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RHIC DAP Round Table
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US/Eastern
3-191 (BNL)
3-191
BNL
Summary of the RHIC DAP roundtable held on September 25, 2025
Agenda
· Follow-up from the review report – Eric
· Update on the Chabot – Sasha
Follow-up on review report
• Software & Code Repository
o The review report highlighted weaknesses in the preservation of software build and code repository documentation.
o There is a need for improved documentation of where software is stored, how it is maintained, and how it is preserved.
o Proposed: Organize a dedicated meeting with all experiments to compare current practices, find gaps, and develop a unified, long-term solution for software preservation.
• Funding & Risk Management
o The committee noted potential funding fluctuations and the need to set clear priorities.
o Need more apparent prioritization and identification of risks, such as:
· Funding discontinuities.
· Loss of key personnel.
· Institutional support gaps.
o Action: Revisit risk analysis, especially regarding funding and key personnel, and provide an update at a future meeting (Jerome)
• Engagement with Collaborations
o Engagement with institutions is critical; institutional commitments are necessary for sustainability.
o Discussion on emphasizing the integration of data preservation into analysis workflows and publication processes. Goal: Ensure reproducibility and accessibility of analysis for future users, including newcomers.
o Proposed: Pilot project to incorporate preservation into the dedicated publication workflow, implementing DAP elements (software, provenance, documentation).
• Metadata & Documentation
o A metadata system is missing; current information is scattered or isolated.
o Need a unified, simple metadata DAP focused system that is accessible to newcomers and built on open-source solutions.
o Emphasis on low-maintenance, long-term solutions using open-source standards.
o Vincent agreed to present his thoughts at a forthcoming meeting.
Documentation & workforce needs, strong emphasis (by Yasuyuki Akiba) on:
• Creating well-written, systematic documentation of experimental processes and tools.
• The importance of documentation before experiments end to avoid knowledge loss.
• Need for a dedicated workforce and institutional support to create and maintain documentation.
Chatbot Development & Validation - Sasha
• The Chatbot has been developed to help future users access experimental knowledge.
• Current development focus: Methodology for validating chatbot performance, using expert Q&A pairs.
• Need: Input from experiments with a large set of relevant questions and answers to build and validate the chatbot implementation.
Gabor highlighted the following points from the review report that need follow-up.
• The physics use cases for DAP. Extract from the report: “ The proposal should more clearly and forcefully present the scientific opportunities—the ‘great physics case’—that justify the effort and investment. This includes demonstrating how preserved data can support innovative or high-priority physics questions.”
• How preservation efforts link to EIC. Extract of the report: “The Electron-Ion Collider (EIC) should be explicitly considered as a future stakeholder and potential user of the preserved data and tools. The proposal would benefit from identifying how it can serve EIC-specific physics goals and build early connections with the EIC community to maximize relevance and uptake.”
• These points will be discussed at a forthcoming meeting, and they require input from the experiments.
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