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Archiving and sharing data: Depositing data

Guide on archiving research data and making your data available to other researchers

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On this page you will find information on creating and editing a data record in the University of Bath Research Data Archive and guidance on filling in the fields of the online template. 

Creating a record in the University of Bath Research Data Archive

The University of Bath Research Data Archive provides a public-facing catalogue of all research data produced by the University. It also acts as a repository for datasets that have not been published by external data archives. 

You cannot create a record directly in the University of Bath Research Data Archive. Instead, you should register your dataset in Pure. Once the registration has been validated (please allow three working days for this process to be completed), the Archive administrators will create a record for you based on the information you provided. 

Editing a record in the University of Bath Research Data Archive

When your record is ready to edit you will receive an email from the archive team containing a link to the record. If you lose the link, login to the University of Bath Research Data Archive to see a list of your datasets; select the right one from the list. NB: the record is not publicly available at this point. 

  1. Near the top of the record there is a 'Deposit item' button and a row of tabs. The 'Preview' tab is active at this point and shows how your record would like with just the information from Pure. 
  2. Select the 'Details' tab to see a more detailed view of the record. Each item has an 'Edit item' button that takes you to an editing screen. 
  3. See the guidance below for editing each section of the record. 

Filling in the fields of the template

Use this information to help you to complete the online form and to upload your data.

Select 'Update Metadata' to save your work as you go along.

In order to get a Digital Object Identifer (DOI) you will need to upload some data files to the record, even if they are not to be made publicly available. If this is not appropriate because the files are very large or very sensitive please contact the Library Research Data Service research-data@bath.ac.uk

You should normally include details of where the data are located unless this is also sensitive information. 

UPLOAD DATA

Use this section to upload the data files themselves. Most file types are accepted, but note that there is a separate section for software source code files. If you have many files to upload you can upload them in a single zip file and we will unpack them for you. 

Once the files has been uploaded, select the plus sign (+) next to its file name to reveal the additional properties. Select the 'Show options' link to edit them. 

Visibility

You should set this to either 'Anyone' to make the data public, or 'Staff only' to restrict access. 

Content

You can use this to move the file to another section if you accidently uploaded it to the wrong place. 

Document description

You can add a brief description of the file here. This will help others understand what the file is without having to download it first. 

Embargo date

If you would like to embargo the file until a specific date, please set the visibility to 'Staff only' and enter the date on which the file is to be made publicly available. 

Licence

Selecting a licence for the file will help others understand what they are permitted to do with it. 

Select 'Update Metadata' to save your changes. 

UPLOAD CODE

If your dataset includes computer code or software, you may upload it separately here, with the same options as for data. 

DATA HELD OUTSIDE THE ARCHIVE

If the dataset, or a part of it, is held outside the Archive, for example in a subject-specific repository or as non-digital data, use this section to describe how it may be accessed. 

Locally held data

Use this to describe any parts of the dataset which are held at the University but cannot be accessed online. This may include paper survey forms, very large datasets, or installations at specific locations. It is important to provide clear information about access to these datasets so that potential users of the data can access the viability of obtaining access. 

Links to the data

If your dataset is stored in an external archive, or a copy is presented in a more user-friendly format elsewhere, provide a link to that copy here. If this external store has not committed to keeping your data files available in the long term, you should still preserve copies of them in the University of Bath Research Data Archive in addition to the links. 

Feature video

If your data is in video format, you should upload a copy of the video file(s) under 'Upload data' above. You may find, however, that an external service such as YouTube or Vimeo is more effective at providing streaming access. If so, provide the relevant link here; users will then be able to stream the video from the external service using a player embedded in the Archive record. 

For most of the fields in this section, you just need to check the information came through from Pure correctly. The following fields, however, may need to be reviewed. 

People

Add any missing contact details and affiliations you would like displayed to end-users. 

If you acknowledged an organisation in Pure, it will appear under 'Corporate contributors'. You can assign it a role here (e.g. Rights Holder, Sponsor), or copy or move it to the list of 'Corporate creators' to indicate it should appear in the citation. 

Funders

If you did not add a link to a specific project in Pure, this will be blank. If you are funded by a University scholarship, or are completing the research as part of your employment without external funding, please use 'University of Bath' as the funder name. If you are a self-funded doctoral student, please use 'Self-funded'.

You must provide documentation explaining what the data is and how it were created. The format of this is flexible, but at least one of the following fields must be completed before the dataset can be made available. 

Data collection method

Here you can describe how the data was created or collected. If the methodology is long and complex you may prefer to upload a formatted version below. 

Data processing and preparation activities

If the data has been cleaned, normalised, aggregated, anonymised, or otherwise processed following collections, you can describe the protocols used here. This can help others understand any decisions taken with respect to the final presentation of the data. 

Technical details and requirements

Use this field to describe any specialist equipment or software that you used to collect, process, or view the data, in enough detail that someone could repeat the work. Include details such as version numbers, instrument settings and parameters, model numbers or any other relevant information.

Methodology link

If the methodology is available in an open-access format elsewhere (for example, you use a standard protocol, or have clearly explained data collection in an article) you can provide a link to the information. If the information is available in several locations, some of which are open and some behind paywalls, provide a link to the open-access version. 

File

For longer methodologies, readme files or existing documentation, you can upload files to the Archive. These are displayed separately from data and code files, and provide contextual information about the data to help users understand what the data is and how it was created. 

UPLOAD TEMPLATES

Use this section to upload a template, such as a questionnaire or semi-structured interview guide you have used to collect the data. Note that even if the data are restricted, you can still publish the template. As with uploaded data, you are able to set additional properties for the files once you have uploaded them. 

UPLOAD SUBJECT-SPECIFIC METADATA

Some areas of research have well-established standards for metadata, such as DDI in the social sciences and SDMX for more statisticial social science data. If you have created metadata in a discipline-specific format, you can upload the file here for others in your field to use. 

TIME PERIOD

If the dataset relates to a certain period, or if the time when it was collected was important, use this section to provide details. 

Time period

Use this field to enter a descriptive period of time such as an historical or geological period (for example First World War).

Collection dates(s)

Use these fields to specific the period in which the data were collected. 

Temporal coverage

Use these fields to specify the period, usually historical, to which the data relate. For example, if you have assembled a dataset of records that survive from 1940-1950, you would put these dates here and the dates of your fieldwork under 'Collection dates'. 

If you entered dates for temporal coverage in Pure, they will be shown here under temporal coverage also. If they actually relate to the period of collection, please move them to the correct fields. 

GEOGRAPHICAL LOCATIONS AND COVERAGE

The fields here will show the location information you entered in Pure. You can add more detail here if you choose. 

Geographical coverage

This field allows you to enter a descriptive location (e.g. Bath).

Geospatial point

If the data was collected at a clearly defined point(s), you can include longitude and latitude references here. Unlike in Pure, you can provide more than one. 

Geospatial area

If the area can be adequately described by a rectangle on a map, provide the bounding longitudes and latitudes here. Unlike in Pure, you can provide more than one of these rectangles. 

LAY SUMMARY

Use this to provide a simplified description of your dataset for non-technical readers. 

ORIGINAL DATA AVAILABILITY DETAILS AND ALTERNATIVE LINKS

This section is used to determine whether this record or another should be considered the original or 'official' version. It should be correctly filled out from the information you supplied in Pure, but you should check the details given. 

Data publisher

This is the organisation that is primarily responsible for keeping the data available. If you have deposited your data with an external archive or repository, its name should be given here (for example 'UK Data Service'). Otherwise it should be 'University of Bath'. 

Date

This is the date on which the dataset was first made available. 

Original data publication URL; DOI

If you have deposited your data with an external archive or repository, give the DOI that the archive registered for it. If no DOI was registered, give a link to their record for it. Otherwise leave both fields blank. 

RELATED RESOURCES

If the data relates to publications, you may provide any links here. If you linked to a publication in Pure, and the publication is live on the web, the link should appear here. 

Users of the Archive will use the information you provide here to decide if your dataset is relevant to their needs. 

Keywords

Provide some terms here that people might use when searching for datasets like yours. 

Subjects

Choose the term or terms from the list that best describe the field of study to which the dataset belongs. The list derives from the RCUK Subject Classification. 

Both keywords and subjects are used by the Archive's search engine. In addition, users of the Archive can browse datasets by subject area.  

ACCESS ARRANGEMENTS

Describing access arrangments is essential if the data are not openly downloadable, as this enables potential re-users to assess whether to apply for access. You should also summarise any conditions that must be safisfied for access to be granted (for example, entering a non-disclosure agreement). This information is published; if the information is confidential, do not enter it here but instead contact the Library Research Data Service (research-data@bath.ac.uk), who can add the information to an administrative field for future reference. 

LEGAL AND ETHICAL

The information you provided in Pure about legal and ethical issues will be reproduced here. These fields are not displayed to end-users, but are used by Archive staff. 

Further information

You have more space here than in Pure to explain what access control measures would be appropriate for your dataset, so please expand on any points that need further explanation. This will help with future maintenance of the Arhive. 

UPLOAD ETHICAL AND CONSENT DOCUMENTS

You can attach documents which support the sharing of data in the Archive. Examples might include the wording of the forms used to obtain informed consent for the sharing of personal data, or the text of the licence that permits you to share data belonging to a third party. These document are usually visable only to Archive staff, and help ensure that data is shared responsibly. 

Publishing a record in the University of Bath Research Data Archive

Once you are happy with the record and have uploaded all of the data, you will need to deposit the dataset in the Archive. By clicking on the 'Deposit item now' button you agree to the full Data Deposit Agreement and we cannot make datasets available until you have done this. The deposit screen has a summary of the full agreement

Once the dataset has been reviewed by the Archive administrators, the item will be published; please contact us if you would like to delay publication of the record (as opposed to the attached files) until a certain date. 

The data files will be preserved in our long-term storage facility, and a DOI will be created for the dataset. Please contact us if you need to know the DOI before the metadata are made public.