This procedure outlines the steps for EDRN sites to submit data to LabCAS, ensuring it aligns to the FAIR principles. The process includes preparing metadata and data files, reviewing organization and completeness, and determining access permissions. Both the EDRN site and JPL Informatics Center (JPL IC) collaborate at key stages to ensure data quality, compliance, and usability.

Step 1 — Determine whether the study follows a Standard Operating Procedure (SOP) for data submission (e.g., Lung Team Project 2, Prostate MRI, Breast Reference Set Imaging) by EDRN site

• If yes, refer to the specific SOP.
• Else, proceed to Step 2.

Step 2 — Review FAIR data and LabCAS Collection by EDRN site

• Review FAIR Data Submission Guidance for EDRN to understand the submission requirements.
• Review a FAIR Data Collection in LabCAS to familiarize yourself with the expected FAIR format and structure. Contact the JPL IC if you need assistance examining the collection.

Step 3 — Obtain required metadata by EDRN site

• Use the Metadata Check List to gather all the required and optional Collection Level metadata necessary for submission to LabCAS. Refer to the EDRN Data Model for any needed details or Contact the JPL IC with questions.

Step 4 — Complete metadata submission form by EDRN site

• Fill out the Metadata Data Submission Form.

Step 5 — Metadata verification by JPL IC

• JPL IC reviews the submitted metadata for completeness and alignment with the FAIR Data Submission Guidance for EDRN.
• If metadata is complete, go to Step 6.
• Else, JPL IC requests update from the EDRN site. The EDRN site makes update and repeats the metadata process (Step 3).

Step 6 — Decide if the data will be uploaded to LabCAS by EDRN site

• If already deposited in a public NIH/NCI-supported FAIR repository, proceed to Step 12.
• Else, continue to Step 7.

Step 7 — Gather required data for FAIR alignment by EDRN site

• Review the following sections of the FAIR Data Submission Guidance for EDRN:
  • De-identification of Data - to ensure all data and images are fully de-identified before upload.
  • Data to Upload - to identify the necessary data.
  • Organization of Files and Folders - to organize the data into a logical folder structure.

Step 8 — Review data organization and model by EDRN site and JPL IC

• Contact the JPL IC to schedule a call to review the data organization and model together.

Step 9  — Request and set up IBM Aspera account if needed by EDRN site and JPL IC

• If an EDRN IBM Aspera account is needed, request an EDRN Aspera Account.
• Set up IBM Aspera account if this is the first time to access Aspera.

Step 10 — Upload data and notify the JPL IC when complete by EDRN site.

Step 11 — Review uploaded data by JPL IC

• Review the uploaded data for adherence to FAIR principals.
• If data upload is complete, go to Step 12.
• Else, JPL IC requests update from the EDRN site. The EDRN site makes update and repeats the upload process (Step 10).

Step 12 — Ingest data into LabCAS by JPL IC

• Ingest the uploaded data into LabCAS.
• Publish the data.
• Notify the EDRN site upon completion.

Step 13 — Verify data completeness and FAIR alignment published in LabCAS by EDRN site

• If the data is complete and FAIR-aligned, proceed to Step 14.
• The EDRN site updates the data and repeats the upload process (Step 10).

Step 14 — Determine need for expert review by EDRN site and JPL IC

• If expert review is needed, notify the appropriate EDRN science domain expert and proceed to Step 15.
• Else, proceed to Step 16.

Step 15 — Conduct expert review by EDRN science domain expert

• If the data meets requirements, notify the EDRN site and JPL IC to proceed to Step 16.
• Else, notify the EDRN site and JPL IC. The EDRN site makes update and repeats the upload process (Step 10).

Step 16 — Assign data permissions by JPL IC

• If the data is approved for public access, JPL IC makes it publicly available.
• Else, JPL IC restricts access to the EDRN site and designated stakeholders.