Southern California Bight 2008 Regional Monitoring Survey
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c. Data FlowEach field crew or laboratory generating data will initially enter the data into their own data management system and subject it to their own internal QA/QC procedures (Figure 4). Recommended QA procedures include double entry of data, completeness, and range checks. Data will next be submitted to the Bight’08 Information Management Officer (IMO) via the online data submission system. Each Agency Information Manager (AIM) will be notified via email when a data set is submitted by their agency. Submission in Microsoft Excel format which follows the SDTP is recommended. Each data generator will retain a copy of each file submitted as a back-up, until the centralized database is declared complete by the Bight’08 IMO. Each submitting group within the agency will initiate a series of error checks to ensure the data: 1) are within specified ranges appropriate to each parameter measured, 2) contain all required fields, 3) have encoded valid values from constrained look-up lists where specified, and 4) are in correct format (text in text fields, values in numeric fields, etc.). Once the data is successfully submitted to the IMO it will then be passed onto the appropriate Technical Committee Chair (TCC) for scientific review. If errors are found in the data during this review, the AIM will be notified and can work with the data generator to submit a data change request, if deemed appropriate. Data will not be changed at any time without prior permission from the AIM and/or data generator. If there are only a few, easily correctable errors, the data generator may submit a change request to the IMO via SCCWRP’s online change request form located at the following website: www.sccwrp.org/datasubmission/changes/. If larger, more detailed changes are required the IMO will work with the AIM to submit a new complete set of data through the online data submission system.
Once all data tables of a particular data type (e.g. all tables containing fish data) have been certified by the IMO and the TCC, the data will be available to other committee members, as assigned by the TCC, for final data analysis. d. Data RevisionThree types of data revisions are likely to be required after the data have been submitted to the IMO. The first type of revision is to data where errors have been discovered by data users, who may find anomalies after conducting analyses beyond those done by the TCC. If the data in question is maintained as part of a locally available data set, the IMO will contact the AIM and ask them to work with the data generator to resolve the discrepancy. If the agency is not maintaining the data locally, the IMO will contact the data generator directly, using contact information provided in the metadata. Following resolution, corrections to the centralized data will be made by the IMO. Access to the database for other users will be in read-only form. Prior to making any changes, the IMO will document the changes and receive (written or electronic) concurrence from the organization that originated the data (or the AIM, as appropriate). The IMO will only make changes in the centralized database. Originating organizations will be responsible for making corresponding changes in their own internal data storage systems. All changes to the data will be documented in a computerized file available to all data users or through an on-line data change form. The second type of error is those discovered after the fact by the data generators. Any project participant can initiate a request for changing data by notifying the IMO, who will then follow the procedures outlined above. The third type of error is those resulting from changes in taxonomy or nomenclature following data completion. No attempt will be made as part of Bight’08 data maintenance to update species names and keep the taxonomy current with future name changes. The IMO may choose to add a taxonomy equivalency table to the metadata in subsequent years, as appropriate. e. ScheduleThe schedule for data submission varies by data type. Data collected in the field will be due first, while data that requires laboratory analysis will be produced on a schedule consistent with nominal laboratory processing times. The schedule for initial submission of data to the IMO is summarized in Table 2. It is recommended that individual data generators provide their data to their AIM approximately one month prior to the deadlines listed in Table 2, so that there is sufficient time for the AIM to resolve any data discrepancies and to ensure that the data are in the proper format for submission to the IMO. Table 2. Expected time between the end of sampling and the transfer of Coastal Ecology and Rocky Habitat data from the Data Generators to the Bight’08 Information Management Officer (IMO).
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