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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

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. 

Datasets that have been deposited and published in an external archive

If your dataset is already available from an external archive or repository email the Library Research Data Service with the details of the dataset. They will be able to set up a record for you based on the existing one, and will email you a link to it when it is ready. 

New University of Bath Research Data Archive deposits

To create a new record in the University of Bath Research Data Archive go to https://researchdata.bath.ac.uk and select the 'Login' link in the top right hand corner. Once you have logged in, you will see a 'Manage datasets' screen. Select the 'New item' button. 

Editing a record in the University of Bath Research Data Archive

If you are starting a brand new record from scratch, or select 'Edit item' from the 'Manage datasets' screen, you will be taken immediately to the editing screens, starting with 'Upload'. 

If you follow a link sent to you by the Library Research Data Service, or select the 'View item' icon from the 'Manage datasets' screen, you will see a preview of the record, showing how it will look when published. Near the top of the record there is a 'Deposit item' button and a row of tabs with the 'Preview' tab active. 

  • Select the 'Details' tab to see a more detailed view of the record. Each section has an 'Edit item' button that takes you to the respective editing screen. 
  • Select the 'Actions' tab for things to you can do with the dataset. This changes according to the stage your dataset has reached. To begin with, you have a choice of 'Deposit item', 'Edit item', 'Apply licences' and 'Export'. Later you may see 'Return to work area'  or 'Request deletion'. 

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 you need to upload more than 5GB, or the files are very sensitive please contact the Library Research Data Service research-data@bath.ac.uk

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; you can choose whether to keep in them in ZIP form or unpack them in the Archive. If you want to preserve a folder structure, keep the files in the ZIP file. 

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

Visibility

Set this to 'Public' to make the data public, or 'Access on request' to restrict access. The other settings are only used in special circumstances. 

Content

You can use this to move the file to another section if you accidentally uploaded it to the wrong place. Select the correct section then select 'Update Metadata' to move the file. 

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. These descriptions are mainly useful if you have uploaded multiple files, or if you have used a long, URL-unfriendly name.  

Embargo date

If you would like the file to be hidden when the record is first published but made public at a later point, please set the visibility to 'Access on request' 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. 

If you have uploaded many files, you can set licences for all of them at once by selecting the 'Save and exit' button, opening the 'Actions' tab and selecting 'Apply licences'. 

UPLOAD CODE

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

DATA HELD OUTSIDE THE ARCHIVE

Use this section to indicate if the dataset, or part of it, is stored offline in a physical archive store. You can also use it to inform users about alternative (non-archival) online versions.  

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 stored offline, 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 assess the viability of obtaining access. 

Links to the data

If the data you are uploading is a static snapshot of a more dynamic resource, provide a link to the dynamic version here. For example, you could like to a service that overlays your data over maps, or generates graphs and charts from it, or you could link to a GitHub repository or online database. 

Feature video

If your data is in video format, you should upload a copy of the video file(s) under 'Upload data' above. If you want to embed the video so it can be played directly within the record page, you can upload an additional copy to an external service such as YouTube or Vimeo then copy the embeddable URL (not the normal page URL) here. YouTube links typically start with https://youtube.com/embed/ and Vimeo links typically start with https://player.vimeo.com/video/

Title

Provide a name for your dataset that would make sense to someone searching for data. It can reference the title of an associated journal article, but should be distinct from it, for example 'Dataset for "[journal article title]". 

Dataset abstract

Describe what the subject of the data is and the types of data included in the set, plus any other contextual information that would help a peer researcher decide if the dataset would be relevant to their research. Make sure that you are describing the dataset, not any associated publication. 

You can provide a less technical summary aimed at the general public later in the record. 

Departments; Research centres

Select all University departments and research centres involved in the development of the dataset.

People

Add people and organisations whose contribution to the dataset should be acknowledged. 

  • If they should appear in the citation when people cite the dataset, add them as a creator.
  • Otherwise, add them as a contributor and specify their role. You can specify the same person or organisation multiple times if they had multiple roles.

Note that you enter people family (surname) first, then given name. The email address is only used to help tie the record to the right person in Pure, and is not displayed on the record page. 

Funders

Add a line for each funder/grant combination that contributed to funding the research. 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 put 'Self-funded' as the funder. 

You must provide documentation explaining what the data is and how it was 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 you have uploaded is not quite the same as the data you used - specially if you have aggregated or anonymised it to remove sensitive data - describe the protocols you used here. 

Also, if you used secondary data, describe any steps you took to adapt it for your research, for example cleaning, normalising, or re-gridding it. 

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 used a standard protocol, or have clearly explained data collection in an article) you can provide a link to the information. Do not link to information that is restricted by a paywall. If the URL for the resource is not available at the time of writing, mention it in the relevant field above and the Library Research Data Service will look for it later. 

File

You can upload longer methodologies, readme files or existing documentation to the Archive instead of, or as well as, filling out the above fields.These files are displayed separately from data and code files. 

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 statistical 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 a historical or geological period (for example First World War).

Collection dates(s)

Use these fields to specify the period in which you collected the data. 

Temporal coverage

If your dataset relates to a period of time before you collected it, enter the date range here. 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 date(s)'. 

GEOGRAPHICAL LOCATIONS AND COVERAGE

Leave this section blank if your dataset contains information about vulnerable groups (for example, endangered species) or if location is not relevant. 

Geographical coverage

If the dataset relates to an area or location, use this field to describe it in words (e.g. Bath, UK).

Geospatial point

If the data was collected at one or more clearly defined points, you can include latitude and longitude references here. 

Geospatial area

If the area can be adequately described by one or more rectangles on a map, provide the bounding latitudes and longitudes. 

LAY SUMMARY

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

ALTERNATIVE TITLE

If your dataset is already known by a different title, provide it here. This will typically occur with snapshots of long-running dynamic resources. 

RESOURCE LANGUAGE

It is assumed that the non-numeric parts of your dataset will be in English. If this is not true, set the dominant language here. 

VERSION

This will normally be '1' but may be different if you are archiving a software release or updating a previously published dataset. 

ORIGINAL DATA AVAILABILITY DETAILS

This section is used to determine whether this record or another should be considered the original or 'official' version. 

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

If your dataset was published externally, put the date of publication here. Otherwise, the Library Research Data Service will fill this in for you. 

ALTERNATIVE LINKS

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

Include the URLs of any currently available journal articles, theses or websites underpinned by the current dataset. Also include the URLs of any related datasets. Use DOI links (starting with https://doi.org/) instead of ordinary URLs is available. 

RELATED EQUIPMENT

Specify any University facilities or specialist equipment you used in connection with the dataset. The field should autocomplete with values from Pure; if you are not sure which value to use, contact the Library Research Data Service for advice:research-data@bath.ac.uk.

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 arrangements 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 satisfied 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

These fields are not displayed to end-users, but are used by Archive staff. Please use them to explain fully what access control measures would be appropriate for your dataset. 

Data protection

Tick 'Data protection' if your dataset contains personal data, unless it has been fully anonymised

Under 'Further information', explain which aspects of the data fall under data protection legislation, and upload a blank (that is, not filled out) copy of your consent form. 

Consult the guidance on data protection for more information. 

Ethical approval

Tick 'Ethical approval' if your research required ethical approval. 

Under 'Further information', provide details on whether this affects your ability to share the data. 

Commercial constraints

Tick 'Commercial constraints' if commercial considerations constrain your ability to share the data. 

Under 'Further information', provide details of these constraints (e.g embargo time to allow for commercialisation). If you have been working with a commercial partner, the constraints should be clear from the collaboration agreements or research contract. 

Consult the Research and Commercialisation Contracts team for more information. 

Other forms of sensitivity

Tick 'Sensitive' if your dataset contains material which may be considered to be sensitive for any reason not already covered (for example, locations of endangered species, fragile ecosystems, genetically modified crops or animal testing laboratories, or data subject to non-disclosure agreements). 

Under 'Further information', provide details of the nature of this sensitivity and the restrictions you are putting in place for the dataset or dataset record. 

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 documents are usually visible 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 have uploaded your data, you will need to send the dataset for review by selecting 'Deposit item'. As part of this process, you will be asked to accept the terms of the Data Deposit Agreement, which give Archive staff permission to proceed to publication at the appropriate time. The deposit screen has a summary of the full agreement

At this point, a DOI will be reserved for you. The Archive staff will notify you, and provide you with a sample data citation you can use as part of your data access statement. If you need to add more documentation, you can return the dataset to your work area using the button on the 'Actions' tab, then deposit the item for review again when you are ready.

Once the dataset has been reviewed by the Archive staff, the item will be queued for publication. They normally publish datasets to coincide with the publication of an associated article; please contact the Library Research Data Service if you have a special need to publish your data earlier or later than this point.  

On publication, the data files will be preserved in our long-term storage facility, and a DOI for your dataset will be activated.