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Archiving and sharing data: Register dataset in Pure

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

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On this page you can find out about how to register your dataset in Pure and guidance on filling in the fields of the dataset template in Pure.

Registering your dataset(s) in Pure

You need to register any datasets that you want to retain beyond the end of your project. 

If you are planning to deposit your data in the University of Bath Research Data Archive your Pure dataset record will form the basis of a detailed record in the University of Bath Research Data Archive. You cannot upload your data at this stage, there is a separate guide for depositing your data in the University of Bath Research Data Archive

If you are planning to deposit your data (or have already deposited your data) in an external data archive (repository) you should still make a record of the dataset on Pure so that it can appear on your Research Portal page.

How to register your dataset in Pure

To register your dataset in Pure: 

  1. Login to Pure

  2. Select 'Datasets' on the left hand side of the screen

  3. Click on the green 'Add new' box on the right hand side of the screen

  4. Choose 'Dataset' box on the next page and completed the online metadata forms on the next page. Guidance on completing the form are given below. 

There is a printable version of the dataset registration guidance on the Pure User Guides webpages. 

Filling in the fields of the template

This section collect basic information about the dataset. The information your provide here will help you and others find the record again in Pure and other systems. 

Title

Provide a name for your dataset that would make sense to someone searcher for data, for example 'Dataset for ["journal article name"]'.

Description

Describe your dataset so another researcher could decide if it was relevant to their research. Note, you will have an opportunity to provide a lay summary and detailed documentation when you edit the public facing record, so you do not have to provide them here. The description should be specific to the dataset and should not be the same abstract as that of the associated journal article. 

Collection dates(s)

Provide the start and end date of your period of data collection of your study period. 

This section collects information about the people responsible for the dataset.  Add 'Add person' or 'Add organisational unit' if you want to add a whole organisation as a contributor. 

For each person you add you will be asked to provide their role and affiliation. 

Role

  • Use 'Creator' to include that person's name in the citation for the dataset
  • Use another role (for example Data Collector, Project Leader, Rights Holder) to acknowledge a person's contribution without including them in the citation. 

You can add the same person multiple times if they had several roles. 

Affiliation to the dataset

For each person provide their affiliation at the time that the datasets was created. This field should be automatically generated but you may need to update it if the person has since moved to a different department.

Check that the 'Managing organisational unit' is the department responsible for the dataset. 

This section collects information about where the data will be kept long term, and from where it will be available. 

Publisher

This refers to where you will archive your dataset. If your data are deposited with an external repository / archive, or you plan to do so, select 'Change publisher' and provide the repository name. 

Digital Object Identifer (DOI)

  • If your dataset already has a DOI, include it here
  • If your dataset does not have a DOI leave this section blank
  • If you are depositing your dataset in the University of Bath Research Data Archive we will create your DOI once the process has been completed. 

Locally held data

Provide links to any secondary versions of the dataset, such as copies on a project website or another repository or links to closely related resources. 

Publication date

If your dataset has already been published, give the date here. Otherwise, just put the current year. Ignore the next section labelled 'Do not use'. 

This is the main contact person for the dataset and must be one of the people listed as a 'Creator' in the 'People' section. If this is left blank we will assume that the first named 'Creator' of the project is the main contact. 

If your dataset relates to a period of time before you collected it (for example, animal records from 1850-1905), enter the date range here. 

The information on this section enables your dataset to come up in searches for data about a particular place. Leave this section blank if your dataset contains information about vulnerable groups (for example, endangered species) or if location is not relevant. 

Geographical coverage

Use this field to describe the location of data in words (e.g. Bath, UK).

Geospatial point

If the data were collected at a specific point, select 'Point' and enter the latitude and longitude separated by a comma. 

Geospatial area

If the area can be adequately described by a rectangle on a map, select 'Area'. Enter the latitude and longitude in the southwest corner, then those of the northeast corner with all four elements separated by spaces (for example '51.33919 -2.63887 51.50426 -2.31202). 

In this section you must tell us about any data protection, ethical, commercial or sensitivity issues that relate to your dataset. If you are unsure contact the Library Research Data Service for advice before saving your item for valiation. Email research-data@bath.ac.uk

Data protection

Tick this box if your dataset contains personal data, unless it has been fully anonymsied

Provide details about whether you have gained consent from participants for data sharing, and if so under what terms (for example, data anonymisation or data sharing agreements). 

Consult the guidance on data protection for more information. 

Ethical approval

Tick this box if your research required ethical approval. 

Provide details on whether this affects your ability to share the data. 

Commerical constraints

Tick this box if commercial considerations constrain your ability to share the data. 

In the text box that appears provide further 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. 

Consult the Research and Commercialisation contracts team for more information. 

Sensitive

Tick this box 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, or data subject to non-disclosure agreements). 

Provide details of the nature of this sensitivity and the restrictions that should be put in place for the dataset or dataset record. 

Use the 'Project' button to link your dataset to a project in Pure. We need to know this in order to tell who funded the work. Note that not all studentship funding is listed in Pure.  

You can also link your datasets to other outputs, for example publications that make use of the data or related datasets from the same project or programme of work. 

This section determines whether the dataset will appear on your Research Profile. Set it to 'Campus' to begin with. We will change it to 'Public' for you later. 

If you have indicated in the 'Legal/ethical' section that the dataset is too sensitive that even the record describing it cannot be made public, change this setting to 'Confidential - restricted to associated users and editors'. This will mean that the record will remain in Pure but will not be publicly accessible, and we won't be able to create a public-facing record in the Research Data Archive. 

Once your dataset has been published, Library staff will ensure that the entry is visible on your Research Portal page.

Next steps

Once the we have created a public-facing record for your dataset in the University of Bath Research Data Archive, you will receive an email from us stating that we'll either confirm the record and publish it via the Research Portal, or will contact you to provide details of how to complete the next stage of the deposit process, including a link to where to to upload the data files and information on the process for predicting your dataset DOI.