Templates for Correspondence

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Revision as of 12:15, 6 March 2012 by Elenafeinstein (talk | contribs) (Asking depositor about potentially inappropriate files: data not ready for analysis)

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

Responding about receiving the verification email from the registration system

I just tested the registration system, and it generated an email correctly, so the problem is somewhere in between the email being sent and it showing up in your inbox. Have you checked your spam folder? The sending address will be help@datadryad.org and the subject line will be "Dryad Account Registration." Let us know if that doesn't do the trick.

Responding to questions about author fees

Nov. 2011

Thank you for your inquiry about the costs of data deposition to Dryad, and for planning to deposit your data in Dryad. We're not able to give you a totally firm answer because the Dryad Consortium Board has not yet approved the proposed fee schedule, however the anticipated author deposit fee is $75- $100 per data package. (A data package = all the data associated with an article.) Additional charges may apply if the data package exceeds 10 GB.

Please note that author fees would only apply when the associated article/s are not published in a Dryad member journal. We understand the unpredictability involved in this, and your need to plan for this eventuality. Our fee structure is based on Dryad members supporting the costs of the repository, and reducing the barriers to authors' data archiving. Dryad members will also include funding organizations, which will be able to purchase vouchers to cover the costs of author fees when the journal is not a Dryad member.

If you're interested, the draft fee structure is summarized in the Summer 2011 Dryad Consortium Board meeting report, which can be found here: https://www.nescent.org/wg_dryad/Board_Meeting_2011_Summer It's on page 7.

Thanks again for planning on depositing in Dryad, and please let me know if you have further questions. Good luck with your proposal!

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

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, that still leaves adequate time to assign the data DOI and include it in the published article. If we are mistaken about the status of your manuscript, please let us know. We look forward to seeing your submission again once the article has been accepted.

Rejecting submission because files are inappropriate for the repository

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: <http://www.datadryad.org/depositing>. Let us know if you have any questions.

Asking depositor about potentially inappropriate files: content from the article

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

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]. 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 Wetransfer

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, Wetransfer.

Wetransfer (at http://wetransfer.com) will allow you to upload files and send them to a specific email address. Please use the email address curator@datadryad.org, and include a short description of your files.

Thank you for your assistance in this matter.

General intro to Dryad

Dryad is both a repository and an organization. The organization consists of an international consortium of stakeholders, including journals, publishers and scientific societies, and provides a forum for all stakeholders to share knowledge and coordinate action around data policies. The repository itself provides a suite of services for the publication of data underlying peer-reviewed articles in the basic and applied biosciences. Importantly, Dryad provides a digital library infrastructure that can host the wide variety of data types and file formats used by researchers -- the “long tail” of research data that is orphaned by most specialized repositories.

Dryad endeavours to ensure that all stakeholders are both contributing to and receiving the benefits of data archiving. It makes data archiving low-burden and high reward for researchers in a number of ways - for example, through a strong data citation policy, tracking of downloads, and enabling data authors to receive first authorship. Partnership with Dryad is of value to journals because it provides a level of service well beyond that of Supplementary Materials - data can be independently discovered but have prominent links back to the original article, DataCite DOIs are assigned and included within the articles, metadata is curated, datafiles may be versioned, files are migrated to avoid format obsolescence, data can be made available for peer review, data embargoes can be honoured, and so on. Dryad empowers its stakeholders in governance, so it is responsive to their needs, and it takes seriously the need for sustainability and long-term preservation. Last but not least, Dryad works to realize the potential benefits to students and researchers who wish to reuse data, by permitting open and free access, having nonrestrictive terms of use, and educating users on how to avoid misuse.

Dryad already contains several datasets associated with articles in XXXXXXXX (see list of DataCite DOIs at end of letter). We anticipate a growing number of submissions from authors of your journals even without action on your part, but we would warmly welcome the participation of XXXXXXX and the opportunity to serve a greater fraction of its authors. Note that while Dryad was incubated within universities and received seed funding from the NSF, JISC and other sources, it is currently transitioning to independent not-for-profit status.

Welcome to the Dryad Partners list

I've added you to the Dryad Partners email list. This is a list for use by Dryad partner journals and publishers, who occasionally ask questions or share practices about issues relating to Dryad. Subscribers to the list are editors, managing editors and others involved in the editorial and production processes in journals that are sending metadata to Dryad, or planning to do so soon. There's not much traffic on the list-- it has been a good sounding board so far, for questions about revising journal instructions to authors to include reference to Dryad, etc. Dryad staff are also subscribed to the list and sometimes we use the list to get partner feedback or announce developments. The list address is partners@datadryad.org if you'd like to send a message or a question any time. Please let me know if you'd like to suggest anyone else that we should add.

As background about Dryad I'd like to be sure you are aware of the resources we have available. Here's a short overview:

   on the repository website at http://www.datadryad.org/ in the left sidebar there's an About page as well as pages with info for depositors & users of data
   the Dryad wiki at https://www.datadryad.org/wiki  contains all documentation about the project, almost all of it open
   the Dryad blog at http://blog.datadryad.org/  carries news and updates about the repository and data archiving in general
   the Dryad team members are all happy to hear from you too, and the best way to reach someone is the general email address: help@datadryad.org

Thanks again and we look forward to working with you.

Information about data journals

Each submission to Dryad must be associated with a publication. We are glad to offer some suggestions for publication, in particular, data journals that might publish your findings and enable you to deposit the associated data in Dryad.

There is an emerging practice of journals publishing data papers, or descriptions of datasets, while the data files themselves are held in a repository like Dryad.

A data paper is a journal publication whose primary purpose is to describe data, rather than to report a research investigation. As such, it contains facts about data, not hypotheses and arguments in support of those hypotheses based on data, as found in a conventional research article. Its purposes are threefold: to provide a citable journal publication that brings scholarly credit to data publishers; to describe the data in a structured human-readable form; and to bring the existence of the data to the attention of the scholarly community.

From: Vishwas Chavan and Lyubomir Penev, The data paper: a mechanism to incentivize data publishing in biodiversity science. BMC Bioinformatics 2011, 12(Suppl 15):S2. http://dx.doi.org/10.1186/1471-2105-12-S15-S2

Summarizing your data in a data paper and publishing that description in one of these journals would meet Dryad’s requirement that the data be associated with a publication.

Data journals, and journals that publish data papers, in the biological sciences include:

BMC Research Notes http://www.biomedcentral.com/bmcresnotes/about

Earth System Science Data http://www.earth-system-science-data.net/

Ecological Archives http://esapubs.org/archive/

eLife (forthcoming) http://wellcometrust.wordpress.com/2011/11/07/elife-a-journal-by-scientists-for-scientists/

GigaScience http://www.gigasciencejournal.com/

Pensoft Publishers http://www.pensoft.net/

  • Zookeys
  • PhytoKeys
  • MycoKeys
  • BioRisk
  • NeoBiota
  • Nature Conservation
  • Biodiversity Data Journal (forthcoming)

See also their statement on Data publishing, at http://www.pensoft.net/page.php?P=23

F1000 Research http://f1000research.com

Dataset Papers in Ecology http://www.datasets.com/journals/ecology/

PLoS Data Pages (forthcoming) http://www.plos.org/

Thanks again for your inquiry and for your interest in depositing your data in Dryad.