National Battlefield, Tennessee: U.S. Geological Survey data release, https://doi.org/10.5066/F7NV9G9C.
Coates, P.S., Casazza, M.L., Ricca, M.A., Brussee., B.E., Blomberg, E.J., Gustufson, K.B., Overton, C.T., Davis, D.M., Niell, L.E., Espinosa, S.C., Gardner, S.C., and Delehanty, D.J., 2015, Integrating spatially explicit indices of abundance and habitat quality: an applied example for greater sage-grouse management: U.S. Geological Survey data release, https://doi.org/10.5066/F75D8PW8.
When your data and metadata have received approval in IPDS and you are ready to make the data release public, contact your Sciencebase point of contact or email@example.com. Your point of contact will check the data release against a checklist and share any recommendations they have. When the data release has been finalized, the ScienceBase team will make it public and it will no longer be open for modifications.
You can use the recommended citation on the landing page to cite your data. If you do cite the data in a publication, please send the publication's citation to firstname.lastname@example.org so that it can be added to the landing page.
Frequently Asked Questions
The USGS data management website: http://www.usgs.gov/datamanagement/describe/metadata.php.
The USGS Fundamental Science Practices (FSP) website: http://www.usgs.gov/fsp/faqs_metadata_for_scientific_data.asp.
The USGS has two tools for metadata creation. In the Online Metadata Editor (https://www1.usgs.gov/csas/ome/), users fill out a form by answering questions about their data. The tool can then generate and output an XML metadata record. The Metadata Wizard (https://www.sciencebase.gov/metadatawizard) is a toolbox for ESRI ArcDesktop and is recommended for geospatial data. It also generates XML metadata records based on user input and has the additional capability to parse information from geospatial data and .DBF tables.
The USGS Metadata Parser tool (https://mrdata.usgs.gov/validation/) allows users to validate an XML metadata file against the FGDC CSDGM standard and view it in an easy-to-read format.
Data submissions are expected to be a final form; however, unexpected changes may be required. Please contact the ScienceBase team at email@example.com if you need to make changes.
Metadata stored in ScienceBase can be harvested by the USGS Science Data Catalog, but the harvest is not automatic. To set up a harvest, contact the ScienceBase team at firstname.lastname@example.org.
Comma-separated values (CSV) format is preferable to Microsoft Excel format because CSV is often more machine-readable and can be more easily incorporated into other workflows. While both .csv and .xlsx are considered open formats (that is, you don't need proprietary software to view them), .xlsx supports features that can make it less machine-readable. For example, if there are multiple worksheets in an Excel workbook or if some of the information is conveyed through formatting, it would be more difficult to use or work with the data in other applications (e.g. Python, R).
The current file size limit for uploads and downloads in ScienceBase is 10GB. Files larger than 1GB should be uploaded using the Large File Uploader tool available in the “Item Actions” section at the bottom of a ScienceBase page.
Yes, but ScienceBase has a formal process for publicly releasing data, which enables the ScienceBase team to catalog, track, and update these resources in a uniform way. If you would like to release your legacy data in ScienceBase, you will need to go through FSP review and work with the ScienceBase team.
How can I give other people permission to view and edit the data release when it’s still in progress?
To give a USGS reviewer view permissions, select the "Manage" drop-down menu, then "Manage Permissions". You may need to deselect the “Inherited” checkbox in order to edit permissions. Enter a user’s name or email address into the "User" text box. Wait for the autocomplete to find the user's ScienceBase account, then select it and click "Add".
Note: ScienceBase accounts are myUSGS accounts. If someone has never logged in to ScienceBase or another myUSGS tool before, they won’t yet have an account. An account will automatically be created for USGS users the first time they log in.
If you'd like to share the link to a private data release with someone outside the USGS, e.g., for a journal review, you can click "Manage Anonymous Access Links" in the "Item Actions" section at the bottom of the page. This will generate a temporary access URL that you can share with your reviewer. The URL will allow them to view the data release without having to sign up for a ScienceBase account.