Introduction

Got data? Ready to share it with the world? Read on to learn how.

MCM-funded data must be made publicly available, typically via the Environmental Data Initiative (EDI), within two years of collection, per NSF and LTER Network guidelines. EDI is a FAIR-aligned, CoreTrustSeal-certified data repository that supports the long-term, high-quality archival of LTER and other environmental datasets. The MCM Information Manager (IM) is here to support you throughout this process by working collaboratively to prepare your dataset(s) and accompanying metadata (together known as a “data package”) for submission to EDI on your behalf.

You are strongly encouraged to contact us as early as possible, ideally at the project design phase, before data collection begins. Early engagement helps us understand your research goals and provide tailored guidance on best practices for sample naming conventions, data organization, and metadata documentation. While many researchers delay submitting their data until a manuscript is nearly ready to submit, journals increasingly require that data be archived in a FAIR-compliant repository before peer review begins. Thus, starting the conversation early will save time and reduce stress later on.

Even seemingly simple datasets can require substantial effort to prepare for publication. The data publication process may take anywhere from a few days to several weeks, or even months, depending on the complexity of your data, how well your data are organized and structured, the quality and completeness of the accompanying metadata, and how quickly questions and revisions are addressed. Common causes for delay include missing metadata or contextual information requiring researcher clarification; inconsistencies in data formatting, organization, or naming conventions; data that require additional QA/QC or restructuring; and communication lags between the researcher and the IM. To avoid delays, please ensure you’re available and responsive as we work through revisions together.
 

Steps for submitting your data package

1. Start the conversation. Download the latest metadata template and email im@mcmlter.org to let us know you’re planning to submit data. We strongly recommend scheduling a brief Zoom meeting to review your data and metadata together, especially if this is your first time submitting data, or if your data are complex or unusual.

2. Fill out the metadata template. Complete the template the best of your ability. It may be helpful to look at examples of recently published MCM data packages in EDI as you work through the template. Ideally, this step should occur before the Zoom meeting to help clarify questions as well as discern what information may still be needed to describe your data.

3. Submit your data and metadata. Once your data and metadata are ready, email them to the IM. Large files can be shared via Google Drive or another cloud-based service. If you’re a student, please copy your PI on this initial email. 

4. Collaborate on revisions. After an initial review, the IM will follow up with questions or suggested revisions. This is an iterative process, and communication delays are often the biggest source of bottlenecks. The faster you can respond and resolve issues, the faster your data can be published. 

During this phase, the IM will:

• Conduct initial checks for missing metadata or data formatting issues.
• Provide feedback on metadata completeness and data structures.
• Reformat/restructure data to align with MCM, LTER, and EDI conventions.
• Perform cursory QA/QC checks^† (manually, during database import, and again upon submission to EDI).
• Import tabular data into the MCM database to support standardization and synthesis.
• Edit and format metadata to meet MCM, LTER, and EDI requirements.

^†Note: Researchers are ultimately responsible for the accuracy and QA/QC of their data!

5. Finalize and publish. Once your data package is complete, the IM will submit it to EDI on your behalf. You’ll receive a confirmation email with the official citation and DOI for your data package, along with other important information. DOIs are persistent by nature, meaning they remain accessible through time. However, data packages can always be updated in the future to correct errors or add new data as part of an ongoing study. 
 

Final remarks

Please don’t hesitate to reach out. We understand that the data publishing process can feel overwhelming, but we’re here to help guide and support you every step of the way. And remember, starting the conversation early is the best way to ensure a smooth and timely submission.