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Data archives have a function as national repositories for
datasets.
They have presented themselves as such and they are seen as such. This
implies that the archive has to keep a good overview of what is
available and what is needed.
A
number of information channels is used to get the information on
the availability of data.
In the present days, any archive working on a national level
will have to select only a limited number of datasets for the
archive from the many datasets that are produced in the country.
The annual growth of data archives varies between countries; the
smaller archives grow with some 3050 datasets per year, the
larger ones have an annual growth of more than 300. Still the
numbers represent only a small proportion of the potentially
available datasets and a selection has to be made based on the
various information channels:
- 1.1. Ongoing research registers
Ongoing research registers are usually compiled on the basis of
mail surveys. Standard forms are sent out to researchers and research
institutes. Information is gathered on research topics, type of
research, time schedules and methodology.
For the archive's acquisition it is very useful if the ongoing
research register includes information on whether
machine-readable datasets are produced as a result of the
registered researched projects.
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1.2.
Research reports
Many different forms of reporting are used to report on empirical
research. Next to officially published books there is a vast
amount of so-called grey literature which is not distributed via
the official publishing channels. Some countries have a
specialised grey literature library on social sciences.
This library
forms an effective information channel for selecting datasets. The
research report should normally give a good indication on whether
the dataset is interesting for acquisition. Grey literature is
becoming increasingly important for keeping track of empirical
research. Desktop publishing provides researchers with a
relatively fast mode for bringing out research results. Desktop
publishing will often result in research reports outside the
official channels.
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1.3. Periodicals, newsletters
Unlike other disciplines the social sciences generally have no key
journals that cover the most important research. On the contrary,
important contributions may occur in journals of other
disciplines, e.g. medical journals. This implies for the data
archive that many periodicals have to be screened for reports on
research that produced data which might be archived.
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1.4. Direct contacts
Potential producers of datasets are asked to give overviews of the
data they produce. Especially with commercial research institutes,
when no traditional publications on the research may be expected,
direct contacts may be the only source of information.
Hints from reports on the Internet or coming in via e-mail
facilitate the indentification of new data sources.
A
problem with respect to these institutes is often that under their
professional code they should not reveal the contract research
projects on which they are working. One has to get the cooperation
of the data collecting institute to get in touch with the
"owners" of the data.
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1.5. Inquiry forms
The final step in identifying datasets is sending out inquiry
forms to get detailed information on the possible archivability of
specific data.
Who is the owner
of the data, when will the data be available, and similar
questions should be answered with this form.
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