Expressions of Intent for International Polar Year 2007-2008 Activities

Expression of Interest Details

PROPOSAL INFORMATION

Accessing Grey Literature of the Polar Regions  (GreyLit)

Outline
National Snow and Ice Data Center/World Data Center for Glaciology (NSIDC/WDC) proposes to digitize and make readily accessible grey literature* from previous IPY and related projects. This effort would compliment the spirit of IPY 2007 by recalling for present day researchers the accomplishments of earlier generations, as well as providing access to these historical records to researchers in the field. NSIDC/WDC will compile and disseminate digital media containing these materials as well as maintain a copy of the repository online. This effort would put real data and information in the hands of those planning IPY expeditions. This effort presents opportunities for collaboration in both the selection of materials to be digitized, as well as the preservation effort itself. We would query the community of scientists, including members of previous expeditions, to select high priority materials for digitization. We expect to collaborate with other libraries and archives holding the materials identified, have put out a call for collaboration with the Polar Libraries Colloquy and have held preliminary discussions with the University of Alaska at Fairbanks, United States Geological Survey, Arctic Centre at the University of Lapland, Finland, as well as the Scott Polar Research Institute/World Data Center for Glaciology in Cambridge, England. Much of the data collected during these early programs are now in digital archives at the WDC for Glaciology in Boulder, National Oceanic and Atmospheric Administration (NOAA) National Data Centers or other facilities. However, there are numerous grey literature reports on these activities that provide historical and cultural context, documentation of data collection methods, and additional metadata that is useful to present day researchers. Examples, of the kinds of materials anticipated are the reports of previous IPY events, the bulletins of the Arctic Ice Dynamics Joint Experiment (AIDJEX), and the papers of Sydney Chapman (a founding father of the IGY and Professor of Geophysics and Advisory Scientific Director of the Geophysical Institute, 1951 – 1970). * According to the Association of College and Research Libraries, a division of the American Library Association, grey literature is “commonly defined as any documentary material that is not commercially published and is typically composed of technical reports, working papers, business documents, and conference proceedings”. They go on to discuss the ‘uncertainty” of the availability of these materials and the need for appropriate indexing and acquisitions of these materials.

What significant advance(s) in relation to the IPY themes and targets can be anticipated from this project?
The primary goal of this project is to make information from previous polar programs accessible to a broad audience. Currently these materials are scattered around the world and typically are hard to find and access. Grey literature of the polar regions reflects not only the scientific data but also the cultural, social and historical information of the past. Ready access to this information will simplify the process of assessing change in the polar regions as well create education, outreach and communication opportunities.

What international collaboration is involved in this project?
We anticipate fairly broad participation from the international library and archive community and have solicited interest from the Polar Libraries Colloquy, an internationally collaborative library forum. The Scott Polar Research Institute, Cambridge, England as well as the Arctic Centre of the University of Lapland, Finland have already agreed to collaborate with us. We anticipate that other collaborators may be brought to our attention as a result of this expression of intent. q2_1_Location : There is no fieldwork associated with this project, though it is conceivable that travel outside of the United States will be necessary to assess and collect materials.

FIELD ACTIVITY DETAILS

Geographical location(s) for the proposed field activities:
There is no fieldwork associated with this project, though it is conceivable that travel outside of the United States will be necessary to assess and collect materials.

Approximate timeframe(s) for proposed field activities:
Arctic: n/a
Antarctic: n/a

Significant facilities will be required for this project:
None anticipated. However, we will be using existing NSIDC archive and media production infrastructure for preservation as well as on-line and media access to the materials digitized.

Will the project leave a legacy of infrastructure?
Methodology for material selection and criteria for preservation and long-term archival practices will be established. The material will be made available on the world wide web via an on-line database. This project should help reinvigorate the collaborative relationships between the existing World Data Centers, libraries and other information centers scattered around the world.

How is it envisaged that the required logistic support will be secured?

Not applicable.

Has the project been "endorsed" at a national or international level?
This expression of intent is in the process of being considered by the US National Committee for IPY.

PROJECT MANAGEMENT AND STRUCTURE

Is the project a short-term expansion (over the IPY 2007-2008 timeframe) of an existing plan, programme or initiative or is it a new autonomous proposal?
New

This proposal complements an established data and information rescue function of the NSIDC. NSIDC is known for its efforts in digital data management and digital data resource production. While NSIDC anticipates piggybacking on the existing National Oceanic and Atmospheric Administration’s Climate Data Management Program, this project is a substantially new autonomous proposal of its own.

How will the project be organised and managed?
The project will be a collaborative effort between NSIDC/WDC, other organizations holding grey literature, and parties interested in accessing grey literature. An advisory board will be formed to provide guidance on the location and evaluation of data to be preserved and disseminated. The NSIDC/WDC Information Center Lead will manage the project.

What are the initial plans of the project for addressing the education, outreach and communication issues outlined in the Framework document?
This project will emphasize the achievements and continued relevance of past research, providing inspiration to current and future researchers. We anticipate that materials of historical interest will be made available for outreach. For example, NSIDC offers photos of life on a Russian North Pole Drifting Station from 1937-1997 (nsidc.org/arcticmet/gallery/index.html).

What are the initial plans of the project to address data management issues (as outlined in the Framework document?
NSIDC is a data management center and all preservation efforts will be conducted in that context. NSIDC possesses the physical facilities, knowledgeable personnel, and defined processes to ensure proper data management. It is our intent to make the digitized materials available over the Internet, and to offer electronic copies to other appropriate institutions that wish to host them.

How is it proposed to fund the project?
We anticipate utilizing funds from the NOAA/CDMP program to fund the digitization portion of the project. We will seek additional support for coordination with external groups, travel, and product development from NSF, NEH and/or other organizations. NSIDC has in house facilities to mass produce CDs and DVDs.

Is there additional information you wish to provide?
The mission of NSIDC is to make fundamental contributions to cryospheric science and excel in managing data and disseminating information in order to advance understanding of the Earth system. Users have requested information from NSIDC’s collection that is unavailable elsewhere. Had this material been accessible on the world wide web, these users would be able to access it without regard for time or travel constraints. This proposal exists as a result of those requests and our mission to provide that information and data to our users and any others interested in the science.

PROPOSER DETAILS

Ms Allaina Howard
National Snow and Ice Data Center, University of Colorado Boulder
449 UCB
Boulder, CO
80309
USA

Tel: 1-303-492-5774
Mobile: no
Fax: 1-303-492-2468
Email:

Other project members and their affiliation