Publishing to GBIF from a Symbiota Portal

Symbiota Steps

The ability to publish to GBIF from any Symbiota portal requires first that the “collection” manager set up an account with GBIF, and then the collection uses the Symbiota portal for data users to harvest (see steps 7 & 8 below). GBIF needs to have a direct agreement with the collection before Symbiota can make their data available to GBIF.  The collection manager should coordinate with other collections at their institution.  An institution may have a contract with GBIF established and all that needs to be done is add a collection to that agreement. Typically all “live collections” use the Symbiota portal to serve data to both GBIF and iDigBio, although “snapshot collections” may also serve their data to the public via as well.  GBIF harvests data directly from the data provider, Symbiota simply allows GBIF to harvest directly from a data provider through their “collection” on a Symbiota portal.  GBIF typically shows recordsets (e.g., Symbiota collections) as sets from the institution. Each collection within an institution can have their own workflow for GBIF to harvest data, for example data from a vertebrate collection can come from Arctos via VertNet and data from the institution’s insect collection can be harvested from Symbiojenta (e.g., University of New Mexico).  Once the collection is configured, then the GBIF checkbox will show up in each collections’ metadata page as well as the box for each collection to configure publishing for their collection in their Darwin Core Archive Publishing page.

  1. Login to the portal
  2. Go to your collection’s Collection Profile page, click on the small pencil icon in the top right corner, and click on the “Edit Metadata and Contact Information” link in the Administration Control Panel box.
  3. On the Edit Metadata page, check the GBIF box to the right of “Publish to Aggregators:”, and then click the “Save Edits” button
  4. On the Collection Profile page, click on the small pencil icon in the top right corner, and click on the “Darwin Core Archive Publishing” link in the Administration Control Panel box.
  5. If a Darwin Core Archive has not already been published for your collection, you will first need to publish one by clicking on the “Create/Refresh Darwin Core Archive” button in the Publish/Refresh DwC-A File box.

GBIF Steps

  1. If you already have a GBIF Organization Key for your collection and are sure that the GBIF user specified in the Publishing Information box has permissions to create and edit datasets for your organization, enter the key in the “GBIF Organization Key” box and click on the “Save Key” button. The GBIF Organization Key should have the following format: xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx
  2. If you have a GBIF Organization Key, but are unsure if the user specified in the Publishing Information box has permissions to create and edit datasets for your organization, contact GBIF and request that the user be given permissions. Once the permissions are set, enter the key in the “GBIF Organization Key” box and click on the “Save Key” button. The GBIF Organization Key should have the following format: xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx
  3. If your collection does not have a GBIF Organization Key or you are uncertain if it does, click on the “GBIF Endorsement Request page” link in the Publishing Information box and follow the instructions to establish your collection/organization with GBIF. Be sure to try looking up your collection with GBIF to ensure that it is not already established.
    1. If your collection is already established, review the GBIF metadata for your collection and existing datasets and contact GBIF to make any appropriate changes, if necessary. If your collection already has data published with GBIF, review that data to ensure it is not the same data you wish to publish in the Symbiota portal. If it is, make the appropriate arrangements with GBIF to manage that data BEFORE publishing from the Symbiota portal.
    2. If your collection has not been established with GBIF follow the instrctions for requesting endorsement with GBIF to obtain a GBIF Organization Key. The GBIF Organization Key should have the following format: xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx. Once your organization has a key, contact GBIF and request that the GBIF user specified in the Publishing Information box has permissions to create and edit datasets for your organization. Once the permissions are set, enter the key in the “GBIF Organization Key” box and click on the “Save Key” button.

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