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Ag Data Commons Data Submission Manual

This submission manual provides practical information for contributors to the Ag Data Commons data repository and catalog. For further help with using the Ag Data Commons watch the Ag Data Commons User Instruction Series on the National Agricultural Library's YouTube channel. These video tutorials review much of the submission manual content. While videos may look different from the current site, the core function remains similar. We recommend searching the online submission form using a Control/F (PC) or Command/F (Mac) function to find fields listed in the submission manual.

Choose from the following sections to go straight to that information:

Quick start guide
Register for an Ag Data Commons account
Organize data
Create a dataset
Add the data
Embargo
Viewing unpublished datasets
Guidelines for remote data resources and related content
Clone an existing dataset
Submit a dataset draft for review
Review by an Ag Data Commons curator
Updating and revisiting a data entry
Description of fields on "Edit Dataset" page
Data description field pointers
Description of fields on "Add Data" page
DOI opt out
Submitter checklist

Quick start guide

  • Log in or Register for an account.
  • Choose Submit Dataset.
  • Complete the form with information about the data.
    • Essential information includes Title, Description, Author and Author ID (ORCID), Publisher, ISO Topic Category, Temporal Coverage, Geographic Bounding Box/Point, Data Contact Name and Email, Tags, Bureau Code (ARS), Program Code (ARS), License, and Funding Source.
    • Link any publications related to the data.
    • Upload or link data file(s) and provide a Resource Title.
  • Submit the dataset and resources for review.

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Register for an Ag Data Commons account

Video tutorial: Register for an account on the Ag Data Commons

Select “Log In” at the upper right corner of the Ag Data Commons home page. Then choose “Register”. Fill out the form, and select “Create new account” at the bottom of the page. An Ag Data Commons curator then reviews the account request. After approval, which will usually be within five business days, an email with details on how to complete the account registration will arrive. Complete the registration process to begin submitting data.

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Organize data

Does the data consist of multiple unique datasets, or only one dataset containing multiple files of data? Try to imagine a data user to determine the most useful grouping for the data in question.

Create multiple Ag Data Commons records if:

  • There are enough differences among the data files that they require unique descriptions of methods and data dictionaries (i.e. lists of the measurements included in the files).
  • People would use and cite portions of the data independently.
  • The authorship or publishers vary from dataset to dataset.

Denote relationships among datasets in the Ag Data Commons like “Is Part of” and “Cites other datasets.” In this way, users can create separate but related records for data that appropriately reflect the nature and connections between data.

Create a single record if:

  • It would be confusing and redundant to generate several unique Ag Data Commons records where one will suffice.
  • You cannot reliably and repeatedly separate distinct data files or datasets out from a larger database. In this case, create a single record for the database as a whole.

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Create a dataset

Video tutorial: Create a dataset on the Ag Data Commons

The process to add a new dataset record to the Ag Data Commons consists of two forms: the "Create Dataset" form, where users add details about the overall dataset, and the "Add data" form, where users upload and describe one or more specific data resources to include with the dataset record. To create a new dataset record, use the following steps as a guide:

  • Select “Log in” at the upper right corner of the Ag Data Commons home page.
  • Select “Submit Dataset” at the upper right of the screen to bring up the “Create Dataset” form.
  • Proceed to populate the fields on this page.
  • After filling out the dataset creation form, select "Save" to save and exit the edit form, or “Next: Add data” to add data files immediately, both found at the bottom of the screen.

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Add the data

Video tutorial: Add a data resource to a dataset on the Ag Data Commons

  • Choosing the “Next: Add data” button brings up the “Add data” form, which allows users to upload or link data files and resources.
  • Upload or link to the data files and any related content. Name and format files as they should appear.
  • Select “Save” at the bottom of the page to save changes and exit the web form interface. Select “Save and add another” to save the current page and add an additional resource. Include multiple files in a single downloadable resource by uploading a single zip file containing the set of data files.
  • Upload a data dictionary as a resource, and check the box titled “Make this resource the data dictionary” near the center of the page.
  • Return to any dataset draft to add more data and other resources later by using the "+ Add Resource" button at the top left of the dataset page.

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Embargo

The Ag Data Commons supports embargos on data for up to 30 months. An embargo makes metadata publicly available immediately ahead of the data. Data automatically publishes when the embargo expires. To embargo data:

  • Create a new resource and enter a title and description of the data.
  • Upload the data file to accompany this resource record.
  • Scroll to the bottom of the page above the "Save" button and choose "Scheduling options".
  • Enter the date the data should become publicly available and a reason for the embargo period.
  • Once curators publish the dataset, a message regarding the embargo will appear with the record.

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Viewing unpublished datasets

A pink background indicates an unpublished dataset. Only the logged-in dataset owner can view their unpublished datasets.

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Guidelines for remote data resources and related content

The Ag Data Commons accommodates many types of related and linked data and information, with appropriate fields for each. Use the following guideline to determine where information should be included.

Data
Include data represented in the dataset’s metadata as a Resource. Data materials include tabular data, tools, images, etc. that a user can download and use.

Do not include previously published data as direct upload resource. Link to the published version of that data instead.

Other materials
Remote materials other than data may be included in the appropriate category.

  • Articles - Include articles in the Citations field (Primary, Related, Methods). Unless an article is no longer available and it is not a copyright violation to reproduce it publicly, do not upload articles as resources. Include DOI and AgID if available.
  • URLs - Include URLs for outside resources that provide additional context to the dataset in the Related Content field. Examples include group web sites, blog posts, remote images, webinars, videos, or any remote web page. This field allows a title and URL. Include any necessary explanations for the links in the dataset description.

If uploaded supplemental material falls into a category other than data, verify the material belongs with and adds value to the data.

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Clone an existing dataset

Video tutorial: Clone a dataset on the Ag Data Commons

If similarities exist between an existing Ag Data Commons record and one not yet created, users can clone an existing dataset as opposed to creating the dataset from scratch. The cloned dataset carries over all of the metadata from the original dataset record except for the DOI (if applicable) and the uploaded data resources.

  • Navigate to an existing dataset with similar metadata to the desired dataset.
  • Choose the “Clone Dataset” button at the top of the record.
  • This brings up a confirmation page. Choose the “Clone” button to create the new dataset.
  • A new dataset pre-populated with the metadata from the original dataset, but not including any resources, now exists.
  • Edit any of the fields for the newly created dataset as needed.
  • The new dataset automatically includes a pointer to the old dataset.
    • To remove this link back to the original dataset, navigate to the Related Content drop down while on the edit screen and delete the content in the "Related to" fields (Title and URL). This will break the link between the old and new datasets.

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Submit a dataset draft for review

Video tutorial: Submit a dataset draft for review on the Ag Data Commons

A dataset draft remains hidden from public view until a curator reviews and publishes the dataset and resources. Submit the dataset and data resource drafts for review after editing so a curator may approve and publish them. Submit the dataset AND each data resource for review. Submit datasets and data resources for review in one of two ways.

Submit one or more datasets or resources for review from the “My Drafts” page

This method makes the most sense in a majority of cases. Submit multiple datasets and resources at the same time using this workflow once the datasets need no further editing.

  • Choose “My Workbench” in the menu bar to see all of the logged-in user’s datasets
  • Choose “My Drafts” in the menu bar to see all published and unpublished datasets for the logged-in user. A circle with a number in it notes the number of items in each category.
  • To submit a single dataset, find the dataset in this list, and in the right hand column choose the “Submit for Review” button.
  • To choose more than one dataset to submit for review, choose the checkbox to the left of all datasets and resources to submit. Then choose the “Submit for Review” button at the top of the list.
  • To submit all drafts for review at once, choose “Select all items on this page” and when a checkbox appears next to every dataset, choose the “Submit for Review” button at the top of the list.

Or...

Submit a single dataset or resource directly from the dataset that needs review during the editing process

This method makes the most sense for submitting a dataset for review immediately after editing. Save the dataset or data resource draft at least once in order to submit it for review.

  • Choose the dataset to edit and submit for review (either from the “Datasets” page view or “My Workbench” view).
  • Edit the dataset as needed.
  • When finished editing, choose "Publication Options," which reveals the "Revision information" / “Moderation State” at the bottom of the page above the “Save” button.
  • In the dropdown menu, select the moderation state “Needs Review”.
  • Choose “Save” to move the dataset into the queue for moderation.

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Review by an Ag Data Commons curator

An Ag Data Commons curator reviews all submitted datasets and resources. Curators approve datasets for publication, and inform submitters of any necessary changes prior to publishing. Curators add Ag Data Commons and National Agricultural Library Thesaurus (NALT) keywords to enhance search and discovery, and obtain a DOI for data directly deposited in the Ag Data Commons. The submitter will receive an email notification when the status of the dataset changes.

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Updating and revisiting a data entry

If a user needs to add data or other resources to a dataset record later, navigate to the record and select “Add Resource” at the top of the Dataset page. To edit datasets or resources later, navigate to the dataset or resource page, then select “Edit” at the top of the page.

The dataset owner can always edit a dataset’s metadata after submitting for review, as well as after publication. Re-submit the dataset or data resource for review after editing so a curator can approve and publish the changes.

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Description of fields on "Edit Dataset" page

Essential fields marked with an asterisk. All other fields are optional. Fields displayed may appear in a different order in the online submission form. Performing a page search by using Control/F (PC) or Command/F (Mac) will highlight the field in question.

Primary fields
Video tutorial: Create a dataset on the Ag Data Commons

  • Title* : Enter a descriptive dataset title; use dates, locations, and specific metrics that make this dataset unique. Data from a Primary Article should follow the naming convention "Data from: title of article"
  • Description* : A rich free text description that provides as much explanation as possible about the dataset. Include the who, what, when, where, why, and how of the data. This can be modified from article text (e.g. Abstract, Methods, Objectives), but should focus on characterizing the data, not the journal article. Please provide explanations for all acronyms and abbreviations.
  • Summary: A shorter description of the dataset, usually no more than a sentence or two. This information will appear in the main dataset list as a teaser line under the Title to communicate the contents and purpose of the dataset. (Note: Reveal the Summary box by choosing the "Edit Summary" and "Hide Summary" link.)
  • Author *: In the Extended Metadata section, choose "Add New/Another Author" to add each creator of the data. Note: Users may also add Reviewers - the person other than author who has reviewed and approved the data (not the metadata) - by choosing the "Add Reviewer" button in this same section and providing the name, ID type, and ID of that individual(s). Multiple allowed.
    • Author Name *: Enter the Last name, First name, Middle initial followed by a period (e.g. Doe, John A.) for all persons involved in the data collection. Authors may differ from those listed in a primary/related article (or presented in a different order). An organization can also serve as author. Multiple allowed.
    • Author ID Type: Select from the drop-down list to select the unique author identifier kind, if applicable. Use ORCID for all ARS researchers.
    • Author ID: Enter the unique author identifier here, if applicable. For example, enter an ORCID identifier as 1234-5678-9123-4567.
  • Dataset DOI (digital object identifier): DOI for the dataset, not the journal article that may be referencing it. If a DOI does not already exist for data uploaded directly to the Ag Data Commons (as opposed to linking to externally hosted data), the Ag Data Commons will obtain a DOI for the dataset.
  • ISO Topic *: High-level subject categorization, also referred to as ISO Topic Categories. Select one or more from the drop-down list; multiple allowed.
  • Product Type *: This field automatically defaults to Dataset. However, the following options may better describe the main or most important part of the dataset's actual content: Audiovisual; Dataset; Event; Image; InteractiveResource; Model; PhysicalObject; Service; Software; Sound; Text; Workflow; Other

Purpose & Methods

Video tutorial: Filling out the Purpose and Methods section of the Ag Data Commons data submission form

  • Intended Use: Explain the intended use and benefits of the dataset. What purpose should the data serve? For example, precipitation data collected to study patterns of groundwater recharge, to validate watershed models, etc.; Life-cycle assessment (LCA) data intended for a wide range of impacts in private or public use and/or for product comparisons, etc.
  • Use Limitations: Explain the limitations regarding the dataset's usability. Example statements include “estimates biased over water,” “equipment malfunctioned during a specified time,” or “granularity makes data unsuitable kinds of analysis”.
  • Equipment or software used: Name the equipment and software used to collect and process the data. Provide make and model, name and version number, and a stable URL if available for each tool used to collect and process the data.

Geographic Information

Video tutorial: Filling out the Geographic section of the Ag Data Commons data submission form

  • State or Territory: Select as many as are applicable from the drop-down list of states; multiple allowed.
  • Spatial Description: This free text can accommodate an address, city, state, region, or other spatial description. Geonames recommended but not required.
  • Global Map *: The interactive map (projected in WGS84) indicates collection and/or process locations for data. See the left side of the map for buttons to manipulate data input. These features can function exclusively or in combination to enter multiple points, polygons, or bounding boxes to a single record if applicable.
    • The + and - enable a zoom in or out, depending on the level of geographic detail to represent. For global data, zoom out as much as necessary to indicate data collected across multiple countries.
    • Select the third button on the left to enter one or more polygons.
    • Select the fourth button to enter one or more bounding boxes.
    • Select the fifth button to drop one or more points on the map.
    • Select the tabs at the top of the map to enter data in other ways. The GeoJSON tab enables raw GeoJSON data entry. GeoJSON is a technical standard that will appeal to GIS communities.
    • Select the last tab on the right, Points, to input one or more points manually in decimal degrees. Use this feature for an exact data collection point. Find the exact coordinates of an address or location at a variety of sites, including https://gps-coordinates.org/

Temporal Information

Video tutorial: Filling out the Temporal section of the Ag Data Commons data submission form

  • Temporal Coverage *: The data collection or project time span. Indicate a start date and an end date using the calendar that appears in the Date field. For ongoing data collection, leave the Show End Date checkbox blank.
  • Frequency: The frequency with which dataset is published. Choices include None, Daily, Weekly, Monthly, Annually, Continuously, Irregularly, Decennial - R/P10Y, Quadrennial - R/P4Y, Bimonthly - R/P2M, etc. For example, data with a publish frequency repeating once every 10 years would designate a frequency of Decennial - R/P10Y.

Citations

Video tutorial: Filling out the Citations section of the Ag Data Commons data submission form

  • Primary Article
    • In the Extended Metadata section, choose the Add Citation button underneath the Primary Article citation type.
    • Full Citation: Enter the full bibliographic citation, in APA, to a published article that directly describes this dataset (i.e. a data paper).
    • Article DOI: Enter the article’s DOI (just the number itself, not as a full URL, excluding the prefix “doi:”). For example, "10.123/ABC/123". This auto-populates the citation.
    • PubAg AGID: If the article is in PubAg, enter the AGID here. Navigate to an article in PubAg and the URL will look like this: https://pubag.nal.usda.gov/catalog/61025 . The AGID includes the string of numbers following “/catalog/”.
  • Methods Citation
    • In the Extended Metadata section, choose the Add Citation button underneath the Methods citation type.
    • Full Citation: Enter the full bibliographic citation, in APA, to a published article that describes the procedures for data assembly in detail; multiple allowed.
    • Article DOI: Enter the article’s DOI (just the number itself, not as a full URL, excluding the prefix “doi:”). For example, "10.123/ABC/123". This will auto-populate the citation.
    • PubAg AGID: If the article is in PubAg, enter the AGID here. Navigate to an article in PubAg and the URL will look like this: https://pubag.nal.usda.gov/catalog/61025 . The AGID includes the string of numbers following “/catalog/”.
  • Related Article
    • In the Extended Metadata section, choose the Add Citation button underneath the Related Article citation type.
    • Full Citation: Enter the full bibliographic citation, in APA, to a published article related to this dataset. List only the most useful and relevant one(s); multiple allowed.
    • Article DOI: Enter the article’s DOI (just the number itself, not as a full URL, excluding the prefix “doi:”). For example, "10.123/ABC/123". This will auto-populate the citation.
    • PubAg AGID: If the article is in PubAg, enter the AGID here. Navigate to an article in PubAg and the URL will look like this: https://pubag.nal.usda.gov/catalog/61025 . The AGID includes the string of numbers following “/catalog/”.
  • Preferred Dataset Citation: Enter a specifically formatted citation for this dataset. Leaving this field blank generates a standard suggested dataset citation based on the record’s field values.

Related Content

Video tutorial: Filling out the Related Content section of the Ag Data Commons data submission form

  • Collection: Is this dataset part of a larger dataset on the Ag Data Commons? If so, type the first letters of the container dataset’s title, then select from the autocomplete suggestions.
  • Cites other datasets
    • Title: Provide the title(s) for datasets used to construct this one. Use this field for datasets aggregated or adapted from other data.
    • URL: Provide the cited dataset's DOI as a full URL, e.g. https://doi.org/10.123/ABC/123. If no DOI exists, provide a standard link to the dataset.
  • Related Content: Provide a name and URL to a resource that provides additional context to the dataset, e.g. a project website, manual, or data documentation. This field does not denote relationship among datasets, but relationships among the dataset and non-dataset resources; multiple allowed.
    • Title: Provide the title(s) for datasets that provides additional context to the dataset.
    • URL: Provide the content's DOI as a full URL, e.g. https://doi.org/10.123/ABC/123. If no DOI exists, provide a standard link to the content.

Contact

Video tutorial: Filling out the Contact information section of the Ag Data Commons data submission form

  • Contact Name *: Enter a long-term contact person for the dataset. This can differ from the dataset author/originator e.g. a data curator or administrator. Format as Last name, First name.
  • Contact Email *: Contact person’s email address.
  • Publisher *: Publisher of the current version of the dataset. This information displays in the suggested dataset citation Ag Data Commons. The field defaults to “Ag Data Commons” until changed.

Keywords

Video tutorial: Filling out the Keywords section of the Ag Data Commons data submission form

  • Tags: Free text keywords not associated with controlled vocabularies. This field captures meaningful tags to support search and discovery; multiple allowed.
  • Program: Choose from the hierarchy to select a program designation specific to the Ag Data Commons, if applicable.

Administrative

Video tutorial: Filling out the Administrative section of the Ag Data Commons data submission form

  • License *: Enter the license assigned to this dataset. Federally generated data should carry a Public Domain dedication such as Creative Commons CC Zero or U.S. Public Domain. The following scenarios based on guidance from the Federal CIO council clarify the suggested license choice.
  1. If federal employees make up 100% of those who generated the data as part of their work, data should carry a Creative Commons CC Zero license. If concerns arise surrounding international public domain, use a U.S. Public Domain license.
  2. If federal employees collaborate with non-federal researchers and co-own the data, check the terms of the grant, collaborative agreement, or other contract agreement for a “rights in data” or related clause. Use the licensing information specified. In the absence of a specific license mentioned in the agreement, see #3.
  3. If non-federal researchers receive federal funding to produce their data, choose from the following license recommendation: CC Zero (preferred), CC BY (Creative Commons Attribution), or CC BY SA (Creative Commons Attribution-ShareAlike). Find license definitions and additional information at http://opendefinition.org/licenses/ or https://creativecommons.org/licenses/. The Ag Data Commons cannot accept data with more restrictive licensing.

Video tutorial: Choosing a license for data on the Ag Data Commons

  • Public Access Level: All data on the Ag Data Commons currently carries a “public” access level.
  • Bureau Code: Specifies the bureau that owns the data. For example, USDA-Agricultural Research Service (ARS) owned research should be “005:18”.
  • Program Code: Most datasets with Bureau Codes should also have a program code. For example, ARS-owned research should carry a “005:040 - National Research” program code.
  • Funding Source(s) *: Choose the Add Funding Source button under Funding Sources in the Extended Metadata. Indicate all sources of funding for the dataset. Include the institution name and project number, if available; multiple allowed. If ARS or NIFA funded the project, put the CRIS number in the Project or grant number field.
  • ARIS Log Number: Only applies to datasets created by Agricultural Research Service employees.
  • Resources: Attach resources already uploaded to other datasets to this dataset
    • Use this feature if data is part of a larger program that uses the same documentation or data dictionary.
    • Begin typing the name of the resource, and choose the correct one from the auto-populated list.
    • The resource linked must remain identical among all the datasets. Changing the resource changes the content in every dataset this resource linked.
    • Do not use this field if the title, description, or any other part of the resource requires customization. Skip this field and upload the unique resource directly to the dataset.
  • Highlight Image: Space for an informative and attractive picture or graphic to accompany the dataset. Files must be less than 4 GB, and in one of the following file types: .png .gif .jpg or .jpeg.
  • Revision log message: An explanation of the changes to a dataset. This will help curators understand the motivations for changing content.
  • Publishing options > Moderation state: Allows dataset creators to submit the draft for review in order to make it public.

Video tutorial: Submit a dataset for review on the Ag Data Commons

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Data description field pointers

Include the following in the narrative Description field of the dataset, if applicable:
Some of the following items have dedicated fields that allow for more detail. Including these details in the dataset Description field in addition to subject-specific fields may improve search and discovery.

  • Make sure the Description describes the data, not the project or article
  • Description should address the who, what, where, why, and how of the data
  • Description of the experiment setting: location, influential climatic conditions, controlled conditions (e.g. temperature, light cycle)
  • Processing methods and equipment used
  • Study date(s) and duration
  • Study spatial scale (size of replicates and spatial scale of study area)
  • Level of true replication
  • Sampling precision (within-replicate sampling or pseudoreplication)
  • Level of subsampling (number and repeat or within-replicate sampling)
  • Study design (before–after, control–impacts, time series, before–after-control–impacts)
  • Description of any data manipulation, modeling, or statistical analysis undertaken
  • Description of any gaps in the data or other limiting factors
  • Outcome measurement methods and equipment used

Data description pointers based on information from the following publication:
Haddaway, N. & Verhoeven, J. (2015). Poor methodological detail precludes experimental repeatability and hampers synthesis in ecology. Ecol Evol, 5(19), 4451-4454. http://dx.doi.org/10.1002/ece3.1722

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Description of fields on "Add Data" page

Video tutorial: Add a data resource to a dataset on the Ag Data Commons

Fields marked with an asterisk are required. All other fields are optional.

  • File Name*: Enter a descriptive resource title as it should appear; if uploading multiple resources, include information that distinguishes this file from the others.
    • Helpful information to add to a file name includes project or experiment name or acronym, location/spatial coordinates, researcher name/initials, date or date range of experiment, type of data, conditions, version number of file.
    • Avoid confusing labels such as “revision”, “final”, “final 2”, etc. in the file name.
  • Option to Link to a file, Link to an API, or Upload a File:
    • Upload a file: Drag and drop a file, or, select “+ Add Files” in the lower left corner of the dialog box to navigate to the file through a computer directory. Select “Start upload” after selecting the file. Allowed file extensions include 7z avi csv dat doc docb docx dot dotx fasta fastq FSA gif gz hdf htm html jpeg jpg json kml kmz md mov m4a m4v mp3 mp4 mpeg oga ogg ogv pdf png pot potx pps ppsx ppt pptx R rdata rmd rtf SAS shp sldx stc sti stw svg sxc sxg sxi sxw tar tsv txt weba webm webp xhtml xls xlsx xlt xltx xml zip
    • For csv or text format files, select the delimiter used, if applicable.
    • Users may zip multiple files together and upload them as a package. Please note The Ag Data Commons does not accept executable files of any type individually or zipped.
    • Link to a file: Enter a direct link to one of the following file formats: csv, html, xls, json, xlsx, doc, docx, rdf, txt, jpg, png, gif, tiff, pdf, odf, ods, odt, tsv, geojson, or xml.
    • Link to an API: Enter in a URL for a web page or API where data exist on the web.
  • File Format *: Specify resource format (e.g. CSV, HTML, XML, etc.). Designate all resources linked from an API or web location as HTML regardless of the type of resource found at that link.
  • Description: Provide a detailed description of the resource. For example, for an Excel file with multiple tables, describe what the different tables contain. What information would a user need to make sense of this resource? Do not repeat details from the title or the overall dataset. Include information about any acronyms.
  • Text Format: This refers to the text format of the description block. Change format to suit preference.
  • “Make this resource the data dictionary” checkbox: Check if uploading a data dictionary.
  • Recommended Software: Provide a name, version number, and stable URL for software tools recommended to view or run this resource.
  • Dataset: This field will auto-populate with the title of the dataset associated with this resource. Do not edit or add to this field.
  • Weight: Determines the order the resources display on the main dataset page. The lowest value displays first.
  • Described by: An administrative field for Ag Data Commons curators. Submitters should leave this field blank.
  • URL Path Settings: An automatically generated URL for this metadata record. To enter a customized URL, uncheck the “Generate automatic URL alias” box to override.
  • Revision Information: If revising a previously uploaded file, check the box and provide an explanation for the revision.
  • Scheduling Options: Enter the date the resource should become publicly available. Format is YYYY-MM-DD. Submitters may enter an embargo date up to 30 months into the future. Leave this field blank to make the resource publicly available immediately after curators publish the dataset.

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DOI opt-out

By default, if a user uploads data resources (as opposed to linking via web) and leaves the DOI field blank, the Ag Data Commons mints a new DOI for the dataset, in line with data management and access best practices. If you would like to discuss potentially opting out of this service, please e-mail: nal-adc-curator@usda.gov
In the body of the email, include the title and author(s) of the dataset record in question.

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Submitter checklist

Before submitting a dataset for review, make sure to fill in these essential fields:

  • Title
  • Description
  • Author and Author ID (ORCID)
  • Publisher
  • ISO Topic Category
  • Temporal Coverage
  • Geographic Bounding Box/Point
  • Data Contact Name and Email
  • Tags
  • Bureau Code (ARS only)
  • Program Code (ARS only)
  • License
  • Funding Source
  • Resource Title
  • Resource File Format
  • Resource Link or Upload

General Submission Tips

✔ Spell out all acronyms and abbreviations.
✔ Check for typos.
✔ For data based directly on a paper, use the “Data from:” convention in the Title.
✔ Make the Title descriptive - Include locations, dates, and other informative text.
✔ Make sure the Description describes the data, not the project or article.
✔ Fill in the Summary and make sure it consists of an appropriate sentence to represent the dataset.
✔ Include Use Limitations, if applicable.
✔ Add Author IDs. ORCID – The ID will includes everything after https://orcid.org/ - for example 0000-0003-0569-0808. If no ORCID exists, check USDA ID, then Scopus and ResearcherID. Often multiple IDs will exist, choose the first one available in this order.
✔ Add Bureau / Program Codes if appropriate - If ARS owns the data, use 005:18 / 005:040, respectively.
✔ Add Tags to aid in search and discovery. Add Latin names for plants/animals. Add National Program Number if applicable (ARS-specific) in this field, formatted as NPxxx.
✔ Add Ag Data Commons Program hierarchy tags, if applicable.
Resource Review Checklist
✔ Submit appropriate resources (data, not just figures or summary tables), preferably in a machine-readable format (csv is preferred for data files; XLS can be converted and added as an additional CSV resource).
✔ Provide a Description of the data file.
✔ Review resources to ensure they contain column headers, that file titles are meaningfully descriptive, and that all links / downloads work as advertised.
✔ Check the Graph and Grid boxes for tabular CSV data / Check the Embed box to provide a link to data visualizations created from the data.
✔ Provide a Data Dictionary / read me file.
Submit a dataset for publication
✔ Change Moderation State on the dataset AND each resource file to "Needs Review" when ready to publish.