How to Submit Files to SSDB

Proposal Access

Before beginning, please confirm that:

  • You have an account and are logged in. PDB and SSDB share a single sign on system, so your PDB password will work here. If you have never created an account on either PDB or SSDB, please use "Register" (found on the left-hand menu of most SSDB pages.)
  • Your Email address is current. Select "My Account" from the left-hand menu found on most SSDB pages, and "Edit My Account" to update as necessary.
  • Your use level is proponent. To check this, select "My Account" from the left-hand menu found on most SSDB pages, and then "Request Change." If your current user level is not "Proponent", please Request to Change Groups by selecting the New Group "Proponent" and Submit Group Request.

To request access to a specific proposal, select "My Account" from the left-hand menu found on most ssdb pages, and then "Request Change". Under Request Access to a Proposal, select your Proposal Number from the drop down menu and click Submit Proposal Request. Within 2 working days, the SSDB staff will validate your request and send an email confirming your access to that proposal. You are now ready to upload files to your proposal.

Copying Data Between Proposals

Reviewers will only review data uploaded to the proposals they are asked to review. Therefore, if data relevant to your proposal exist in SSDB, please use the SSDBcopy tool to copy them into your proposal. If the data in the other proposal are under proprietary hold, you must request access from the other proposal's proponent. Once this permission has been granted, SSDB staff will provide you with access to the data.

Adding a New Site to Published Data

If you have previously submitted a data file, and you have a new site that you want to associate with that file, please contact us for assistance. Do not upload a new copy of that data file.

Using SSDBupload

While logged into SSDB select SSDBupload and click start.

Step 1: Select a proposal

Select the proposal for which you will upload data, and click "Next Step."

Step 2: Select Data Type

Carefully read through the Proposal Data Types and select the data type that most accurately matches the first file you will upload, keeping in mind that:

  • The metadata requested in the next steps are tailored to the Data Type selected here. Changing the data type later will require re-entering all of the metadata.
  • To accommodate any data or information, the Data Type "Other" is available. However, almost all files submitted fit into one of the specific data types and "Other" should be needed very rarely. Please contact us if you have questions about the appropriate data type to use.

You will have the opportunity to select a different Data Type for each file you upload.

Step 3: Enter Metadata

Correct descriptive information is critical to allowing the data to be viewed and understood by the reviewers. Please complete all metadata fields that apply to your data. If you are uncertain how to complete any particular field, hover your pointer over that field to see a brief description of the type of information requested/required. The below tips will help you prevent common errors.

  • Site names and the associated latitudes and longitudes are taken from the proposal and cannot be edited in SSDB. If you notice that a site's information is wrong, or if you do not see a site you believe is part of your proposal, please contact us.
  • Creator must include a person's first and name. It may also include a program or institution.
  • Publisher is used only if data have previously been made in a data repository, website, or published paper. By uploading the data in SSDB, you do not become the publisher.
  • Description should hold any explanatory notes necessary for a reviewer to understand the file and its relationship to other files, but does not have to duplicate information captured in other metadata fields.
  • The Format field must match the file. PNG files should be entered as Portable Network Graphic. GeoTiffs are not supported.
  • Access Control: When uploading a file, you can set its access control to "hold" or "release." Because SSDB acts as a valuable resource for planning future drilling projects, we encourage proponents to "hold" data only if strictly necessary. Please note that:
    • Held data are never served publicly. Security filters are in place to make sure that any files you have placed on hold are only available to the proponent, SSO staff, and IODP-designated reviewers, via password protection.
    • Data not on hold, and metadata for all files (i.e. that a file of a particular type exists for a particular proposal) are publicly available.
  • Every file uploaded must be georeferenced in a way that best suites the data (e.g. a point for data that is applicable to a single site, a line for a seismic line or profile, or a box for data that applies to multiple sites or lines). Latitude and longitude must be entered as decimal degrees with a preceding minus sign ("-") to denote South or West, not as degrees and minutes. Please be careful with entering latitudes and longitudes: double- check your location information as you enter it, and take care not to reverse latitude for longitude.

Step 4: Upload the Data

Select/choose the file for upload from your local computer, and click "Upload File". SSDBupload is limited to files under 600M (megabytes) - for larger files please contact us - and filenames must meet the following requirements:

  • No spaces
  • No forward or back slashes [ / \ ]
  • Alphanumeric characters, plus underscores, hyphens and periods, only [a-zA-Z] [0-9][_-. ]

After uploading, please verify the metadata.

All data considered by reviewers must be digital. We cannot take URLs or links that point to data that reside on a separate server.

Step 5: Add new files or submit

If you have additional files to upload for this proposal, you can click on "upload an additional file" to go back to step 2 and enter metadata for the next file you wish to upload. For the next file, please review each field carefully and change the metadata selections to accurately reflect this new file, because the information selected/entered for the previous file remains for the next file.

If you are finished uploading files - you can log in at a later time to upload more as necessary - please verify that the file size is correct (network transfers are occasionally interrupted) and then click "Continue to Step 6". This will move the file(s) onto the SSDB system and save them, but the final submission process will not be completed until Step 6 is completed.

Step 6: Submit files to SSDB for Quality Control

This list shows the status of all files that have been uploaded for a proposal. Unsubmitted files can be viewed, deleted, or the medatada edited from this list. When you are certain one or more files are ready to submit, you can check the boxes to the left of those files and click "Submit Selected Files." Not all files for a proposal need to be submitted at the same time, but data submission is final: once submitted, a data file cannot be withdrawn, edited, or have a new version replace the old. If you submit in error, please contact us immediately.

After submission, data files are quality controlled before being made available to reviewers and visible in SSDBquery. We will contact you if we find any problems. QC is a manual process and may take time, especially for data submitted close to the deadline. If data are submitted on time, we guarantee your data will reviewd in time for your panel or board.

For More Help

If you have questions or encounter problems, please use the contact form to ask for guidance.