7 

Collections Management Plan for the U.S. Geological 

Survey Woods Hole Coastal and Marine Science Center 

Data Library

Open-File Report 2015–1141

U.S. Department of the Interior

U.S. Geological Survey

U.S. Department of the Interior

U.S. Geological Survey

Collections Management Plan for the U.S. Geological 

Survey Woods Hole Coastal and Marine Science Center 

Data Library

By Kelleen M. List, Brian J. Buczkowski, Linda P. McCarthy, and Alice M. Orton

Open-File Report 2015–1141
U.S. Department of the Interior

SALLY JEWELL, Secretary

U.S. Geological Survey

Suzette M. Kimball, Acting Director

U.S. Geological Survey, Reston, Virginia: 2015

For more information on the USGS—the Federal source for science about the Earth,

its natural and living resources, natural hazards, and the environment—visit

http://www.usgs.gov/ or call 1–888–ASK–USGS (1–888–275–8747). 

For an overview of USGS information products, including maps, imagery, and publications,

visit http://www.usgs.gov/pubprod/.

Any use of trade, firm, or product names is for descriptive purposes only and does not imply

endorsement by the U.S. Government.

Although this information product, for the most part, is in the public domain, it also may

contain copyrighted materials as noted in the text. Permission to reproduce copyrighted items

must be secured from the copyright owner.

Suggested citation:

List, K.M., Buczkowski, B.J., McCarthy, L.P., and Orton, A.M., 2015, Collections management plan for the U.S. 

Geological Survey Woods Hole Coastal and Marine Science Center Data Library: U.S. Geological Survey OpenFile Report 2015–1141, 16 p., http://dx.doi.org/10.3133/ofr20151141. 

ISSN 2331-1258 (online)
iii

Acknowledgments

The authors would like to thank Nancy Soderberg for her wealth of advice and experience in the creation and 

operation of the Woods Hole Coastal and Marine Science Center’s Data Library. We would also like to thank Fran 

Lightsom for her guidance in the production of this report. This report has benefited from critical reviews by Carolyn 

Degnan of the U.S. Geological Survey and David Sherman of the Woods Hole Oceanographic Institution.

v

Contents

Acknowledgments.......................................................................................................................................................iii

Abstract ...................................................................................................................................................................... 1

Introduction to the Woods Hole Coastal and Marine Science Center Data Library..................................................... 1

Scope of the Collections in the Data Library............................................................................................................... 2

Geology Discipline Research Records Schedule........................................................................................................ 2

Roles and Responsibilities.......................................................................................................................................... 3

Data Library Staff .................................................................................................................................................... 3

Research Staff ........................................................................................................................................................ 4

Principal Investigator........................................................................................................................................... 4

Retiring and Departing Scientists ........................................................................................................................ 4

Library Patrons........................................................................................................................................................ 5

Data Library Operations.............................................................................................................................................. 5

Library Organization................................................................................................................................................ 5

Accession of Data and Materials............................................................................................................................. 6

Step 1: Intake ...................................................................................................................................................... 6

Step 2: Inventory and Evaluation......................................................................................................................... 7

Step 3: Catalog or Inventory................................................................................................................................ 8

Deaccession ......................................................................................................................................................... 11

Deaccession Criteria ......................................................................................................................................... 12

Disposition......................................................................................................................................................... 12

Summary .................................................................................................................................................................. 13

Selected References ................................................................................................................................................ 13

Glossary ................................................................................................................................................................... 15

Figures

1. Decision tree showing the questions used to determine if records, data, and related materials are suitable 

to be accessioned into the Woods Hole Coastal and Marine Science Center’s Data Library collections....... 7

2. Flow chart detailing the inventory and evaluation procedures implemented by the Woods Hole Coastal and 

Marine Science Center’s Data Library and applied to all records, data, and related materials deemed 

appropriate for accession .............................................................................................................................. 8

3. Example accession worksheet for a track chart........................................................................................... 10

Tables

1. Categories of cataloged items retained by the Woods Hole Coastal and Marine Science Center Data 

Library for use as references and educational materials ............................................................................... 9

2. Abbreviations relating to the Woods Hole Coastal and Marine Science Center’s Data Library’s accession 

worksheet .................................................................................................................................................... 11

3. Explanation of inventory numbering system as defined in the INVNUM table in the Woods Hole Coastal 

and Marine Science Center’s Data Library .................................................................................................. 11
vi

Abbreviations

CD compact disc

CDP common depth point

DVD digital versatile disc

FAN field activity number

ID identification number

MOF Marine Operations Facility

NARA National Archives and Records Administration

PI principal investigator

USGS U.S. Geological Survey

WHCMSC Woods Hole Coastal and Marine Science Center
1

Collections Management Plan for the U.S. Geological 

Survey Woods Hole Coastal and Marine Science Center 

Data Library

By Kelleen M. List,1 Brian J. Buczkowski,

1 Linda P. McCarthy,1 and Alice M. Orton2

Abstract

The U.S. Geological Survey Woods Hole Coastal and Marine Science Center has created a Data 

Library to organize, preserve, and make available the field, laboratory, and modeling data collected and 

processed by Woods Hole Coastal and Marine Science Center staff. This Data Library supports current 

research efforts by providing unique, historic datasets with accompanying metadata. The Woods Hole 

Coastal and Marine Science Center’s Data Library has custody of historic data and records that are still 

useful for research, and assists with preservation and distribution of marine science records and data in 

the course of scientific investigation and experimentation by researchers and staff at the science center.

The data accession and retention policies employed by the Woods Hole Coastal and Marine 

Science Center Data Library are based on scientific need and the National Archives and Records 

Administration standards for Federal records retention. Criteria for inclusion of data and records into the 

Data Library, the scope of the Data Library holdings, and operating procedures for the management and 

running of the library are designed to support the research operations of the U.S. Geological Survey.

This report explains the roles and detailed responsibilities of library and scientific staff, and 

provides step-by-step instructions for managing the collections of the Woods Hole Coastal and Marine 

Science Center Data Library.

Introduction to the Woods Hole Coastal and Marine Science Center Data Library

The U.S. Geological Survey (USGS) Woods Hole Coastal and Marine Science Center 

(WHCMSC) is colocated with the Woods Hole Oceanographic Institution on the Quissett Campus in the 

village of Woods Hole, Massachusetts. The WHCMSC maintains laboratory facilities and a samples 

repository on this campus, as well as a warehouse facility, the USGS Marine Operations Facility 

(MOF), approximately 2 miles north of the Quissett Campus in the town of Falmouth, Mass. The MOF 

warehouse encompasses storage and equipment staging areas and the WHCMSC Data Library.

3

Mission statement.—The mission of the WHCMSC Data Library is to organize, preserve, and make 

available for research purposes a historical record and archive of scientific data collected by WHCMSC

personnel, as well as institutional records used by researchers. The Data Library provides access to 

 1

U.S. Geological Survey

2

Geocon, Inc.

3

Terms in bold are defined in the glossary.
2

scientific datasets and record series for reuse in future research by USGS scientists, the public, industry, 

policy makers, outside researchers, and academic institutions.

The WHCMSC Data Library provides a local repository for original data and related support 

documentation. Long-term preservation of these records enables further scientific investigation based on 

previous research. Collecting marine scientific data is expensive and often unrepeatable; thus it is 

imperative that the data are preserved in a reusable form for use in future investigations. The Data 

Library holdings support the institutional memory of the WHCMSC and support the efforts of future 

researchers and historians.

Scope of the Collections in the Data Library

The WHCMSC Data Library includes a library of resource materials and published records, in 

addition to a facility dedicated to preserving and providing scientific data. The Data Library maintains a 

collection of USGS publications, including professional papers, bulletins, circulars, open-file reports, 

and various topographic, bathymetric, and geologic map series. It also provides a small reference 

collection of outside publications and materials for use in science planning. This collection includes 

National Ocean Service nautical charts and bathymetric maps, professional association publications, and 

educational outreach materials (see “Library Organization” section for more information about these 

collections and how they are categorized). The Data Library also currently provides select datasets

online. Many digital collections of field activity data are available to WHCMSC researchers through 

USGS internal Web pages, and datasets approved for public release are available through USGS publicfacing Web pages.

Archiving data.—The WHCMSC Data Library has a responsibility to preserve and provide several 

categories of data. These categories represent different stages in the lifecycle of data or records, which 

begins with data acquisition or generation and results in published data and analytical results.

Final processed data are datasets derived from original raw data and have reached a level of 

completion such that researchers and authors have determined they are ready for publication and 

distribution. These final processed data are considered the end member of a suite of processed versions

derived from the raw data. The WHCMSC Data Library does not retain interim versions that result from 

various processing steps, unless they qualify as essential support data.

Essential support data are neither raw nor final processed but are determined to be invaluable as 

a resource for understanding the nature of the data and aiding in their interpretation and further use. 

These data may consist of interim processing steps or of ancillary data valuable to research, public 

awareness, or even litigation. In the case of litigation, every processing step and note is retained for 

future reference. Essential support data often provide the only record of data and results available to the 

Data Library until raw and final processed data are submitted for retention. Decisions regarding datasets

and their classification as essential support data can come from WHCMSC researchers and 

management, the USGS, the U.S. Department of the Interior, or higher levels within the Federal 

Government.

Geology Discipline Research Records Schedule

As part of the USGS’s responsibility to the public, the Federal research records which are 

created in the course of conducting business are to be strictly preserved and managed in accordance with 

the Federal Records Act (44 U.S.C. §§3101–3102). The WHCMSC Data Library is tasked with the 

management, preservation, and disposition of these records in accordance with the Geology Discipline 
3

Research Records Schedule of U.S. Geological Survey Manual 432–1–S5 (U.S. Geological Survey, 

2009).

This records schedule defines three categories of research records:

1. significant research records (permanent)

2. secondary research records 

3. minor research records

Significant research records are defined as “permanent” records according to the Geology 

Discipline Research Records Schedule. Permanent records are characterized as “datasets that are 

irreplaceable, relevant to the USGS mission, and in a condition which allows future use” (U.S. 

Geological Survey, 2009). These records include collections of related data derived from field activities, 

laboratory analyses, computer models and simulations, including data donated by outside organizations, 

and accompanying metadata. The majority of the Data Library holdings consist of permanent records. 

Because a study area can be revisited decades later, the retention of these data and records has proven to 

be invaluable both for planning further scientific investigations and also as a baseline for studying 

changes through time. The Geology Discipline Research Records Schedule requires that permanent 

significant research records be transferred to the National Archives and Records Administration 

(NARA) when the USGS “has no further use for them” (U.S. Geological Survey, 2009).

The continued value of these data for current and future research is the reason for the WHCMSC 

Data Library. Seismic profiles and other raw data serve as a historical record and often a starting place 

for new field work. Without the retention and accessibility of this information within a local repository, 

future research can be jeopardized because of the time and monetary constraints on collecting this data 

framework again.

Secondary research records focus on immediate, short-term tasks and are not associated with 

scientific investigations of larger scope. Secondary research records have implied value for future 

scientific investigations and should be reviewed before disposition in case they have been incorporated 

into later projects that warrant permanent retention. These records are sometimes gray literature or 

scientists’ papers that are accessioned into the Data Library’s Reference Resources collection as 

background materials, descriptions of new techniques, or information about physical samples. 

Secondary research records might have limited long-term usefulness at the WHCMSC, and they should 

be evaluated for offsite storage at NARA after five years, consistent with the Geology Discipline 

Research Records Schedule.

Minor research records include records relating to narrowly focused, short-term tasks that 

address specific, local problems. These records are not part of investigations of larger scope and provide 

no potential for future investigation. These records are generally the responsibility of scientists and not 

accessioned by the Data Library. However, records such as rough drafts, publication copies, and policy 

statements may be accepted into the Data Library if they meet criteria for use as educational or 

reference materials.

Roles and Responsibilities

Data Library Staff

The data librarian is responsible for the operation, organization, and management of the 

WHCMSC Data Library. The data librarian reports to a data manager and supervises the day-to-day 

activities and assignments of Data Library staff and volunteers. The data librarian is tasked with the 

preservation of data, publications, and research records. In pursuit of these goals, the data librarian 
4

evaluates incoming data for accession (see “Accession of Data and Materials” section), reviews 

collections for duplicate datasets, oversees the digitization of holdings, handles data requests, follows up 

on retrieval of loaned records, and deaccessions (see “Deaccession” section) records and collections as 

appropriate. The data librarian initiates, coordinates, and preserves video-recorded oral histories of key, 

long-term WHCMSC personnel for the preservation of institutional memory. The data librarian is a 

designated records management specialist and assists USGS researchers in taking care of research 

records to be consistent and compliant with the Geology Discipline Research Records Schedule.

Research Staff

Principal Investigator

The primary role of the principal investigator (PI) within the WHCMSC Data Library system 

is to provide the Data Library with contributions of Federal records and data of enduring value to the 

USGS. Upon completion of a field activity, laboratory analysis, or modeling run the PI or designated 

representative is responsible for providing an unaltered, unprocessed (raw) copy of data collected or 

generated to the Data Library for immediate inventory and accession into the library holdings. Upon 

completion of a research project, the PI must provide all related scientific papers, notes, printouts, and 

digital records that explain data acquisition, processing, analysis, or other elements essential to 

understanding any final reports or published products. The PI must make an appointment with the data 

librarian to discuss accession of scientific data into the Data Library. The PI provides the field activity 

number (FAN), laboratory analysis number, modeling project number or donated data number; any 

other pertinent identifiers, such as an older cruise identification number (ID); the data (raw and final 

processed); and all relevant metadata. It is also the PI’s responsibility to let the data librarian know 

when the data have been published and can be released to the public.

Retiring and Departing Scientists

Retiring and departing personnel are responsible for identifying Federal records in their 

possession and must follow the approved records management schedule to organize and prepare their 

records for archiving. See appendix 2 of the Geology Discipline Research Records Schedule for 

guidance in identifying Federal records (U.S. Geological Survey, 2009).

Retiring and departing employees need to meet with the data librarian to help plan for the 

accession of the scientific Federal records in their custody in accordance with their responsibilities as 

defined in the Geology Discipline Research Records Schedule. According to the schedule, the retiring or 

departing employee must provide a file plan to the records management specialist—which in this case is 

the WHCMSC data librarian. All permanent records must be so classified, and if they are research 

records they must be associated with a FAN, laboratory analysis number, modeling project number, or 

donated data number. All field activity-related records, laboratory notes, and logs are transferred into 

the custodianship of the Data Library.

Retiring and departing employees are also required to complete an exit survey form. The 

WHCMSC Data Library requires the identification of all field activities in which the employee 

participated and the identification and current location of all related data (files, images, hard drives). 

Each dataset and record should be accompanied by its corresponding FAN, laboratory analysis number, 

modeling project number, or donated data number; status; and a point of contact for followup inquiries 

and continuity of operations. A curriculum vitae with field activity annotations in an electronic form, 

preferably in a standard bibliographic format, should also be supplied to the data librarian.
5

Library Patrons

Records and resources in the Data Library are made available to WHCMSC personnel and to the 

general public upon request. When patrons require the retrieval of data stored in the Data Library, they 

are asked to email a request with specific information regarding the desired materials, especially FANs 

or cruise IDs, laboratory analyses, or published models, if known. Patrons make requests of the 

WHCMSC Data Library in search of historical data that support current or planned scientific research. If 

an item of interest is not available online, the data librarian finds the physical original, scans it, and 

supplies a digital and (or) paper copy to the requestor. Data requests from the public for data and results 

that have been published or otherwise publicly released are also fulfilled by the WHCMSC Data 

Library.

Data Library Operations

Library Organization

The WHCMSC Data Library maintains three organizational categories for its holdings: 

distribution resources, reference resources, and science center data. These categories are an aid to 

determining storage, access, and preservation needs for data and records in the Data Library.

Distribution resources are defined as non-Federal records and items maintained by the library 

specifically for public distribution purposes. These include educational and outreach materials such as 

maps, project fact sheets, and copies of WHCMSC-authored publications.

Reference resources can be Federal or non-Federal records and are maintained by the WHCMSC 

Data Library for historical and (or) research purposes. Non-Federal records include non-USGS-authored 

publications, maps, and data. Federal records classified as reference resources retained by the Data 

Library include administrative records of WHCMSC projects such as planning documents, pertinent 

emails, diagrams, and more. Reference resources categorized as Federal records must be reviewed 

according to the guidance provided by the USGS Geology Discipline Research Records Schedule (U.S. 

Geological Survey, 2009) and evaluated for continuing usefulness to the USGS.

Woods Hole Coastal and Marine Science Center data are records or datasets collected or created 

by, or in cooperation with, WHCMSC employees or by using WHCMSC equipment. These data can 

include, but are not limited to, notes and logs, photographs, video, navigation data, bathymetry, seismic 

data, sonar data, oceanographic measurements, resistivity data, and other geophysical and geochemical 

data. This section of the Data Library is consistent with the well-accepted practice of maintaining a 

research data repository that includes unique, institutionally derived holdings. Data donated by sources 

outside of the WHCMSC and accepted by the Data Library for preservation and distribution are also 

considered science center data.

Within the Data Library, science center data are accompanied by associated metadata in

compliance with USGS Instructional Memorandum IM OSQI 2015–03 (U.S. Geological Survey, 

2015b), which states, "Metadata must accompany all USGS scientific data, software, and other 

information products described in this policy that are approved for release. The content and format of 

metadata depend upon the type of data, software, or information product being described."

The WHCMSC Data Library accepts all types of data storage media and has a dedicated facility 

equipped to handle diverse organizational and storage requirements in a controlled environment to 

prolong the life and physical integrity of these media. Data may be in any file format and on any 

medium (paper; videotape; Mylar; or digital media, including compact disc [CD], digital versatile disc 

[DVD], hard drive, or tape). The Data Library is equipped with large rolling storage systems, map 
6

cabinets, rolled media storage cabinets and boxes, tape drawers, photographic library boxes, and recordstorage file boxes. All related project records and contributions are maintained in the WHCMSC Data 

Library and organized by using an associated FAN, laboratory analysis number, modeling project 

number, or donated data number.

Accession of Data and Materials

For the purposes of this report, accession is defined as the evaluation and acceptance of data and 

records into the WHCMSC Data Library. The following are the steps usually applied to materials 

considered for acceptance into the WHCMSC Data Library.

Step 1: Intake

The intake process begins with a record or records coming to the attention of the data librarian 

for possible accession into the WHCMSC Data Library. Frequently, the initial review of these records is 

conducted at the donor’s office where the data are stored.

Through conversation and evaluation, the data librarian determines if the data have been 

collected by the WHCMSC or were obtained from another source.

Data collected by the WHCMSC must have a corresponding FAN, laboratory analysis number, 

or modeling project number. If only an alternate identification designation is available, the data librarian 

generates a FAN, laboratory analysis number, or modeling project number for the data.

If the data are donated from a source outside the USGS, their appropriateness for inclusion into 

the Data Library must be determined. Do they support the mission of the science center; and if so, are 

they authorized for use and redistribution? If not, can the donation be useful for outreach activities or as 

resource data? If the donation is not authorized for distribution and cannot be used for outreach, it

cannot be accessioned into the library and is returned to the originator; disposition should be discussed

if the donation cannot be returned to the originator.

Acceptable donated and science center data associated with FANs, laboratory analysis numbers, 

modeling project numbers, or donated data numbers must pass several criteria for appropriateness:

1. Are the data raw, final processed, or essential to the analysis process?

2. Are the data type and format identifiable and readable?

3. Are science center personnel willing to be responsible as scientific authorities for the data?

It is important to have a scientific authority as a point of contact to address any science questions 

that may be asked of the data librarian and to be consulted regarding the data’s long-term usefulness to 

the USGS.

If the answer to any of the three previous questions is “no,” disposition of the material should be 

considered. If the data meet the three conditions, they are checked in as a Data Library project and join 

the data records waiting for inventory evaluation.

At this phase, the data record is accepted only for intake and still must be evaluated for 

acceptance into the Data Library holdings. It is not guaranteed for future accession. It is in a temporary 

holding and sorting area organized by project numbers. This step has become unavoidable because of

the volume of data, limited library space, and staffing needs. To keep the library from becoming overrun 

with data in need of evaluation, classification, and inventory accession, the data are put in a box and 

assigned a project number from a master spreadsheet. The FAN, laboratory analysis number, modeling 

project number, or donated data number, along with any other general metadata for the project content,

are entered on the master spreadsheet. After the record is assigned a project number, it is considered 

checked in to the Data Library. This process is diagrammed in figure 1.
7 

Figure 1. Decision tree showing the questions used to determine if records, data, and related materials are 

suitable to be accessioned into the Woods Hole Coastal and Marine Science Center’s Data Library collections. This 

tree also presents options and actions required in relation to answers to these questions. WHCMSC, Woods Hole 

Coastal and Marine Science Center.

Step 2: Inventory and Evaluation

In this step, checked-in data from a project are brought forward for evaluation. If donated data 

checked in to the Data Library are proprietary to another organization or person, the data librarian or 

responsible center staff must secure permission for the document’s release. These donated data then 

move into the catalog step. If document release permission cannot be obtained for donated data, the 

proprietary records are returned to the donating agency or individual. 

Checked-in science center data then undergo an evaluation process to determine if the records 

will be accessioned into the holdings. The first step to check in data is to research all available records 

and data related to the FAN, laboratory analysis number, modeling project number, or donated data 

number identified during the intake process for these records, and determine if the data currently exist in 

the library holdings. If the field activity Web page or Data Library database indicate copies of the data 

are already in the Data Library, the newly arrived data must be evaluated against the current library 

holdings to determine if they add value to the collections. Are the new data in better condition? Is the 
8 

medium of the new data more current? Are the file formats the same? If the data are in a different 

format, does the format add value to the holdings? If analysis determines that the data add value, a 

decision must be made whether it is appropriate to keep both copies or to replace the existing data 

record with the newly acquired data record. 

After it is determined that it is appropriate to store the record in the WHCMSC Data Library, the 

record is further evaluated for accession. Some items are appropriate for inventorying (inventory 

numbers are assigned), while other items are cataloged or directly shelved (fig. 2).

Figure 2. Flow chart detailing the inventory and evaluation procedures implemented by the Woods Hole Coastal 

and Marine Science Center’s Data Library and applied to all records, data, and related materials deemed 

appropriate for accession. WHCMSC, Woods Hole Coastal and Marine Science Center.

Step 3: Catalog or Inventory

These steps occur when the record has been evaluated to be accepted into the WHCMSC Data 

Library. Items that are assigned inventory numbers are expected to eventually become publicly 

advertised and available. Other types of records and documents are cataloged and shelved, and access to 

them is assessed on an individual basis. 
9 

Catalog

The catalog process begins by identifying the type of data, gathering required format-specific

metadata for the record, and making an entry into the appropriate database table (table 1). The first step 

is to identify what type of data the record represents. The categories of records to be cataloged include 

five types of data:

1. Educational materials such as science teacher toolkits, posters, and experiments may be used in 

outreach or provided to educators upon request. 

2. Nautical charts are kept for distribution to the research staff and the general public. 

3. Reference materials consist of pertinent texts used by WHCMSC staff as a reference library.

4. Background information pertaining to research vessels is identified and cataloged. Information 

about the vessel or platform often proves helpful in identifying cruise information such as IDs 

and timeframes, equipment deployed, and research data collected.

5. Topographic maps are cataloged and maintained in support of current or historical WHCMSC 

projects because of their value to researchers and the general public.

Table 1. Categories of cataloged items retained by the Woods Hole Coastal and Marine Science Center Data 

Library for use as references and educational materials.

Data Library database table name Type of data

Education Educational outreach resources

Nautical Nautical charts

Reference Reference resources

Ships Background information about research vessels

Topmap Topographic maps

Inventory

Inventoried records include all raw and final processed data collected by WHCMSC researchers, 

including logbooks, navigation data, track charts, seismic folders, common depth point (CDP) seismic 

records, CDP track charts, submarine video, and photographs (both analog and digital formats). To 

begin the inventory process, the data librarian gathers or creates metadata that will be entered into the 

Data Library database. An inventory worksheet is used to organize these metadata (fig. 3; the 

abbreviations are listed in table 2). Metadata are entered into the corresponding database table with each 

unique piece of information entered into its own record. As an example, if a collection of CDs is 

submitted to the Data Library and approved for retention, each CD is entered separately with its own 

metadata. The Master database table fields are then filled in, beginning with an inventory number. The 

WHCMSC Data Library uses several series of inventory numbers based on the types of records (table 

3).
10 

Figure 3. Example accession worksheet for a track chart. The sheet requires metadata that will be applied to 

three collections management tables administered by the data librarian: TRKCHART; MASTER; and Compass 

Record. Abbreviations are listed in table 2. 
11 

Table 2. Abbreviations relating to the Woods Hole Coastal and Marine Science Center’s Data Library’s accession 

worksheet. 

[The worksheet is in figure 3] 

Abbreviation Definition

TRKCHRT track chart

Gen Descript general description

INVNUM inventory number

SERIAL serial number

PROJ project number

MAPID map identification number

FORM format

AMT amount

LOC/LOC./loc. location

FAN field activity number

URL uniform resource locator

Docs documents

Supp.DocsPhys.Loc physical location of supporting documents

Supp.Docs.Digital Loc digital location of supporting documents

Info information

GMT Greenwich Mean Time

Table 3. Explanation of inventory numbering system as defined in the INVNUM table in the Woods Hole Coastal 

and Marine Science Center’s Data Library.

[INVNUM, inventory number; CDP, common depth point]

Type of record Subtable Inventory number prefix

CDP CDPREC CR

CDP track lines CDPTRACK CT

Film FILM (6-digit number—no prefix)

Maps MAPS MP

Optical disks OPTDISK CD

Seismic records SEISRECS FD

Submarine video SUBVIDEO (6-digit number—no prefix)

Seismic analog tapes TAPSA SA

Track charts TRKCHART TK

Seismic and sidescan data on video VIDEOSA VS

Data records that do not have subtable entries include navigation logs, seismic profiles, observer 

logs, photographs, and PI notes and records. Records in the Master database table contain general 

information regarding the data, whereas the subtables for each data type include more detailed 

information about the data. The Master database is used as the overarching index to all data stored and 

shelved in the Data Library. 

Deaccession

Deaccession is the process used to formally remove holdings from the WHCMSC Data Library’s 

custody and collections. This process closely adheres to the Geology Discipline Research Records 

Schedule. Deaccessioning materials is an evaluation of the future usefulness of the records (see 

“Deaccession Criteria” section) and requires appropriate documentation and permissions. 
12 

Data formats can reduce the value of records because of decomposition of the storage media or 

inability to access them. Value can also decrease if the materials become available in some other way, 

for instance if another agency makes them available digitally. These conditions may qualify records for 

deaccession by the Data Library.

Determining if records are appropriate for deaccession should proceed with careful consideration 

of other means of access to the materials, other storage formats, and other storage locations that might 

be available. An appropriate PI (or scientific authority) should be consulted about the importance of 

maintaining data and records in a particular format. Permissions and authorities of all advising scientists 

should be carefully documented for future reference.

An additional criterion is the continued use of the records by the USGS. Significant (permanent) 

research records should be maintained in a usable form until they are transferred to NARA upon 

determination that the records are no longer of use to the USGS. Annually, Federal records that are 

classified as nonpermanent secondary research records should be evaluated for further retention and 

appropriate disposition. 

Deaccession Criteria

When records are considered for deaccession, it is important to assess the value of the collection

for further research, educational, or outreach potential: 

• Consider the condition of the media, accessibility of the media, and any previous data migrations 

(such as data migration from tape media to computer server, scanning of paper products to 

photographic images, and so forth).

• If materials are not data (general reference materials, publications, educational items, maps, or 

charts), are the records now available through another agency or in a more modern format? For 

instance, is a record previously released in book format now available digitally? 

• Are the data and records accessible to local researchers from other sources, or is access to them 

restricted?

• If the data are proprietary, check with the donating institution, if possible, or with projects at the 

WHCMSC involved in closely related research to determine whether the records still need to be 

stored locally.

If these conditions are evaluated, and the data and records are determined to be of no further use 

to WHCMSC research, it is appropriate to deaccession the records. 

Disposition

Disposition is the process of physically removing data and records that are deaccessioned or 

determined inappropriate for inclusion in the Data Library. For permanent Federal records, disposition 

means transfer to NARA. Other data and records can be donated or destroyed. When deaccessioned 

records are transferred, donated, or destroyed, the disposition should be noted in all relevant Data 

Library database tables.

If items to be deaccessioned are proprietary data, the records should be returned to the original 

donor, and the transfer should be documented. If the data were previously donated to the WHCMSC but 

the Data Library now has permanent custody of the records, they should be handled as if collected by 

WHCMSC. If data consist of permanent Federal records and have been evaluated as having no further 

usefulness to the USGS, these records qualify for permanent transfer to NARA, and steps should be 

taken to turn over these materials to the appropriate NARA archive. 
13 

In all cases of disposition, it is imperative to document the conditions and the reasons for the 

deaccession. All media migrations and new locations of data are documented. Permissions and authority 

given for the deaccession including names, any objections, person’s relationship to the data, dates, and 

so forth are recorded and tracked. 

Nonpermanent record collections no longer needed for current research or operations, not 

determined to be useful for further scientific investigations, and not accepted by NARA must be 

disposed of appropriately. Sensitive information must be destroyed. All other nonsensitive data and 

materials are recycled, when possible. If it is determined that a collection should be preserved through 

conversion to a different format and that the deteriorating format can be disposed after data and 

information have been migrated, the original format is discarded.

Summary 

The Collections Management Plan for the U.S. Geological Survey (USGS) Woods Hole Coastal 

and Marine Science Center (WHCMSC) Data Library explains the records evaluation and retention 

policies employed by the WHCMSC Data Library, including the criteria used to evaluate records and 

data for inclusion into the Data Library’s holdings, the scope of the Data Library’s collections, and 

procedures for the management and operation of the library. This report also explains the roles and 

responsibilities of library and scientific staff.

The data librarian makes decisions pertaining to accession, retention, storage, and deaccession of 

all Data Library materials based on established guidelines and conditions. Raw data and associated

metadata make up the majority of the Data Library's holdings. The Data Library uses field activity 

numbers to associate related data and support information in its sorting and storage organizational 

system. Research staff are responsible for providing the Data Library with raw field activity, modeling, 

and laboratory data and any supporting data useful in describing methodologies used during research 

and development activities.

The library provides a repository that serves as a resource for the local and national USGS staff, 

as well as outside researchers and institutions. The data collections preserved and maintained by the 

WHCMSC Data Library represent over 50 years of research, which would be impossible to duplicate 

because of time and cost constraints. These data and records continue to serve as valuable resources and 

provide a framework for further scientific investigations. 

Selected References

Commission on Physical Sciences, Mathematics, and Applications, 1995, Study on the long-term 

retention of selected scientific and technical records of the Federal Government—Working papers: 

Washington, D.C., National Academy Press, 128 p. [Also available at 

http://www.nap.edu/openbook.php?record_id=9478.] 

National Aeronautics and Space Administration, 2007, White paper on NASA science data retention: 

National Aeronautics and Space Administration Space Science Data Coordinated Archive, accessed 

August 4, 2014, at http://nssdc.gsfc.nasa.gov/nssdc/data_retention.html. 

National Archives and Records Administration, [n.d.], Records management by Federal agencies (44 

U.S.C. chapter 31): U.S. National Archives and Records Administration Web page, accessed August 

4, 2014, at http://www.archives.gov/about/laws/fed-agencies.html. 

U.S. Geological Survey, [n.d.], USGS publication series definitions: U.S. Geological Survey Manual, 

part 1100, chap. 3, appendix A, accessed August 4, 2014, at http://www.usgs.gov/usgsmanual/1100/1100-3appendixa.pdf. 
14 

U.S. Geological Survey, 2009, Geology Discipline research records schedule: U.S. Geological Survey 

Manual 432–1–S5, accessed August 4, 2013, at http://www.usgs.gov/usgs-manual/schedule/432-1-

s5/gd.html. 

U.S. Geological Survey, 2014, U.S. Geological Survey science data exit survey form: U.S. Geological 

Survey Web page, accessed January 14, 2015, at 

http://www.usgs.gov/datamanagement/preserve/exitsurvey.php. 

U.S. Geological Survey, 2015a, Preservation requirements for digital scientific data: U.S. Geological 

Survey Instructional Memorandum OSQI 2015–04, accessed January 14, 2015, at 

http://www.usgs.gov/usgs-manual/im/IM-OSQI-2015-04.html. 

U.S. Geological Survey, 2015b, Review and approval of scientific data for release: U.S. Geological 

Survey Instructional Memorandum OSQI 2015–03, accessed January 14, 2015, at 

http://www.usgs.gov/usgs-manual/im/IM-OSQI-2015-03.html. 

U.S. Geological Survey, 2015c, Scientific data management foundation: U.S. Geological Survey 

Instructional Memorandum OSQI 2015–01, accessed January 14, 2015, at http://www.usgs.gov/usgsmanual/im/IM-OSQI-2015-01.html. 

University of California, 2004, Records retention and disposition—Principles, processes, and 

guidelines: Oakland, Calif., University of California Business and Finance Bulletin RMP–2, 30 p., 

accessed August 4, 2013, at http://policy.ucop.edu/doc/7020454/BFB-RMP-2. 
15 

Glossary

accession The formal archival practice of evaluating and accepting materials, data, and records for 

permanent retention and preservation.

catalog The process of managing and tracking materials that are uninventoried within the Woods Hole 

Coastal and Marine Science Center (WHCMSC) Data Library.

check-in The process of evaluating materials, data, and records before inventorying them in the Data 

Library collections catalog and accessioning them.

data Any assembly of observations, statistics, or analytical results used for reference or for scientific 

interpretation.

data library A facility that provides access to and retrieval of data and data-derived products. 

deaccession The formal archival practice of removing records and collections of data from the 

custody and responsibility of a data library.

disposition Actions taken with regard to data and records that are no longer needed for current 

research or investigations, or are not appropriate for retention by the WHCMSC Data Library.

Disposition encompasses the destruction of records as well as the transfer of data and records to the 

National Archives and Records Administration.

essential support data Any data that are neither raw nor final processed but are determined to be 

invaluable as a resource for understanding the nature of the raw data and aiding in their interpretation 

and processing.

exit survey form A form designed to capture important information from retiring or departing scientists 

about the nature and history of the data and records they are donating to the WHCMSC Data Library. 

field activity Any activity sponsored by and tracked by the U.S. Geological Survey (USGS) Coastal 

and Marine Geology Program for the purpose of collecting data and making observations in the field.

field activity number A unique identifying number assigned by data managers in the USGS Coastal and 

Marine Geology Program to track a field activity and link it to any data and derived records to which it 

is associated.

final processed data Any data or derived interpretations which have been processed, vetted, and 

published.

intake The initial process of researching and accepting data and records into the WHCMSC Data 

Library.

inventory The process of documenting materials, data, and records as a part of the accession process.

inventory numbers Identifying numbers, assigned to data and records which have been accepted into 

the WHCMSC Data Library's collections, which are used to catalog and retrieve these data and records.

metadata Data and information used to describe a record or dataset.

minor research records Records defined as datasets that are narrowly focused, are associated with 

short-term tasks addressing a specific and local problem, are not part of an investigation of larger scope, 

and have no potential for use in future investigations.

principal investigator Primary contact and individual responsible for the planning and execution of a 

data collection activity.

project number An identification number assigned to data records, or collections of records, which are 

kept in a temporary holding and sorting area outside of the WHCMSC Data Library awaiting check-in.

raw data Any data, records, or notes that are directly collected from the field and have not been 

interpreted or processed in any way.
16 

records Any items, including all books, papers, maps, photographs, machine-readable materials, or 

other documentary materials, regardless of physical form or characteristics, made or received by an 

agency of the United States Government under Federal law or in connection with the transaction of 

public business, and preserved or appropriate for preservation by that agency or its legitimate successor 

as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities 

of the Government or because of the informational value of the data in them. In the context of records 

preserved and maintained by the WHCMSC Data Library, these materials contain data or document 

data, data collections, analyses, interpretations, correspondence, background information, or historical 

context.

scientific authorities Researchers within the WHCMSC that are designated as points of contact to 

address scientific and historical questions about a given dataset or record. 

secondary research records Records defined as datasets that focus on immediate, short-term tasks and 

are not associated with scientific investigations of larger scope.

significant research records Records defined as datasets that are irreplaceable, relevant to the USGS 

mission, and in a condition that allows future use. 
For more information concerning this report, contact:

Director, Woods Hole Coastal and Marine

Science Center

U.S. Geological Survey

384 Woods Hole Road

Quissett Campus

Woods Hole, MA 02543-1598

WHSC_science_director@usgs.gov

508-548-8700 or 508-457-2200

or visit our Web site at:

http://woodshole.er.usgs.gov/

Publishing support by:

The Pembroke Publishing Service Center.
ISSN 2331

-1258 (online)

http://dx.doi.org/10.3133/ofr20151141

List and others—Collections Management Plan for the U.S. Geological Survey Woods Hole Coastal and Marine Science Center Data Library—Open-File Report 2015–1141