Templates for Correspondence

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Revision as of 07:51, 10 November 2011 by Pschaeffer (talk | contribs) (added etter about stability)

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The following templates are used as a basis for common curator correspondence with depositors and journal editors.

Responding to questions about permanence and stability of the repository

We take our commitment to the long-term preservation of data seriously. Dryad’s infrastructure is designed with multiple layers of protection, and is continually being improved to keep up with best practices in digital archiving.

Preserving the Bits

Repository contents are incrementally backed up every ten minutes. Full backups are made every 24 hours.

The repository is mirrored with sites in the United States (at the North Carolina State University Digital Library) and in the United Kingdom (at the British Library); we aim to have additional service mirrors in the future. We are proud that, to date, the service has had 99.7% uptime.

To provide further redundancy, Dryad is a member node within the DataONE data preservation network, and is expecting to become a member of CLOCKSS. Should Dryad cease operations at some point in the future, all existing content would still be available from one of these networks.

Dryad assigns DOIs to data packages and files, which helps ensure that users will still be able to find the content online for many years to come.

Preserving the Contents

To guard against digital file format obsolescence, Dryad is implementing curation processes, such as conversion of commonly used proprietary or binary formats to “preservation formats,” and periodic migration of files from old to new formats. At the same time, the files provided by the depositor will remain available in their original format.

Dryad uses highly portable technology. The software platform is built upon DSpace, sophisticated open-source software platform for managing digital collections, used by hundreds of institutions around the world, and actively maintained by DuraSpace, a non-profit foundation dedicated to "open technologies for durable digital content."

Preserving the Organization

In addition to the technical infrastructure, Dryad’s governance and business model are designed to provide for long-term organizational stability.

Dryad is in the process of incorporating as a not-for-profit organization overseen by a membership-elected board. Members of the Dryad Consortium include a robust network of stakeholders with a strong interest in seeing the repository persist, including journals, scientific societies, publishers, and other institutions.

Dryad has a sustainability plan and business model which ensure that revenues from payments for the submission of new data deposits cover the repository’s operating costs (including curation, storage, and maintenance). Thus, long-term funding for Dryad is not dependent on a small number of grants, or the continued largesse of a single host institution.

Responding to depositors who haven't opted in to having their article metadata sent to Dryad

Some journals, and [journal title] is one of these, require authors to accept their invitation to use Dryad before they send us the description of your manuscript. There should have been something in your manuscript acceptance message asking if you'd like to deposit data in Dryad. You can email the journal editors and they will send you a link to your pre-populated Dryad submission. Please note that you'll have to log in before proceeding with the submission.

Thanks and let us know if your have any further trouble.

Responding to depositors who need to create an account and log in

I tested your manuscript number, and the Dryad submission system recognizes it. The most likely problem is that you simply need to create a Dryad account and log in. You can do this by clicking the link the journal sent you, or going directly to the log in page here:


Thanks and let us know if your have any further trouble.

Rejecting submission because manuscript has not yet been accepted

Dear [ ],

It appears that you may have submitted data files associated with your [Journal Title] manuscript ahead of the acceptance of that manuscript. At this time, Dryad archives data once the manuscript has been accepted for publication by [Journal Title]. For this journal (and most others) that still leaves adequate time to assign the data DOI and include it in the published article. If I am mistaken about the status of your manuscript, please let me know. We look forward to seeing your submission again once the article has been accepted.

[ ]

Rejecting submission because files are inappropriate for the repository

Dear [ ],

This submission is being sent back to you because [describe the problem and name the problem file if there is more than one file in the package]. We look forward seeing your submission again with an alternative data file. Please see the following page for information about what to deposit in Dryad:

Let us know if you have any questions.

[ ]

Asking depositor about potentially inappropriate files: figures or other content from the article

Dear [ ],

I'm ready to approve your Dryad submission and assign a DOI, but wanted to ask about the following file that you uploaded:
[file name]

It appears that this file may contain content from the manuscript itself [or more specific phrasing], which would be inappropriate to release under Creative Commons Zero.

Please see the following page for information about what to deposit in Dryad:

and the following page for information about the Creative Commons Zero terms:

Please let me know if you would like to provide alternative data files, or if you have any questions about the type of files to submit, why Dryad asks you to release your files from copyright restrictions, and any other concerns you may have.

[ ]

Asking depositor about potentially inappropriate files: data not ready for analysis

Dear [ ],

I'm ready to approve your Dryad submission and assign a DOI, but wanted to ask if you would be able to provide your data files in an alternate format, such as [give appropriate examples based on their file, like CSV, tab delimited, plain text, even Excel]. Data in Dryad should be submitted in a state that is ready for analysis and optimal for reuse, so [the file format they submitted] is not ideal. Thanks for considering this request.

[ ]

Notification of submission approval and DOI

Note: This email is now automatically generated and sent to all depositors upon approval, whether the journal is integrated or
non-integrated and whether the article has been published or not. It will be updated soon to include additional identifying article
metadata, such as depositor name and manuscript number, when available. --Elenafeinstein 16:09, 15 April 2011 (EDT)

Subject: Dryad submission approved and assigned a DOI


Thank you for your recent submission to the Dryad repository titled [ title ]. Your data package has been archived in Dryad and assigned a unique identifier, called a DOI. Including the data DOI in the published article will make readers aware that the data files are available, and enable their access and citation.

The DOI may be presented as follows:

Data deposited at Dryad: doi:10.5061/dryad.####

Dryad links your data to your published article; it is up to authors and journals to link the published article to its supporting data. Please work with your journal's editorial and production staff to ensure that the data DOI is included.

Many journals specify a particular location for such links to data in repositories, or have a section on Data Accessibility. You can also provide your data DOI in the text, just before the References. If your article has already been published, use this DOI to refer others to your data.

Please let us know if you have any questions or concerns.

The Dryad Team

Weekly integration report

In the week since the last report (YYYY-MM-DD), Dryad has received the following.

New notifications of accepted publications in this journal: #

New deposits associated with publications in this journal: #

Please find the data DOIs for new deposits below, for inclusion in the published articles.

Author DOI

Author DOI

The DOI may be presented in either of these 2 forms:

Data deposited at Dryad: http://dx.doi.org/10.5061/dryad.####

Data deposited at Dryad: doi:10.5061/dryad.####

Dryad links the data files to the published articles; it is up to journals to link published articles to their supporting data. Journal staff and authors collaborate to ensure that data DOIs are included in the appropriate locations for the print and online versions of published articles.

Summary statistics may be found here: [wiki URL]

Thank you!

Alternate upload through Slashtmp

Dr. ####NAME####,

Yes, a file this large may have problems going through the normal Dryad submission system. If the file is available on a web server already, please send us the URL, and we can access the file directly. If the file is not already available on the web, please try our alternate transfer mechanism, Slashtmp.

In a few minutes, I will send you an email containing a link to Slashtmp. This is a service provided by Indiana University for transferring large files. You will need to add a password to the file when you upload it -- this can be anything, and doesn't need to be complex. Once you have uploaded the file, please let us know what password you have chosen so we can access the file.

Thank you for your assistance in this matter.