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Prepare data for archival

Step 1: Gather data package items:

  • Raw data record(s) (if available)
  • Processed data record(s)
  • Metadata record- detailed information about the data record. It must be detailed enough to allow another researcher to understand a moderately complicated data record. Ensure to define all abbreviations used, and include units
  • Documentation(s) - any documents that will help make your data re-useable and understandable to another user for their purposes.

Step 2: Suggest re-labeling files using the following convention, CHONe_projectcode_LastNameFirstInital_DocumentType, for example
  • CHONe_PC-06_LloydM_data
  • CHONe_MB-01_LinkH_metadata
  • CHONe_EF-01_PiotA_thesis

Example document types: data, raw data, processes data, metadata or readme file, thesis, etc

Step 3: Create a descriptive data record title and abstract (i.e. description). Include, CHONe subtitle with data record title (see example)

Example Data record titles

  • Biogeochemical with macrobenthic biodiversity data
  • Surface water quality with nutrient data
  • Vertical distribution measurements of meroplanktonic larvae and the environment data

Example CHONe Subtitles

  • A Canadian Healthy Oceans Network Marine Biodiversity project, MB-##
  • A Canadian Healthy Oceans Network Ecosystem Function project, EF-##
  • A Canadian Healthy Oceans Network Population Connectivity project, PC-##

Example Data Abstract

This dataset was collected in the field (using a plankton pump, CTD, fluorometer and ADCP) for an MSc Thesis and 2 publications. This dataset contains the standardized abundance (count m-3) of meroplanktonic larvae (Margarites spp., Crepidula spp., Astyris lunata, Diaphana minuta, Littorinimorpha,  Arrhoges occidentalis, lyanassa spp., Bittiolum  alternatum, Nudibranchia, Gastropods, Bivalves, Bryozoans, Brachyurans, Polychaetes, Carideans, and Asteroids), temperature, salinity, density, fluorescence, calculated Richardson number and current velocities (north-south, east-west, and vertical velocities) at 6 (3, 6, 9, 12, 18 and 24 m) depths, every 2 h over a 36- and 26-h sampling period, in St. George’s Bay, Nova Scotia, Canada. The dataset also included lunar cycle, diel period, tidal state, date, time, sampling depth, sampling depth range, and more. 

Step 4: Compile a list of ‘tags’ or ‘keywords’ that you think describe your data package or  project. Include, Canadian Healthy Oceans Network, and your CHONe theme and project number in this list. 

Step 5: Compile a list of links relevant to your data package or project

Step 6: Gather the following information, usually required for archival:

  • Contributing authors
  • Spatial coverage, i.e. location, country, latitude and longitude
  • Temporal coverage, i.e. dates, year, season


For more information see CHONe Data PolicyIntroduction to Data ManagementData Management Plan and Appendix, and Glossary; or contact the data management team.

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