DATASET PROPERTIES FORM INSTRUCTIONS
Intended Usage
This dataset properties form must be filled by data providers to provide the BDR (Biodiversity Data Repository) with provenance metadata (i.e. dataset and project related information) about their datasets during data submission. This ensures proper documentation, licensing, and contextual understanding of the datasets submitted to the BDR. The form is a requirement for successful upload of data to the BDR.
Form Fields
The tables below will assist you in filling different sections of the submission properties form.
Table column definitions:
- Front-End Field name in the form;
- Back-End Field name in the API;
- Description of the field;
- Required i.e. whether the field is mandatory or optional; and
- Example of an entry for the field;
Provider details
| Front-End Field Name | Back-End Field Name | Description | Mandatory / Optional | Example |
|---|---|---|---|---|
| Your name | provider_name | The name of the person or team submitting the dataset. This helps identify the provider for communication regarding the data submission. | Mandatory | DCCEEW BDR team |
| Your organisation | provider_organisation | The name of the organisation responsible for submitting the dataset. This could be a government department, private company, or academic institution. Please use your organisation’s registered name with the BDR if it exists. | Mandatory | DCCEEW |
| Your organisation's website address | provider_organisation_url | The website address for your organisation. This helps data users find additional information about the dataset provider. | Optional | https://www.dcceew.gov.au/ |
Dataset information
| Front-End Field Name | Back-End Field Name | Description | Mandatory / Optional | Example |
|---|---|---|---|---|
| Your name for the dataset | dataset_name | Provide a short, descriptive title for your dataset. This will be displayed in the system and should help users understand the nature of the data at a glance. | Mandatory | Pilot Monitoring Evaluation and Research Network: fire and weeds project - Vegetation composition and structure data |
| Your dataset identifier (if you have one) | dataset_identifier | A unique identifier for your dataset, if available. This could be an internal code, accession number, or a reference used within your organisation to track this data. | Optional | MER-SSD-plot-PI-dataset-001 |
| A short description of your dataset | dataset_description | Write a brief summary describing the dataset's contents, purpose, and significance. This helps users determine the relevance of the data for their needs. | Optional | Vegetation data collected using the MER pilot network's Vegetation Composition and Structure Module |
Dataset custodian information
| Front-End Field Name | Back-End Field Name | Description | Mandatory / Optional | Example |
|---|---|---|---|---|
| Dataset custodian organisation | dataset_custodian_organisation | The organisation that accepts accountability and responsibility for the dataset and ensures appropriate care and maintenance of the dataset. Please use your organisation’s registered name with the BDR if it exists. | Mandatory | Department of Environment |
| Dataset custodian organisation URL | dataset_custodian_organisation_url | Website of the dataset custodian organisation. | Mandatory | |
| Custodian contact email | dataset_custodian_organisation_email | Email that will reach the dataset custodian organisation if there are queries about the dataset. Preferably a generic email address. | Mandatory | info@environment.xxx.gov.au |
| Custodian contact position | dataset_custodian_organisation_contact_position | The position held by the contact point for the dataset. | Optional | Data manager |
| Name of the individual or organisation that holds the rights to the data (if different to the custodian) | dataset_data_rights_holder | The organisation that is owning or managing rights over the dataset. Provide if different to the Dataset custodian organisation. Please use the organisation’s registered name with the BDR if it exists. | Optional | Department of Environment |
Embargoes
| Front-End Field Name | Back-End Field Name | Description | Mandatory / Optional | Example |
|---|---|---|---|---|
| Does this dataset need to be embargoed? | dataset_needs_to_be_embargoed | Indicate whether the dataset should be restricted from public access for a specified period (Yes/No). | Mandatory | No |
| Reasons for embargo | dataset_reasons_for_embargo | Provide a reason for why the dataset needs to be embargoed. For example, pending publication, legal reasons, or financial reasons. Reasons for embargo may include sensitive data, ongoing analysis, or legal restrictions. Categorical list of reasons are provided from the BDR’s controlled vocabulary. |
Optional | The data is unpublished and I wish to embargo until publication. |
| Embargo until | dataset_embargo_end_date | Specify the date until which the dataset should remain embargoed. After this date, the dataset will be publicly accessible. | Optional | 2025-02-28 |
Conservation-listed and trade-sensitive taxa
| Front-End Field Name | Back-End Field Name | Description | Mandatory / Optional | Example |
|---|---|---|---|---|
| I have generalised records of some species. These are indicated in the template. | dataset_has_generalised_records | Confirm whether the dataset includes records that have been obfuscated/generalised (Yes/No). | Optional | Yes |
| Data generalisation description | dataset_data_generalisations | A text description of how records have been obfuscated/generalised in this dataset compared to a complete version of the dataset. | Optional | The specific location of some sightings are obfuscated to a 10 km squared bounding box, as indicated in the record. |
| Information withheld | dataset_information_withheld | A text description of any portion of the data that has been withheld in this dataset compared to a complete version of the dataset. | Optional | Location descriptions have been withheld for some sites and sightings. |
Privacy and licensing
| Front-End Field Name | Back-End Field Name | Description | Mandatory / Optional | Example |
|---|---|---|---|---|
| Terms and conditions | sharing_agreement | Agree to the terms and conditions for data sharing as specified by the system. This agreement ensures that the data provider understands and consents to the platform's data use policies. | Mandatory | Yes |
| I provide these data under the following licence | dataset_license | Specify the licensing conditions under which the dataset is being shared. For example, CC BY 4.0 allows users to share and adapt the data with attribution. Data providers must choose between the following options: CC0, CC BY 4.0, Data Licence Agreement via Reference Number, Standard License via URL, Standard License via email, License described via Access Rights and Use Restrictions. Some options require additional input. | Mandatory | CC BY 4.0 |
| Reference number | dataset_license_reference_number | The reference number for the license if 'Data Licence Agreement via Reference Number' is chosen for dataset_license. | Optional | Intergovt-Biodiversity-MOU-202506 |
| License URL | dataset_license_url | The URL that describes the license conditions if 'Standard License via URL' is chosen for dataset_license. | Optional | https://www.tern.org.au/datalicence/ |
| Data access rights | dataset_access_rights | A text description of any restrictions on access to this dataset. Required when 'License described via Access Rights and Use Restrictions' is chosen for dataset_license. | Optional | Open access. To access the full dataset a data licence must be obtained from BioEnviroNet see https://bioenvironet.xxx.gov.au/data-licence-application |
| Data use restrictions | dataset_use_restrictions | A text description of any specific use constraints on this dataset. Required when 'License described via Access Rights and Use Restrictions' is chosen for dataset_license. | Optional | There are no additional restrictions on this dataset. |
Project information (optional)
| Front-End Field Name | Back-End Field Name | Description | Mandatory / Optional | Example |
|---|---|---|---|---|
| Project identifier | project_identifier | Identifier for the Project. The Project can include multiple individual surveys. It has a strategic plan in pursuit of a big picture objective. | Optional | K-23 |
| Project referral identifier | project_referral_identifier | If applicable (or other Department project or funding ID) | Optional | FD-K-23 |
| Project title | project_title | The title of the Project. | Optional | Long term North East Reserve koala monitoring. |
| Principal investigator organisation | project_principal_investigator | Key party responsible for gathering information and conducting research. | Optional | Koala Watch |
| Contributor Organisation | project_contributor_organisation | Party contributing to the Project. | Optional | Friends of the North East Reserve |
| Funding Organisation | project_funding_organisation | One or more parties that have funded the Project. | Optional | DCCEEW |
| Project description | project_description | A description of the Project. | Optional | Long term monitoring of koalas from the North East Reserve. Official surveys are conducted seasonally, four times per year. Ad hoc sightings are also recorded and shared by local residents and friends of the reserve. |
| Project start date | project_start_date | Date the project started. This date may precede the first survey. | Optional | 2023-02-01 |
| Project end date | project_end_date | End date of the project. Leave blank if the Project is still in progress. | Optional | 2025-02-01 |