# Database Conditions

This portion of a database record provides metadata that the research community has determined to be highly relevant to their decision-making when choosing a repository. Therefore, by curating this section, you are increasing the likelihood that your resource will be discovered by prospective users.

Please note that the pulldowns for each of these fields are *mandatory*. The **note** and **URL** fields remain *optional*, where present.

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The fields describing the **Database conditions** within the "Additional Information" tab are applicable to our **database** registry only
{% endhint %}

{% hint style="danger" %}
**not found** is an option available within all pulldown menus in this section. It should only be used when the information required to make an expert judgement about that particular field is simply not findable. This value should only be used when there is no other choice, as it tells the FAIRsharing community that the database being described has not provided this information at all.
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## Alignment with Existing Efforts

As is the case with all of our metadata, the database properties listed here have been created in response to the needs of our user community. Where we have explicit alignment of the community resources below, such alignment is provided in the tables associated with each field.

{% hint style="success" %}
**By registering your resource with FAIRsharing, you are exposing community-endorsed, FAIR-enabling attributes of your repository to humans and machines as part of the larger graph of FAIRsharing resource descriptions.**
{% endhint %}

### Overview of alignment with RDA

FAIRsharing collaborates with many different communities, of which the [RDA](https://www.rd-alliance.org) is one of our core collaborators. We have been directly involved in the following repository-related working groups:

* Co-chairing the recently-completed [RDA Data Repository Attributes WG](https://www.rd-alliance.org/groups/data-repository-attributes-wg). FAIRsharing implements the resulting RDA recommendations, currently RDA DRA WG's [RDA Common Descriptive Attributes of Research Data Repositories](https://doi.org/10.15497/RDA00103) version 1.0. We have 100% alignment with these common attributes, details of which are listed below.
* Co-chairing the currently-active [Community-based catalogue of requirements for trustworthy Technical Repository Service Providers](https://www.rd-alliance.org/groups/community-based-catalogue-requirements-trustworthy-technical-repository-service-providers/) Working Group. This working group has among its expected outcomes the determination, through stakeholder consultation, priorities for criteria implementation and identify metadata that can be associated with the implementation of each criteria to facilitate modular, decentralized certification.
* The [FAIRsharing WG](https://www.rd-alliance.org/groups/group-fairsharing-registry-connecting-data-policies-standards-databases-491097511/), whose current role as a maintenance working group is to encourage collaboration with other RDA groups as relates to its goals.
* Alignment of curated FAIRsharing metadata with the TRUST Principles, developed in collaboration with the [RDA/WDS Certification of Digital Repositories IG](https://www.rd-alliance.org/groups/rdawds-certification-digital-repositories-ig/activity/) and the [RDA/WDS TRUST Principles Outreach and Adoption WG](https://www.rd-alliance.org/groups/rdawds-trust-principles-outreach-and-adoption-working-group/activity/).
* Older [outputs](https://doi.org/10.5281/zenodo.4084762) relating to database attributes. 

### Alignment with RDA: DRA WG

The following table provides a summary of how FAIRsharing is completely aligned with the [RDA Data Repository Attributes WG](https://www.rd-alliance.org/groups/data-repository-attributes-wg).

<table><thead><tr><th>RDA DRA WG</th><th width="149">FAIRsharing </th><th width="101">Level</th><th>Comment</th></tr></thead><tbody><tr><td>1 - Repository Name</td><td><a href="../record-sections-and-fields/general-information/record-name">Record Name</a></td><td>exact</td><td></td></tr><tr><td>2 - URL</td><td><a href="../record-sections-and-fields/general-information/homepage">Homepage</a></td><td>exact</td><td></td></tr><tr><td>3 - Country</td><td><a href="../record-sections-and-fields/general-information/countries">Countries</a></td><td>exact</td><td></td></tr><tr><td>4 - Language</td><td>n/a</td><td>implied</td><td>FAIRsharing is an English-language resource, and by default the expectation is that, for every resource described in FAIRsharing, sufficient information is available in English to make an informed decision regarding it. Other languages may be described in the <em>description</em> field, but this is optional.</td></tr><tr><td>5 - Organisation</td><td><a href="../record-sections-and-fields/organisations-and-grants">Organisations and Grants</a></td><td>exact</td><td></td></tr><tr><td>6 - Contact</td><td><a href="../record-sections-and-fields/general-information/contact-information">Contact Information</a>, <a href="../record-sections-and-fields/licences-and-support-links/support-links">Support Links</a></td><td>exact</td><td></td></tr><tr><td>7 - Description</td><td><a href="../record-sections-and-fields/general-information/description">Description</a></td><td>exact</td><td></td></tr><tr><td>8 - Research Area</td><td><a href="../record-sections-and-fields/general-information/taxonomic-range-research-subjects-domains-and-user-defined-tags">Research subjects</a></td><td>exact</td><td>Uses the <a href="https://github.com/FAIRsharing/subject-ontology">Subject Ontology</a>.</td></tr><tr><td>9 - Persistent Identifiers</td><td><a href="../associated-records/from-database-records">Relationships</a> to <a href="https://fairsharing.gitbook.io/fairsharing/record-sections-and-fields/general-information/registry-type#standards">Identifier schema</a> records</td><td>exact</td><td>If a repository has a relationship <em>implements</em> or <em>related to</em> with an identifier schema record, then it is using that identifier. We are currently implementing a tag for those identifier records that are defined as PIDs by EOSC will be explictly tagged to aid decision making by our user community.</td></tr><tr><td>10 - Machine interoperability</td><td><a href="data-processes">Data Processes</a></td><td>exact</td><td></td></tr><tr><td>11 - Metadata</td><td><a href="../associated-records/from-database-records">Relationships</a> to <a href="https://fairsharing.gitbook.io/fairsharing/record-sections-and-fields/general-information/registry-type#standards">model/format</a> records</td><td>exact</td><td></td></tr><tr><td>12 - Curation, 13 - Terms of Deposit, 14 - Terms of Access</td><td>see below</td><td>see below</td><td></td></tr><tr><td>15 - Dataset Use License</td><td><a href="../record-sections-and-fields/licences-and-support-links/licences">Licences</a></td><td>exact</td><td></td></tr><tr><td>16 - Certification</td><td><a href="certification-and-community-badges">Certification and Community Badges</a></td><td>exact</td><td></td></tr><tr><td>17 - Preservation</td><td>see below</td><td>see below</td><td></td></tr></tbody></table>

### Alignment with NIH

These fields, where possible, also align with certain fields used within the [NIH-Supported Data Sharing Resources (BMIC)](https://www.nlm.nih.gov/NIHbmic/bmic-about.html). Such alignments are listed within the alignment table for that field.

### Alignment with the TRUST Principles

The following table provides a summary of how FAIRsharing database record attributes align with the [TRUST Principles](https://doi.org/10.1038/s41597-020-0486-7), developed in collaboration with the [RDA/WDS Certification of Digital Repositories IG](https://www.rd-alliance.org/groups/rdawds-certification-digital-repositories-ig/activity/). Work on this table is ongoing, with iterative feedback from the [RDA/WDS TRUST Principles Outreach and Adoption WG](https://www.rd-alliance.org/groups/rdawds-trust-principles-outreach-and-adoption-working-group/activity/).

<table><thead><tr><th>TRUST Principle</th><th width="144">FAIRsharing</th><th width="87">Level</th><th>Comment</th></tr></thead><tbody><tr><td><strong>Transparency</strong>: mission statement</td><td><a href="../record-sections-and-fields/general-information/description">Description</a></td><td>medium</td><td>Description is sometimes, but not always, taken from a mission statement.</td></tr><tr><td><strong>Transparency</strong>: scope</td><td><a href="../record-sections-and-fields/general-information/taxonomic-range-research-subjects-domains-and-user-defined-tags">Research subjects</a></td><td>exact</td><td></td></tr><tr><td><strong>Transparency</strong>: terms of use</td><td><a href="../record-sections-and-fields/licences-and-support-links/licences">Licences</a> and/or <a href="#data-access-condition">data access conditions</a></td><td>exact</td><td>This may mean licensing or terms of access; either way FAIRsharing provides this information</td></tr><tr><td><strong>Transparency</strong>: minimum digital preservation timeframe</td><td><a href="#data-preservation-policy">Data preservation policy</a></td><td>medium</td><td>FAIRsharing records the presence or absence of a preservation policy, and free text notes. It does not store minimum retention periods.</td></tr><tr><td><strong>Responsibility</strong>: community-defined metadata and curation standards, including persistence and other stewardship provisions</td><td><a href="#data-curation">Data curation</a>, <a href="../associated-records/from-database-records">Relationships</a> to domain-specific <a href="../record-sections-and-fields/general-information">standards</a>, <a href="#resource-sustainability">resource sustainability</a>, <a href="#data-preservation-policy">Data preservation policy</a></td><td>medium</td><td>There are many indicative features in this principle, but the list is not exhaustive. Therefore, ensuring that we completely align is difficult.</td></tr><tr><td><strong>Responsibility</strong>: data services including download and machine interfaces</td><td><a href="data-processes">Data Processes</a></td><td>exact</td><td></td></tr><tr><td><strong>Responsibility</strong>: IP management and sensitive data security</td><td>-</td><td>-</td><td></td></tr><tr><td><strong>Usability</strong>: Implementing and publishing relevant data metrics</td><td>?</td><td></td><td></td></tr><tr><td><strong>Usability</strong>: providing community catalogues</td><td>?</td><td></td><td></td></tr><tr><td><strong>Usability</strong>: monitoring community expectations</td><td>-</td><td>-</td><td></td></tr><tr><td><strong>Sustainability</strong>: risk mitigation, continuity etc.</td><td><a href="#resource-sustainability">Resource sustainability</a></td><td></td><td></td></tr><tr><td><strong>Sustainability</strong>: funding</td><td><a href="../record-sections-and-fields/organisations-and-grants">Organisations</a> with 'funds' <a href="../associated-records/from-organisations">relationship</a></td><td></td><td></td></tr><tr><td><strong>Sustainability</strong>: governance and long-term preservation</td><td><a href="#data-preservation-policy">Data preservation policy</a></td><td>medium</td><td>No information regarding governance is stored, but data preservation policy information is included</td></tr><tr><td><strong>Technology</strong>: standards and tools for data management and curation</td><td><a href="../associated-records">Relationships</a> to <a href="../record-sections-and-fields/general-information">standards</a></td><td>low</td><td>While FAIRsharing has extensive relationships to standards, they are not easily classified according to their utility for data management and curation.</td></tr><tr><td><strong>Technology</strong>: mechanisms for responding to cyber or physical security threats</td><td>-</td><td>-</td><td></td></tr></tbody></table>

## Data access condition

This item concerns the way in which the repository owners define access to their repository. What is the process through which access can be requested (and granted)? Is the data is freely available or subject to a request and approval process?&#x20;

A resource is **open** when there are no restrictions on accessing its data, e.g. free registration or free accessibility of data. A resource is **partially open** when access to a subset of its data is restricted, e.g. paywall, for ethical or security considerations, or data protection issues. A resource is **controlled** when the entirety of its data has these restrictions. Finally, use **not found** if the database does not provide this information at all.

You can also optionally provide the **URL** of a document or webpage containing the data access conditions as well as a free-text **notes** field that provides a short summary.

{% hint style="info" %}
Please note that the resource team (e.g. the developers of the database) define how accessible the data is. Even if users are allowed to hide their records, for example only giving access for [pre-publication review](#data-access-for-pre-publication-review), this does not affect the value of this field.
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{% hint style="warning" %}
Data Access Condition is about whether or not there are restrictions imposed upon the access to the data within the database, *as defined by the database developers*. This is a completely separate topic to how the user may be allowed to use the data; data usage is covered by the [licencing](https://fairsharing.gitbook.io/fairsharing/record-sections-and-fields/licences-and-support-links/licences) of the resource.
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<table><thead><tr><th width="193">Community Effort</th><th width="148">Attribute Name</th><th width="100">Level</th><th width="302">Comments</th></tr></thead><tbody><tr><td><a href="https://docs.google.com/document/d/1LzKzQqhIZNQIFsmIfU3c7YJhBiow45ubvkJqNooQjLo/edit">DRA WG Attributes</a></td><td>14 - Terms of Access</td><td>exact</td><td></td></tr><tr><td><a href="https://www.nlm.nih.gov/NIHbmic/bmic-about.html">NIH-Supported Data Sharing Resources (BMIC)</a></td><td>Data Access Policy (open / not open)</td><td>low</td><td>The primary determinant is cost-free re-use, even if there are restrictions on how that data is retrieved. This contrasts with FAIRsharing, where the primary determinant is the proportion of restricted data.</td></tr><tr><td><a href="https://doi.org/10.1038/s41597-020-0486-7">TRUST Principles</a></td><td><strong>Transparency</strong>: terms of use</td><td>exact</td><td></td></tr></tbody></table>

## Data curation

This item is concerned with the review and annotation of the data performed by the **repository** (e.g. via a data submission tool that enforces some curation, automated, or manual curation). Does the repository curate its holdings? If so, choose from among **Manual** (where review and annotation of the data is performed by the submitter or a curation team), **Automated** (where curation is performed via programmatic methods), or **both**. Otherwise, select **None**. Finally, use **not found** if the database does not provide this information at all.

You can also optionally provide the **URL** of a document or webpage containing the data curation methodology as well as a free-text **notes** field that provides a short summary.

{% hint style="info" %}
If there is no information regarding the database's curation efforts, you should leave this blank; this is to contrast with **None**, which should be used when there is clear information provided that the database does nothing to the data upon entry into the resource.

As an example, if a database pulls information from multiple sources, but states that it does no extra curation (e.g. if it is a data portal or a federated data source), then it is appropriate to use **None**. If, however, there is no explicit statement about curation after the data is added to the resource, you should use **not found.**
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| Community Effort                                                                                          | Attribute Name                                                                                                                | Level | Comments |
| --------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------- | ----- | -------- |
| [DRA WG Attributes](https://docs.google.com/document/d/1LzKzQqhIZNQIFsmIfU3c7YJhBiow45ubvkJqNooQjLo/edit) | 12 - Curation                                                                                                                 | exact |          |
| [TRUST Principles](https://doi.org/10.1038/s41597-020-0486-7)                                             | **Responsibility**: community-defined metadata and curation standards, including persistence and other stewardship provisions | exact |          |

## Data deposition condition

Deposition of data: are there any restrictions (e.g. by location, country, organization, etc.) or can anyone from anywhere deposit data? Data deposition is **open** when there are no restrictions on submitting data. Otherwise, data submission is **controlled**.&#x20;

**not applicable** should be used whenever data deposition is not in scope for that database. Some examples include: a database that only stores data from a particular grant or study; a knowledgebase that ONLY pulls information from primary databases. Finally, use **not found** if the database does not provide this information at all.

You can also optionally provide the **URL** of a document or webpage for the the data deposition conditions as well as a free-text **notes** field that provides a short summary.

<table><thead><tr><th width="193">Community Effort</th><th width="148">Attribute Name</th><th width="100">Level</th><th width="302">Comments</th></tr></thead><tbody><tr><td><a href="https://docs.google.com/document/d/1LzKzQqhIZNQIFsmIfU3c7YJhBiow45ubvkJqNooQjLo/edit">DRA WG Attributes</a></td><td>13 - Terms of Deposit</td><td>exact</td><td></td></tr><tr><td><a href="https://www.nlm.nih.gov/NIHbmic/bmic-about.html">NIH-Supported Data Sharing Resources (BMIC)</a></td><td>Data Deposit Timeframe (open / not open)</td><td>medium</td><td>if both <em>data deposit timeframe</em> and <em>data submission policy</em> are <strong>open</strong>, then FAIRsharing's <em>data deposition condition</em> should also be <strong>open</strong>, and vice versa<strong>.</strong><br><strong>not open</strong> may be directly converted to FAIRsharing's <strong>controlled</strong> value, however this conversion must be checked if converting <strong>controlled</strong> to <em>data deposit timeframe</em>, as the reason why FAIRsharing may have selected <strong>controlled</strong> could be unrelated to the timeframe for deposition. This is because, while FAIRsharing would also use <strong>controlled</strong> when there is a time restriction on deposition, our primary determinant is whether <em>any</em> researcher with in-scope data is allowed to submit data.</td></tr><tr><td><a href="https://www.nlm.nih.gov/NIHbmic/bmic-about.html">NIH-Supported Data Sharing Resources (BMIC)</a></td><td>Data Submission Policy (open / not open)</td><td>medium</td><td><strong>open</strong> in FAIRsharing would equate to <strong>open</strong> in this resource, however, in some cases an <strong>open</strong> <em>data submission policy</em> would result in a <strong>controlled</strong> value within FAIRsharing, e.g. BMIC will also provide an <strong>open</strong> value when only a particular set(s) of investigators may submit.<br><strong>not open</strong> can be directly converted to FAIRsharing's <strong>controlled</strong> value, and vice versa. </td></tr></tbody></table>

## Data preservation policy

This item is concerned with the policy that details how the preservation of the data is ensured. Does the repository provide information on its data preservation policies?

You should provide the **URL** of a document or webpage containing the resource's data preservation policies as well as a free-text **name** field where you can provide a name or a short summary.&#x20;

| Community Effort                                                                                          | Attribute Name                                                                                                                | Level  | Comment                                                         |
| --------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------- | ------ | --------------------------------------------------------------- |
| [DRA WG Attributes](https://docs.google.com/document/d/1LzKzQqhIZNQIFsmIfU3c7YJhBiow45ubvkJqNooQjLo/edit) | 17 - Preservation                                                                                                             | exact  |                                                                 |
| [TRUST Principles](https://doi.org/10.1038/s41597-020-0486-7)                                             | **Responsibility**: community-defined metadata and curation standards, including persistence and other stewardship provisions | medium | Clarity of definition would help establish the alignment level. |
| [TRUST Principles](https://doi.org/10.1038/s41597-020-0486-7)                                             | **Sustainability**: governance and long-term preservation                                                                     | exact  |                                                                 |

## Resource sustainability

This is where you can link to the document that gives information about sustainability plans for the repository if your database has a webpage or document that describes them.

You should provide the **URL** of a document or webpage containing the resource's sustainability plans as well as a free-text **name** field where you can provide a name or a short summary.&#x20;

<table><thead><tr><th width="163">Community Effort</th><th width="196">Attribute Name</th><th width="100">Level</th><th width="302">Comments</th></tr></thead><tbody><tr><td><a href="https://www.nlm.nih.gov/NIHbmic/bmic-about.html">NIH-Supported Data Sharing Resources (BMIC)</a></td><td>Support funding duration (sustained / not sustained)</td><td>low</td><td>FAIRsharing provides a link to information about sustainability plans to let users know if such plans are in place. However, it makes no <em>structured</em> comment about the type of sustainability. However, the type of sustainability may optionally be provided in the free-text notes that are a part of this field.</td></tr><tr><td><a href="https://doi.org/10.1038/s41597-020-0486-7">TRUST Principles</a></td><td><strong>Transparency</strong>: minimum digital preservation timeframe</td><td>medium</td><td>FAIRsharing records the presence or absence of a preservation policy, and free text notes. It does not store minimum retention periods.</td></tr><tr><td><a href="https://doi.org/10.1038/s41597-020-0486-7">TRUST Principles</a></td><td><strong>Responsibility</strong>: community-defined metadata and curation standards, including persistence and other stewardship provisions</td><td>medium</td><td>Clarity of definition would help establish the alignment level.</td></tr></tbody></table>

## Citation to related publications

Does the repository have a particular, standardized mechanism to link datasets to related articles or pre-prints? If it is possible to link publications/articles to individual datasets, then please answer **yes**.&#x20;

Answer **yes** or **no**; only use **not found** if the database does not provide this information at all.

## Data access for pre-publication review

Does the repository have a mechanism to facilitate peer review of embargoed data? Answer **yes** or **no**; only use **not found** if the database does not provide this information at all.

If all information is available immediately, or if there are no direct submissions to the database (e.g. because it pulls its information from other sources), then the answer should be **yes**.

## Data Contact Information

Does the repository show data depositor/producer contact information on dataset landing pages? The contact information for a piece of data within a database may be for an organisation or an individual (or group of individuals), depending on who has ownership of that data.&#x20;

Answer **yes** or **no**; only use **not found** if the database does not provide this information at all.

{% hint style="info" %}
For *data contact information* to be **yes**, we require an email address or other information (e.g. a link to a contact form for the owner of the data) that will allow the user of this repository to immediately contact the owner of the data. A name is not enough, nor is an ORCID. While an ORCID (usually) uniquely identifies a researcher, it does **not** require that an email address be visible on the researcher's ORCID profile. Names on their own are similarly problematic, as are publications.

If this field is set to **yes**, the expectation is that a user visiting this database will be able to easily contact the owner of data within the database without having to google or otherwise search for a valid method of contact.
{% endhint %}

## Data versioning

Does the resource enable modifications to published data (e.g., to correct it or append additional information) **and** is there a process to distinguish, link and access all public versions of the data? Answer **yes** or **no**; only use **not found** if the database does not provide this information at all.

{% hint style="info" %}
Note that a database that versions its (meta)data but does not make that versioning public is diminishing the utility of that information to its user community. As such, in those cases, the value of this attribute is **no**.
{% endhint %}