Archival Guidance for
Major River Basin and Principal Aquifer Team Reports

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Background and Purpose:

Major River Basin (MRB) and Principal Aquifer (PA) reports are being generated by developing and interpreting synthesis data sets that cross NAWQA study unit boundaries. There is a need to document and archive the supporting data sets that are being created as part of regional study reports so the analyses could be repeated or updated by USGS scientists in the future. Authors should begin identifying and documenting archival data sets early in the report process, 1) to reduce the loss of report archival knowledge, 2) to streamline the archival effort, and 3) to reduce the total amount of time required for archiving report data.  All reports need to have report data archival files prepared for internal use.  In addition, report data archival files can be served to the public through the public MRB or PA Web site or through the USGS Publications Warehouse. Work with your GW or SW S&T coordinator to determine if your report data archival files should be served to the public.

Instructions for preparation of report data archival files follow.

Contacts: 

The following contacts are available to respond to questions regarding this guidance or preparation of report data archival files:

• Jana Stewart, Data Archival Coordinator (jsstewar@usgs.gov) (608-821-3855)
• Sharon Qi, Principal Aquifer Team Archival Reviewer (slqi@usgs.gov)
• David Reutter, Major River Basin Team Archival Reviewer (dreutter@usgs.gov) (614-430-7732)

Target Dates: 

• For reports until December 31, 2008
• For reports after January 1, 2009

1. For reports going to colleague review until December 31, 2008, authors need to meet two target dates for report data archival.  The first establishes the date when report archival files are sent out for review and the second establishes the date when report archival files need to be finalized for serving on the internal web page.
   1. Report data archival review:  Authors need to send report archival data files to Sharon Qi (PA) or Dave Reutter (MRB) for review, 6 weeks prior to the planned release of the report.
   2. Report data archival files prepared for internal web site:  Authors need send finalized report archival files with any necessary changes, to Sharon Qi (PA) or Dan Sullivan (MRB) for serving on the PA internal web page or the MRB internal web page by the same date as planned publication.
      
      
2. For reports going to colleague review after January 1, 2009, report data archival files will need to go through colleague review at the same time as the report. The reason for this change is to: 1) ensure that report data archival is being completed in a timely manner and with the funds that were provided to the author(s) as part of the report budget, 2) ensure that the necessary data fields are archived to independently reproduce key findings of the report, and 3) provide the critical review needed so report data archival files could be served to the public through the USGS Publications Warehouse, if appropriate.
   
   In addition, the report data archival files will continue to be reviewed by Sharon Qi and Dave Reutter to ensure consistency with the data file format and associated metadata.  Regional NAWQA Program Officers (RNPOs), formerly known as ARHNs, will be tracking the progress of each report and associated archival files through the Report Portfolio to make certain that all MRB and PA report data archival files are submitted as part of the colleague review process.
   1. Report data archival review by colleague reviewers: Authors need to send report data archival files along with their report to colleague reviewers.
   2. Report data archival review by MRB and PA reviewers: Authors need to send report data archival files to Sharon Qi (PA) or Dave Reutter (MRB) for review at the same time that the data files are sent for colleague review.
   3. Report data archival files prepared for internal web site:  Authors need to address review comments from colleague review and MRB/PA reviews; then send finalized report archival files to Sharon Qi (PA) or Dan Sullivan (MRB) for serving on the internal web pages on or before the date the report is submitted for approval.  If the report data archival files are not available on the MRB archival web page or PA data archival web page, the report will not be considered for approval.

Next steps:

Steps Toward Archving MRB and PA Report Data for Internal Use

Additional steps for serving report archival data sets through the USGS Publications Warehouse