Establishing Institutional Workflows to Engage Stakeholder Groups in PID Metadata Maintenance

At the Helmholtz Association, we strive to establish a well-structured, harmonized data space that seamlessly connects information across distributed data infrastructures. Achieving this goal requires the standardization of dataset descriptions through consistent metadata practices, such as leveraging persistent identifier (PID) metadata, to ensure interoperability and machine actionability.

While developing concepts to harmonize PID metadata is a crucial first step in creating a unified data space, it is not sufficient on its own. The practical application of PIDs to facilitate the compilation of rich, relevant metadata for datasets necessitates knowledge, training, support, and cooperation among diverse stakeholder groups, each responsible for different aspects of the information lifecycle.

For example, ORCID is a PID system designed to identify individuals contributing to research. Traditionally, this has primarily applied to scientists publishing journal articles. However, in the context of research data, other stakeholders also play vital roles. These include technicians operating instrumentation, data management personnel curating research data and repositories, and administrative staff maintaining institutional data relevant to research. Currently, these stakeholders are often unaware of their potential roles in data management, and the information they collect is typically not harmonized. To address this, workflows must be implemented to manage, structure, and connect the information they produce to research data where appropriate. In the case of ORCID, these workflows should begin at the earliest stages of the research process, such as during employee onboarding.

PIDINST, a PID system introduced by an RDA working group, provides a simple metadata schema to collect essential information about instruments and registers them with unique IDs. These IDs are invaluable for identifying measurements conducted with the same or similar devices. Therefore, we strongly recommend the adoption of PIDInst within the Helmholtz Association. For PIDINST, successful implementation would involve integrating the workflow into existing processes, starting with the acquisition of an instrument or sensor at the research center. Relevant information would then be passed to technicians responsible for maintaining up-to-date records. For researchers, PIDINST provides reliable identification of devices used in scientific processes.

In this presentation, we highlight critical positions within the centers where minor adjustments to established workflows can significantly support the registration of specific PIDs and the engagement of stakeholder groups. We also explore strategies for implementing these changes across the Helmholtz Association. Furthermore, we assign clear responsibilities for metadata maintenance to appropriate stakeholders. The conclusions drawn from this process aim to redefine roles and responsibilities within our organization, fostering a more integrated and effective approach to data management.