Recommendation 3.0

Recommendation to use PIDINST as the standard reference in technical infrastructures to measuring devices or instruments where appropriate

Description

[Status: Under development, Date: , Version: 001]

Motivation for this Recommendation:

To be able to identify the exact instrument or sensor, data has been obtained with, is crucial to be able to define what exactly has been measuered, repeat an experiment or measure, as well as to evaluate the precision and reliability of a measurement.

So far, this information has not been recorded by default in most cases, as the PIDINST system is still relatively ‘young’. With our recommendation, we would like to support its dissemination and further development.

We therefore recommend to assign PIDs to all instruments, sensors or other devices producing measurements, whether they are in laboratories, on field stations, platforms, like ships or airplanes, or other places. The process to register PIDs may be subject to the disciplinary culture, however, it may be connected to the acquisition of the instrument or device, as well as to the operation, e.g. in electronic lab notebooks (ELN) or other protocol tools.

Recommendation

PIDINST is used to uniquely identify instruments in data infrastructures.

For organizations this means:

employ measures and incentives to register instruments with PIDINST at acquisition.

make a person responsible to maintain the PIDINST for each instrument (e.g. lab technicians).

For technicians:

register a PIDINST for instruments which weren’t registered yet.

keep the PIDINST related metadata of your instruments current.

Keep a written record of the PIDINST on every instrument, where possible

share the PIDINST with the customer with any measurement data you deliver.

For researchers it means:

record an PIDINST with any measurement. You should find it on the instrument.

For data infrastructures:

record a PIDINST with instruments registered in data infrastructures.

treat PIDINST metadata as the primary source of truth and update your own metadata accordingly.

inform the responsible person if you think the PIDINST metadata is not accurate.

Binding Convention:

mandatory	conditional	optional
Helmholtz FAIR Principle	mandatory if PIDINST is available

Precondition for Implementation:

Related Recommendations

Parent:

Dependent:

Other: none

Contributors

Andrea Pörsch (lead), Emanuel Söding

Content

1. Explanation of the Background and Benefits of the Recommendation

In today's data-driven world, effective data management is crucial for organizational success. One key aspect of this is the deployment of Persistent Identifiers for Instruments (PIDINST), which can significantly enhance data management infrastructures and workflows. Here’s why your organization should support PIDINST deployment:

Enhanced Data Traceability and Integrity:

PIDINST provides a unique and persistent identifier for each instrument, ensuring that data generated by these can be accurately traced and verified. This enhances the integrity and reliability of data, which is essential for research, compliance, and decision-making processes.

Improved Data Sharing and Collaboration:

By implementing PIDINST, organizations can facilitate better data sharing and collaboration both internally and externally. PIDINST make it easier to reference and share the provenence of the data, fostering a more collaborative environment and enhancing the overall efficiency of data management workflows.

Streamlined Data Management Processes:

PIDINST deployment allows for the registration of instruments by personnel, ensuring that all instruments are accounted for and properly managed. This streamlines data management processes, reducing the risk of data loss or misplacement and ensuring that data is always accessible when needed.

Accountability and Maintenance:

Assigning a person or unit to be responsible for maintaining the organization's PIDINST ensures accountability and ongoing management. This dedicated oversight helps in keeping the data management infrastructure up-to-date and functioning optimally, thereby supporting the organization's long-term data management goals.

Compliance and Standardization:

Supporting PIDINST deployment helps organizations comply with industry standards and regulations related to data management. It ensures that data is managed in a standardized manner, which is crucial for meeting regulatory requirements and maintaining the organization's reputation.

2. Possible alternative solutions

3. Consideration of the advantages and disadvantages of implementing the recommendation

Quality of Content:

While PIDINST enhances data traceability, the quality of the content being traced is still dependent on the accuracy and reliability of the data entered. Organizations must ensure that data entry processes are robust to maintain high-quality content.

Limitations:

Implementing PIDINST may require significant initial investment in terms of time, resources, and training. Organizations need to be prepared for this initial outlay and ensure that personnel are adequately trained to use the new system effectively.

Interoperability:

PIDINST must be compatible with existing data management systems and workflows. Organizations need to assess the interoperability of PIDINST with their current infrastructure and make necessary adjustments to ensure seamless integration.

Sustainability:

The long-term sustainability of PIDINST deployment depends on several factors, including expected future dissemination, technical availability, and funding. Organizations must consider the ongoing costs and resources required to maintain and update the PIDINST system. Ensuring continuous funding and technical support is crucial for the sustained success of PIDINST deployment.

4. The Recommendation

[Format: Wer! macht was! wo! wann! unter welchen Voraussetzungen!]

5. Naming of communities that have already implemented the recommendation

6. Documentation of the test to validate correct implementation

7. Examples of Instances

8. Further Information

References

Relevant Community Recommendations

9. History of this document