Dataset Management as a Special Collection

Abstract

Dataset Management as a Special Collection IntroductionUniversity libraries face numerous issues regarding access to special collections, including datasets.Dataset licensing varies considerably, such as in terms of copyright or creative commons. These are issues that must be resolved in the coming years. Indeed, at present, datasets are scattered across different places and, depending on the topic in question, licences and retrieval can be difficult. Moreover, given challenges of access and manipulation, the inclusion of datasets in special collections can become a daunting task. Datasets are included in special collections if they are specialised, pertain to the collection's content, have research values or are old legacy formats that add value to the university library. Finally, they offer the possibility of generating new data if reused with adequate technology. Special collections are characterised by their uniqueness, fragility, value, rarity and the difficulty of finding similar collections elsewhere. Typically, special collections were restricted to small portions of population, separated from the main library collection as a whole, and used for research or instruction (Tam 2017). Since the creation of the World Wide Web, libraries have used outreach projects to disseminate their special collections through their catalogues.A virtual collection can offer numerous benefits to researchers, solving problems such as accessibility or findability, and providing innovative means of researching, teaching and learning, according to the Special Collections Working Group established by Association of Research Libraries (ARL) (Prochaska 2009). Virtual catalogues have removed geographical distance barriers and opening hours, and have expanded research and access to rare materials (Doi 2015), as well as presenting hidden material that no longer exists in the library catalogue (Tam 2017). Such materials have become digitised, with hard copies available in the library in case of an information technology (IT) failure. Nevertheless, digital special collections have always raised significant questions, affected by politics, legal requirements and technological solutions (Prochaska 2009).A specific question arises when materials are not digitised but are instead digitally born and are to be included in special collections. In 2011, Goldman found that institutions had not created policies to protect digital materials and their properties (Goldman 2011). Garnett et al. also found that university libraries' special collection protection against disasters is under-researched (Garnett et al. 2018). In most cases, university libraries require IT support; special collections that are made available online must be treated carefully in order that the information presented is complete. Therefore, the very definition of a special digital collection becomes undefined, owing to the nature of digital material.The definition of a special collection with born-digital material differs from a collection of analogue materials. In fact, Procha...