This procedure guides EDRN sites in updating existing data in LabCAS, ensuring adherence to the FAIR principles. The process includes reviewing existing data for completeness, updating metadata and data files as necessary and determining and configuring access permissions. Key stages of this process require close collaboration between EDRN sites and the JPL Informatics Center (JPL IC) to guarantee data quality, compliance, and usability.

Step 1 — Review FAIR data and LabCAS Collection to determine EDRN FAIR Alignment by NCI, DMCC and JPL IC or 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 2 — Review an existing data Collection by NCI, DMCC and JPL IC or EDRN site

• If any metadata and/or data update is needed to be FAIR-aligned, notify EDRN site lead investigator and data custodian, and proceed to Step 3.
• Else, no action is required.

Step 3 — Identify gaps by EDRN site

• If any metadata update is needed, continue to Step 4.
• Else, data update is needed and proceed to Step 8.

Step 4 — 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 5 — Complete metadata submission form by EDRN site

• Fill out the Metadata Data Submission Form.

Step 6 — 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 7.
• Else, JPL IC requests update from the EDRN site. The EDRN site makes update and repeats the metadata process (Step 4).

Step 7 — Decide if the data will be uploaded to LabCAS by EDRN site

• If data is to be uploaded, continue to Step 8.
• Else, proceed to Step 11.

Step 8 — 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 9 — 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 10 — Upload data and notify JPL IC when complete by EDRN site

Step 11 — Review uploaded data by JPL IC

• Review the uploaded data for completeness and compliance.
• 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 any metadata and data updates 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 and JPL IC

• If the data is complete and FAIR-aligned, proceed to Step 14.
• Else, JPL IC requests update from the EDRN site. The EDRN site makes update 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, and 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.