Guidelines for Submission of Data and Metadata

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DragonflyResearchers must comply with the current Information Management Policy for all projects based at the CBFS. Data and metadata may be submitted via email to the Manager. Special arrangements should be made for data files larger than 5 megabytes. The CBFS Data Archive is organized by dataset. Each dataset contains one or more data files with accompanying metadata. Datasets vary widely in size and scope. Data files in a single dataset typically share common objectives, methods, study sites, funding, and personnel.  Each dataset is assigned a unique ID number (e.g., CBFS001). This number serves to identify the dataset for information management purposes and has no ordinal significance.


Metadata provide the information required to locate, access, interpret, and use data correctly. For new projects, please download, complete, and submit the HF Metadata Form. This form may also be used to submit metadata updates (if any) for ongoing projects. Variable-level metadata for individual data files may be included in this form or optionally submitted as separate files. Keywords should be selected from the CBFS Keywords List. Once received, metadata will be converted CBFS IT staff to EML (Ecological Metadata Language).


Each dataset should contain the data necessary to support the published findings and to recreate the original analysis.

Tabular data. The preferred formats for submission are Excel spreadsheets or comma-delimited text files. Please do not use spaces or tabs as delimiters. The first line of each file should contain concise variable names (no embedded spaces). The second line may optionally contain measurement unit abbreviations. Missing values should be indicated by NA. Please avoid using empty fields. Codes must be clearly explained in the accompanying metadata.

Numerical values with long decimal fractions may be rounded to be consistent with measurement accuracy.

Spatial data. The preferred formats for submission are ArcView or Idrisi files.