V. Long-term Management of Data, Documents & Samples

Arguably, the single greatest strength of the Harvard Forest as a research and educational field laboratory for long-term studies is the phenomenal information base on the history, changes, and processes occurring in the forested landscape. Although initial studies and databases date to the founding of the Forest in 1907, these are augmented by historical, paleoecological, dendrochronological, and archaeological information that pushes the records back over centuries and millennia, and which have been greatly expanded by intensive studies in the LTER and NIGEC programs. Management of the electronic data and document and sample archives that make these invaluable information sets available to the scientific community is a major mission of the Harvard Forest and a priority for the LTER program.

1. Data Management

Computer Facilities. Computer and network facilities at the Harvard Forest have improved at a remarkable rate since the beginning of LTER I in 1988 with funding from Harvard University and NSF. The three main buildings (Shaler Hall, Torrey Laboratory, and Archives) are wired for data and connected via a T1 line to the Harvard University Faculty of Arts and Sciences computer network in Cambridge MA. FAS provides support for our connection to the University and the Internet. At present the Forest has Dell Optiplex computers running Windows NT 4.0 (most common configuration: 400-450 MHz Pentium II or III processor with 128 mb RAM and 10-20 gb hard disk). Electronic mail services are provided by FAS UNIX servers in Cambridge. Networking features of Window NT enable us to share local resources such as printers and storage devices and to create local ftp and web sites. The HF web page is prepared on a local PC and uploaded to its current host (LTERNET) at the LTER Network Office in Albuquerque.

Improvements scheduled for 2000 include: (1) installing 2-4 Windows NT servers, (2) moving the HF web page to one of these servers, (3) extending our network via optical fiber to two nearby residential / conference buildings (Fisher and Raup houses), and (4) extending our network via wireless link to the EMS Tower in the forest.

Electronic Data Archive. The HF Data Manager and Assistant maintain an Electronic Data Archive for all scientific projects since 1988 (beginning of LTER I), as well as selected earlier projects. The Archive can be searched and accessed using the HF Data Catalog. A copy of the Data Archive and selected information from the Data Catalog are maintained on-line as part of the HF web site.

The structure of the Data Archive follows closely the recommendations and practices of other LTER sites. Each project is assigned a project code, which serves as the directory name for project files. For each completed project, these files include an Overview file, an optional Methods file, and one or more Data files with accompanying Metadata files. All files are stored in plain ASCII or HTML format (except for spatial data, which are stored in ArcView or Idrisi format). A few projects are maintained on web servers at Harvard's Atmospheric Sciences Department, The Marine Biological Laboratory, or the University of New Hampshire (project codes beginning with AS, MB, or UN, respectively), with links from the HF web site. Permanent copies of the entire HF web site, including the Data Archive and relevant files on the AS and UN servers, are created annually and stored at the Harvard Forest and an offsite location.

The Data Catalog is maintained using standard database software (currently Visual dBase). For each project, the Catalog contains the project code, title, list of investigators, contact person, keywords, current status (from a Data Management perspective), start and end dates, field sites, and access codes for relevant materials in the Document and Sample Archives (see below). Online search capability is provided through the LTER Network Data Catalog, which harvests information from our Data Catalog weekly. The HF Data Catalog is used to track the progress of current research projects and to ensure that files in the Data Archive are updated in a timely manner (see below).

Policy for Submission of Data. The HF LTER endorses the LTER Network Data Access Policy, which specifies that data for most projects (Type I) will be made available online within 2-3 years of collection, while in exceptional cases (Type II), such as a student thesis project, data may be withheld for longer periods.

The following guidelines must be followed for all research projects at Harvard Forest:

• Applications for new projects must be reviewed by the Director, Forest Manager, Data Manager, and LTER Science Team. Prospective researchers must agree to Harvard Forest policies for submission of data, documents, and samples.
• Before work on a new project begins, the PI must submit to the Data Manager a Project Overview suitable for inclusion in the Data Archive and posting on the web page. A project code is assigned at this time, and entries created in the Data Archive and Data Catalog.
• Overviews for current projects are reviewed annually and updates must be submitted to the Data Manger if requested.
• Data and Metadata files must be submitted to the Data Manager in the proper format within 2 years of collection. Exceptions to this rule must be approved by the Director.
• Format and content of the submitted files are checked by the Data Manager; however primary responsibility for data completeness and integrity (quality control) rest with the project PI.

Policy for Use of Data. Harvard Forest on-line data are freely available for downloading and subsequent use. Prospective users are asked to (1) notify the HF Data Manager before downloading, identifying the data set and its intended use, (2) direct questions about the project or on-line materials to the designated Contact person, and (3) notify the Contact person of any publication plans.

2. Documents

Document Archives. The HF Document Archives contains document records for nearly 100 years of research at Harvard Forest. The entire collection (more than 1700 published and unpublished studies) has been cataloged in the Archives database, which contains (for each study) an access code, list of investigators, project title, date, and list of keywords. All important datasheets, maps and records in this archive have been microfilmed with duplicate copies maintained on-site and in a secure off-site location.

Policy for Submission of Documents. All scientists conducting research at Harvard Forest are required to submit relevant research documents to the HF Archivist within one year of project completion, for cataloging and inclusion in the Archives collection. Such documents should include copies of funded proposals, publications, unpublished reports, field notes, maps, and analyses for the project.

Policy for Use of Documents. The HF Archives are available for public use. Interested parties should contact the Archivist or Director. Materials may not be removed from the Archives building. Facilities are available for copying or scanning Archives materials.

3. Samples

Sample Archives. The HF Sample Archives currently contain over 200 boxes of soil, litter, and tree core specimens. The entire collection has been cataloged in the Samples database, which contains (for each box) an access code, list of investigators, project title, study site, date of collection, description of material, and number of specimens.

Policy for Submission of Samples. Investigators who wish to submit samples for long-term storage in the Sample Archive must do so within one year of project completion. Researchers should contact the Archivist for information regarding sample preparation and cataloging.

Policy for Use of Samples. Use of samples by anyone other than project personnel must be approved in writing by the project PI or the Director.