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Data Release Revisions

By ScienceBase Instructions and Documentation

Instructions for revising public data releases in ScienceBase.

The workflow for a data release revision has a few differences from the workflow for publishing your initial data release. The specific steps depend on the type of revision. The five types, or levels, are defined in USGS policy guidance.

ScienceBase data release revisions - determining revision level
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1. Determine revision level 

  • Check USGS guidance and determine the level of revision needed. The level is based on the significance of the change and whether the change could affect data use (which includes automated access).  
  • The data author(s), data manager, and approving official should collaborate to determine revision level.   
  • If your revision level is above a level 1 (i.e., 2-5), the changes should be reviewed and approved through the USGS Information Product Data System (IPDS). This includes submitting the updated data and metadata files for review and receiving approval from your center director (or delegated authority).   
  • If needed, you can contact the ScienceBase Data Release (SBDR) team at sciencebase_datarelease@usgs.gov to help develop a revision plan. The SBDR team can help you update the current landing page or create a new page in ScienceBase, depending on the level of revision.
     

2. Preserve previous versions

  • The data and metadata should be preserved to maintain provenance.  
  • Find a preservation location. This could be either an offline location (e.g., a dark archive) or a non-public web page in a repository.  
  • Document how to access previous versions in:  
    • the metadata record
    • the version history text file (see step 5)  
    • the data release landing page
       

3. Prepare files for review in IPDS 

  • An IPDS review is required for revision levels 2-5. 
  • Prepare both data and metadata files for review in IPDS. 
     

4. Update metadata

  • For revision levels 2-4, update the title in your metadata to include the new versioning information. The version number depends on your revision level and the number of times you've revised the data release; however, the format is always the same: (ver. x.x, Month Year).
  • Add information about the revision to the abstract in the metadata. For example, you could include the dates of the current revision and any previous revisions, information on how to obtain previous versions of the data, and details on updates made in the current version.
  • Check your abstract for outdated information, such as year ranges that are no longer relevant.

  • Update the process steps with any new steps.   

    Please note:

  • You don't need to change the publication date in the metadata. In a revision, the publication date stays the same as the original date of publication. 
  • Data releases often have multiple child items. In these cases, metadata updates are usually made just on the main landing page.
     

 5. Create version history text file

  • Create a plain text file (.txt) that describes the changes that have been made. If there have been multiple revisions, they can all be described in order in one file. 
  • Include instructions on how to access previous versions of your data.  
  • It can be fairly short (see example here).  
     

6. Submit files for review in IPDS

  • Share the updated files (data, metadata, and version history text file) with your reviewers. 
  • Their review comments and your reconciliation document should be tracked in IPDS. 
     

7. Update data release in ScienceBase


Level 2 and 3 revisions: 

  • For simple revisions that just involve replacing the original files with updated files, the SBDR team can help make changes for the authors while the landing pages remain public. Users who are very familiar with the ScienceBase system, such as USGS data managers who work a lot in ScienceBase, can request to manage their revisions themselves.
  • Some revisions can take a significant amount of time. If you'd like to work on a new landing page while it's still private, to get a sense of what the revision will look like, there is an option available:
    • The SBDR team can make a copy of the landing page. It will have attached an metadata file, but no data files.
    • This copy will be public during the revision process. The original Digital Object Identifier (DOI) will be redirected to point to this page. 
    • There will be a note on the page saying that the data release is being revised and the data are temporarily unavailable. 
    • Meanwhile, the original landing page can be revised in the background with restricted permission settings.
       

Level 4 and 5 revisions: 

  • Revision levels 4 and 5 have slightly different workflows. These involve creating a new landing page and assigning a new DOI. 
  • For a level 5 revision, a new publication date will be used. This is because a level 5 revision is considered a separate data release. 
  • Consult with the SBDR team for assistance with these workflows.  
     

8. Contact SBDR team

  • Once the revision has reached the "Dissemination" stage in IPDS, send an email to sciencebase_datarelease@usgs.gov, indicating that you're ready to make the updates or make your updates live. 
  • In your email, please include:
    • The IPDS number associated with the revision, so it can be included with your data release. It will be added in a hidden field associated with the landing page and will also be added to the DOI metadata. 
    • Include the associated URLs, if applicable. These can include the URLs of the original landing page and the copy landing page. 
        

9. SBDR team checks and publication


The SBDR team will check your data release and make several updates to the landing page. The team will:

  • Add a new versioning element (e.g., "ver. 6.0, January 2021") to the title of the data release. The title will otherwise stay the same.
  • Add a revision date to the landing page. The original publication date will stay on the page.
    • If there are multiple revisions, the most recent date in the dates section will be labeled “Last Revision”.
    • If there are more than 5 revisions, the SBDR team will delete all other revision dates and leave only the "Last Revision" date (i.e., on the sixth revision). Prior to deleting revision dates, the team makes sure that the dates are saved in the associated DOI metadata record.  
  • Add a note to the provenance section of the landing page, with the name of the person authorizing the revision and the revision date. The note will also reference the revision history text file.    
  • Add the IPDS number associated with the revision to the landing page's hidden properties section.    
  • Update the associated DOI metadata record.

These steps are all in line with USGS Fundamental Science Practices (FSP) policy and versioning guidance.
 

 10. Complete final step in IPDS 

  • Once you receive an email from the SBDR team letting you know the revision has been finalized, please go to the IPDS record and complete any remaining fields. This includes changing the status from "Dissemination" to "Disseminated".   
  • This final step is important to ensure that your revision is appropriately displayed on USGS webpages.  
     

Special Cases: 


Multiple child items (i.e., subpages that are nested under the landing page) 

  • The SBDR team will update the citation on the landing page AND all the child items, by running a script that standardizes citations across child items.
  • The versioning element will be added ONLY to the title of the landing page, not the titles of the child items. The titles of the child items and their attached metadata records will stay the same. 
  • The revision history text file will be uploaded ONLY to the landing page, not the child items.
     

Wrong file upload  

  • If the correct data were reviewed in IPDS, but the wrong file was uploaded to ScienceBase, the author does not need to go through the IPDS process again. This case is considered a level 1 revision. However, the SBDR team will document the changes in ScienceBase as if it were a level 2 or 3 revision.
     

New landing page 

  • If you'd like a new landing page, but your revision level doesn't require one, please work with the SBDR team on that. There is usually a way to maintain consistency with the SBDR process. For example, the team can make sure that the correct tracking tags are in place and that all USGS policy requirements have been met, even if there are deviations from the recommended workflow.