COPTR - User contributions [en-gb]

Workflow:Preserving Access databases

2023-10-05T13:42:04Z

Valentijn:

{{Infobox COW
|status=Production
|tools=CSV export form for Microsoft Access
|input=Access databases submitted to digital repositories.
|output=CSV files for long-term preservation and dissemination of the data tables from Microsoft Access files.
|organisation=SEADDA community of archaeologists and digital specialists
|organisationurl=https://www.seadda.eu/
}}
==Workflow Description==



[[File:workflow.png|Textual description]] 



For .mdb the ADS has a Java Package that exports all tables as .CSV with “” text qualifiers. For .accdb the Digital Archivist manually exports each table a .CSV with “” text qualifiers.

DANS developed an Access form and makes use of this to export all tables from .mdb and .accdb files. See the linked tool 'CSV export form for Microsoft Access'.

The SND exports Access tables to CSV and additionally disseminates the data as XML files.

The archivists will check and ensure for the presence of the necessary documentation to understand and reuse the data tables.

==Purpose, Context and Content==


In practice, Microsoft Access is widely used for creating databases. However, the MDB and ACCDB Access formats are very poorly supported outside of the commercial Microsoft Access. Due to the different versions of these formats, it may even be that Access itself does not always support the files properly.

Within the SEADDA consortium, workflows for dealing with the preservation of Microsoft Access databases were examined from three long standing digital repositories for archaeological data: the Archaeology Data Station of Data Archiving and Networked Services (DANS), the Swedish National Data Service (SND), and the Archaeology Data Service (ADS).

Each repository uses exports of the Access data tables to CSV files as the method for preservation and dissemination.

==Evaluation/Review==


==Further Information==

https://doi.org/10.11141/ia.67.3


[[User:Valentijn|Valentijn]] ([[User talk:Valentijn|talk]]) 13:49, 28 September 2023 (UTC)

Workflow:Assessing information

2023-10-05T13:41:37Z

Valentijn:

{{Infobox COW
|status=Production
|input=Submitted datasets.
|output=Assessed datasets. This workflow is part of the curation to ensure FAIR datasets within a Trusted Digital Repository
|organisation=SEADDA community of archaeologists and digital specialists
|organisationurl=https://www.seadda.eu/
}}
==Workflow Description==



[[File:workflow.png|Textual description]] 



A member of staff runs through a checklist to ensure that:
* The dataset confirms to the collection policy of the repository
* Data deposit contains no malware (all files).
* Digital objects are in correct formats (all files).
* Data deposit has collection-level metadata.
* All digital objects have core descriptive metadata (all files).
* Digital objects have additional technical metadata (all files).
* Digital objects can be opened, are valid, and can be reused (all files, representative sample for large datasets) .
* The data deposit has no sensitive data concerns (all files, representative sample for large datasets).
* Content is appropriate and complete (all files, representative sample for large datasets).
* The dataset is structured in a manner which is clear for the purposes of reusing data.

==Purpose, Context and Content==


Within the SEADDA consortium, workflows for dealing with assessing information were examined from three long standing digital repositories for archaeological data: the Archaeology Data Station of Data Archiving and Networked Services (DANS), the Swedish National Data Service (SND), and the Archaeology Data Service (ADS).

==Evaluation/Review==


==Further Information==

https://doi.org/10.11141/ia.67.3


[[User:Valentijn|Valentijn]] ([[User talk:Valentijn|talk]]) 11:41, 5 October 2023 (UTC)
[[Special:Contributions/172.104.134.96|172.104.134.96]] 11:19, 5 October 2023 (UTC)

Workflow:Deaccessioning data

2023-10-05T13:41:08Z

Valentijn:

{{Infobox COW
|status=Production
|tools=DataCite
|input=Datasets for which there is reason to remove them from the collection.
|output=A tombstone page (or similar) to ensure the resolving of the PID of the dataset, leading to information that the dataset was removed.
|organisation=SEADDA community of archaeologists and digital specialists
|organisationurl=https://www.seadda.eu/
}}
==Workflow Description==



[[File:workflow.png|Textual description]] 



Datasets may need to be deaccessioned or deleted, depending on institutional policy, when:
* Errors are discovered in a published dataset that renders it unusable for research.
* If the content is unlawful or the dataset is fraudulent from a scientific point of view.
* If one or more of the authors or rights holders did not give permission for publication.
* If personal data appears to have been deposited without a legal ground such as permission of research subjects.
* If the content consists of personal data, and a research subject rightfully objects to the preservation of a digital object with an appeal to the GDPR (e.g. right to be forgotten; or revocation of informed consent).
* If there is a legally binding maximum preservation period for the content.

If there is sufficient ground to decide to deaccession a dataset, the deaccessioning is done by a Data Manager who will conduct an appraisal of the request.

In all cases where access to a published dataset is terminated, a notice will be added to the landing page of the Persistent Identifier (PID) associated with the dataset to indicate that the dataset is no longer available: this is called a 'tombstone page'. This is done to ensure that anyone that has citations to resources that have subsequently been removed are retained, and furthermore that the provenance of the deaccession or removal is recorded within all associated metadata.

==Purpose, Context and Content==


Within the SEADDA consortium, workflows for dealing with deaccessioning of datasets were examined from three long standing digital repositories for archaeological data: the Archaeology Data Station of Data Archiving and Networked Services (DANS), the Swedish National Data Service (SND), and the Archaeology Data Service (ADS).

==Evaluation/Review==


==Further Information==

https://doi.org/10.11141/ia.67.3


[[User:Valentijn|Valentijn]] ([[User talk:Valentijn|talk]]) 11:41, 5 October 2023 (UTC)
[[Special:Contributions/172.104.134.96|172.104.134.96]] 11:39, 5 October 2023 (UTC)

Workflow:Deaccessioning data

2023-10-05T11:41:36Z

Valentijn:

{{Infobox COW
|status=Production
|tools=DataCite
|input=Datasets for which there is reason to remove them from the collection.
|output=A tombstone page (or similar) to ensure the resolving of the PID of the dataset, leading to information that the dataset was removed.
|organisation=SEADDA community of archaeologists and digital specialists
|organisationurl=https://www.seadda.eu/
}}
==Workflow Description==



[[File:workflow.png|Textual description]] 



Datasets may need to be deaccessioned or deleted, depending on institutional policy, when:
* Errors are discovered in a published dataset that renders it unusable for research.
* If the content is unlawful or the dataset is fraudulent from a scientific point of view.
* If one or more of the authors or rights holders did not give permission for publication.
* If personal data appears to have been deposited without a legal ground such as permission of research subjects.
* If the content consists of personal data, and a research subject rightfully objects to the preservation of a digital object with an appeal to the GDPR (e.g. right to be forgotten; or revocation of informed consent).
* If there is a legally binding maximum preservation period for the content.

If there is sufficient ground to decide to deaccession a dataset, the deaccessioning is done by a Data Manager who will conduct an appraisal of the request.

In all cases where access to a published dataset is terminated, a notice will be added to the landing page of the Persistent Identifier (PID) associated with the dataset to indicate that the dataset is no longer available: this is called a 'tombstone page'. This is done to ensure that anyone that has citations to resources that have subsequently been removed are retained, and furthermore that the provenance of the deaccession or removal is recorded within all associated metadata.

==Purpose, Context and Content==


Within the SEADDA consortium, workflows for dealing with deaccessioning of datasets were examined from three long standing digital repositories for archaeological data: the Archaeology Data Station of Data Archiving and Networked Services (DANS), the Swedish National Data Service (SND), and the Archaeology Data Service (ADS).

==Evaluation/Review==


==Further Information==

https://docs.google.com/document/d/1mAL20vvhZnYkZuc_60awac5wc-kiaBzYZ_AJahS_nkM/edit?usp=sharing


[[User:Valentijn|Valentijn]] ([[User talk:Valentijn|talk]]) 11:41, 5 October 2023 (UTC)
[[Special:Contributions/172.104.134.96|172.104.134.96]] 11:39, 5 October 2023 (UTC)

Workflow:Assessing information

2023-10-05T11:41:15Z

Valentijn:

{{Infobox COW
|status=Production
|input=Submitted datasets.
|output=Assessed datasets. This workflow is part of the curation to ensure FAIR datasets within a Trusted Digital Repository
|organisation=SEADDA community of archaeologists and digital specialists
|organisationurl=https://www.seadda.eu/
}}
==Workflow Description==



[[File:workflow.png|Textual description]] 



A member of staff runs through a checklist to ensure that:
* The dataset confirms to the collection policy of the repository
* Data deposit contains no malware (all files).
* Digital objects are in correct formats (all files).
* Data deposit has collection-level metadata.
* All digital objects have core descriptive metadata (all files).
* Digital objects have additional technical metadata (all files).
* Digital objects can be opened, are valid, and can be reused (all files, representative sample for large datasets) .
* The data deposit has no sensitive data concerns (all files, representative sample for large datasets).
* Content is appropriate and complete (all files, representative sample for large datasets).
* The dataset is structured in a manner which is clear for the purposes of reusing data.

==Purpose, Context and Content==


Within the SEADDA consortium, workflows for dealing with assessing information were examined from three long standing digital repositories for archaeological data: the Archaeology Data Station of Data Archiving and Networked Services (DANS), the Swedish National Data Service (SND), and the Archaeology Data Service (ADS).

==Evaluation/Review==


==Further Information==

https://docs.google.com/document/d/1mAL20vvhZnYkZuc_60awac5wc-kiaBzYZ_AJahS_nkM/edit?usp=sharing


[[User:Valentijn|Valentijn]] ([[User talk:Valentijn|talk]]) 11:41, 5 October 2023 (UTC)
[[Special:Contributions/172.104.134.96|172.104.134.96]] 11:19, 5 October 2023 (UTC)

Workflow:Preserving Access databases

2023-09-28T13:49:01Z

Valentijn: Commonalities in preservation methods for Microsoft Access databases

{{Infobox COW
|status=Production
|tools=CSV export form for Microsoft Access
|input=Access databases submitted to digital repositories.
|output=CSV files for long-term preservation and dissemination of the data tables from Microsoft Access files.
|organisation=SEADDA community of archaeologists and digital specialists
|organisationurl=https://www.seadda.eu/
}}
==Workflow Description==



[[File:workflow.png|Textual description]] 



For .mdb the ADS has a Java Package that exports all tables as .CSV with “” text qualifiers. For .accdb the Digital Archivist manually exports each table a .CSV with “” text qualifiers.

DANS developed an Access form and makes use of this to export all tables from .mdb and .accdb files. See the linked tool 'CSV export form for Microsoft Access'.

The SND exports Access tables to CSV and additionally disseminates the data as XML files.

The archivists will check and ensure for the presence of the necessary documentation to understand and reuse the data tables.

==Purpose, Context and Content==


In practice, Microsoft Access is widely used for creating databases. However, the MDB and ACCDB Access formats are very poorly supported outside of the commercial Microsoft Access. Due to the different versions of these formats, it may even be that Access itself does not always support the files properly.

Within the SEADDA consortium, workflows for dealing with the preservation of Microsoft Access databases were examined from three long standing digital repositories for archaeological data: the Archaeology Data Station of Data Archiving and Networked Services (DANS), the Swedish National Data Service (SND), and the Archaeology Data Service (ADS).

Each repository uses exports of the Access data tables to CSV files as the method for preservation and dissemination.

==Evaluation/Review==


==Further Information==

https://docs.google.com/document/d/1mAL20vvhZnYkZuc_60awac5wc-kiaBzYZ_AJahS_nkM/edit?usp=sharing


[[User:Valentijn|Valentijn]] ([[User talk:Valentijn|talk]]) 13:49, 28 September 2023 (UTC)

CSV export form for Microsoft Access

2023-09-28T12:09:28Z

Valentijn:

{{Infobox tool
|purpose=A Microsoft Access form to export all database tables to interoperable CSV files.
|homepage=https://dans.knaw.nl/en/file-formats/spreadsheets/csv/
|license=https://creativecommons.org/licenses/by-sa/4.0/
|platforms=Microsoft Windows
|language=English; Dutch
|formats_in=ACCDB, MDB, XLS
|formats_out=CSV (Comma Separated Values)
|function=File Format Migration
|content=Database, Spreadsheet
}}
{{Infobox tool details}}
[[File:Access-CSV form.png|thumb|Screenshot of the Access form in use]]

== Description ==

Directly exporting a data table from Microsoft Access to CSV often results in incorrect handling of certain values such as dates, integers with separators, memo fields and such. This tool consists of an Access database in MDB format which contains a single Form, which can be used to easily select and export all tables within the database to standardized CSV files, keeping all of the values intact.

The form can be copied from this MDB into another Access database, to use for exporting the tables from that database.

It is also possible to import an External data table or spreadsheet (such as an Excel sheet or a DBF file) into this database, then export that table to CSV.

Please take note of the fact that only the data tables are exported. If information on table attributes or table relations is present and needs to be retained, this information should be documented separately. Access provides the Database Tool 'Database Documenter' which can write this information into a PDF file.

When importing tables from spreadsheets, take note that the CSV exports will only keep the values from rows and columns and will not store characteristics such as coloring of cells, cell annotations or formulas.

Known issues and instructions how to resolve them are detailed in a readme file, provided with the tool.

This script was developed internally at DANS (Data Archiving and Networked Services), the Dutch national centre of expertise and repository for research data.

CSV export form for Microsoft Access

2023-09-28T12:00:06Z

Valentijn:

[[File:Access-CSV form.png|thumb|Screenshot of the Access form in use]]
{{Infobox tool
|purpose=A Microsoft Access form to export all database tables to interoperable CSV files.
|homepage=https://dans.knaw.nl/en/file-formats/spreadsheets/csv/
|platforms=Microsoft Windows
|language=English; Dutch
|formats_in=ACCDB, MDB, XLS
|formats_out=CSV (Comma Separated Values)
|function=File Format Migration
|content=Database, Spreadsheet
}}
{{Infobox tool details}}
== Description ==

Directly exporting a data table from Microsoft Access to CSV often results in incorrect handling of certain values such as dates, integers with separators, memo fields and such. This tool consists of an Access database in MDB format which contains a single Form, which can be used to easily select and export all tables within the database to standardized CSV files, keeping all of the values intact.

The form can be copied from this MDB into another Access database, to use for exporting the tables from that database.

It is also possible to import an External data table or spreadsheet (such as an Excel sheet or a DBF file) into this database, then export that table to CSV.

Please take note of the fact that only the data tables are exported. If information on table attributes or table relations is present and needs to be retained, this information should be documented separately. Access provides the Database Tool 'Database Documenter' which can write this information into a PDF file.

When importing tables from spreadsheets, take note that the CSV exports will only keep the values from rows and columns and will not store characteristics such as coloring of cells, cell annotations or formulas.

Known issues and instructions how to resolve them are detailed in a readme file, provided with the tool.

This script was developed internally at DANS (Data Archiving and Networked Services), the Dutch national centre of expertise and repository for research data.

CSV export form for Microsoft Access

2023-09-28T11:59:10Z

Valentijn:

{{Infobox tool
[[File:Access-CSV form.png|thumb|Screenshot of the Access form in use]]
|purpose=A Microsoft Access form to export all database tables to interoperable CSV files.
|homepage=https://dans.knaw.nl/en/file-formats/spreadsheets/csv/
|platforms=Microsoft Windows
|language=English; Dutch
|formats_in=ACCDB, MDB, XLS
|formats_out=CSV (Comma Separated Values)
|function=File Format Migration
|content=Database, Spreadsheet
}}
{{Infobox tool details}}
== Description ==

Directly exporting a data table from Microsoft Access to CSV often results in incorrect handling of certain values such as dates, integers with separators, memo fields and such. This tool consists of an Access database in MDB format which contains a single Form, which can be used to easily select and export all tables within the database to standardized CSV files, keeping all of the values intact.

The form can be copied from this MDB into another Access database, to use for exporting the tables from that database.

It is also possible to import an External data table or spreadsheet (such as an Excel sheet or a DBF file) into this database, then export that table to CSV.

Please take note of the fact that only the data tables are exported. If information on table attributes or table relations is present and needs to be retained, this information should be documented separately. Access provides the Database Tool 'Database Documenter' which can write this information into a PDF file.

When importing tables from spreadsheets, take note that the CSV exports will only keep the values from rows and columns and will not store characteristics such as coloring of cells, cell annotations or formulas.

Known issues and instructions how to resolve them are detailed in a readme file, provided with the tool.

This script was developed internally at DANS (Data Archiving and Networked Services), the Dutch national centre of expertise and repository for research data.

File:Access-CSV form.png

2023-09-28T11:58:44Z

Valentijn:

Screenshot of the Access form in use

CSV export form for Microsoft Access

2023-09-28T11:56:45Z

Valentijn:

{{Infobox tool
|purpose=A Microsoft Access form to export all database tables to interoperable CSV files.
|homepage=https://dans.knaw.nl/en/file-formats/spreadsheets/csv/
|platforms=Microsoft Windows
|language=English; Dutch
|formats_in=ACCDB, MDB, XLS
|formats_out=CSV (Comma Separated Values)
|function=File Format Migration
|content=Database, Spreadsheet
}}
{{Infobox tool details}}
== Description ==

Directly exporting a data table from Microsoft Access to CSV often results in incorrect handling of certain values such as dates, integers with separators, memo fields and such. This tool consists of an Access database in MDB format which contains a single Form, which can be used to easily select and export all tables within the database to standardized CSV files, keeping all of the values intact.

The form can be copied from this MDB into another Access database, to use for exporting the tables from that database.

It is also possible to import an External data table or spreadsheet (such as an Excel sheet or a DBF file) into this database, then export that table to CSV.

Please take note of the fact that only the data tables are exported. If information on table attributes or table relations is present and needs to be retained, this information should be documented separately. Access provides the Database Tool 'Database Documenter' which can write this information into a PDF file.

When importing tables from spreadsheets, take note that the CSV exports will only keep the values from rows and columns and will not store characteristics such as coloring of cells, cell annotations or formulas.

Known issues and instructions how to resolve them are detailed in a readme file, provided with the tool.

This script was developed internally at DANS (Data Archiving and Networked Services), the Dutch national centre of expertise and repository for research data.