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Before depositing

The following aspects should be considered before you deposit your data.

Licence Agreement and General Conditions of Use

If you deposit data in EASY, you automatically enter into a Licence Agreement with DANS. The rules for using data from EASY are specified in the General Conditions of Use. Both documents take into account the applicable legal framework, such as the Dutch Copyright Act and Databases Act, the European General Data Protection Regulation (GDPR), and the Code of Conduct of the Association of Universities in the Netherlands (VSNU). When entering into the Licence Agreement you declare that you have the permission of any rights holders. This may involve copyrights, database or patent rights.  For more information, see the Legal information page.

Personal data

Personal data within the meaning of the GDPR is data by which a living person can be identified, either directly or indirectly. Examples include names, identification numbers, location data, online identifiers, or elements that are characteristic of a person’s physical, physiological, genetic, mental, economic, cultural or social identity. Anonymous data is not considered personal data. Pseudonymized data, however, are personal data.

  • Under the General Data Protection Regulation (GDPR), you - the depositor of a dataset - are the data controller and DANS is the data processor. You and DANS must conclude a processing agreement. DANS is working on a standard processing agreement.
  • As a data controller under the GDPR you are responsible for the correct processing of personal data during and after research. Consider, for example, the necessary agreements in declarations of consent (informed consent).
  • DANS will always archive personal data under the Restricted Access (request permission) category.

File formats

Not all file formats ensure long-term usability, accessibility and preservation of data. DANS works with preferred formats. More information can be found on the File  formats page.

With a view to their sustainable archiving, audiovisual files are converted to a preferred format by DANS if supplied in another format. These conversions will be considered the original files in the archives.

Preparing documentation and files

  • What are you going to deposit? Not all of your data needs to be saved for the long term: criteria can be found in Selection of Research Data, Guidelines for appraising and selecting research data (.pdf) or the abridged checklist for preserving and selecting data on the Research Data Netherlands website.
  • Provide the relevant documentation: how were the data collected and what is the meaning of variables, abbreviations and terminology? Relevant information includes codebooks and the database setup.
  • Are there many files in your dataset? If you deliver many files at once, please provide a file list, i.e. a list of file names, descriptions of the content and of any connections between the files.
  • Does your dataset include personal data? DANS does not disclose personal data. File names can be viewed by anyone. That is why file names may not contain personal data. Bibliographical information is an exception.

Discipline-specific requirements

Specific delivery specifications apply to the following disciplines:

  • Historical sciences
    • a description of the archival and other sources, 
    • the selection procedure used, 
    • the way in which the sources were used, and
    • which standards or classification systems (such as HISCO) were applied.
  • Social and behavioural sciences
    • the variable labels and value labels, 
    • the questionnaires and/or other research tools, 
    • the fieldwork report (if available), and 
    • a codebook (description of variables and information about population, types of data (units of observation/analysis), sample procedure, response/non-response, data collection method, weighting variables, constructed and/or derived variables).
  • Language and literature studies
  • Archaeology:
    • Projects that have been described using the archaeological packing slip (SIKB0102 standard) must be submitted to a Provincial Depot. The dataset files deposited with the provinces must be supplied in Preferred Formats.
    • The datasets are automatically included in EASY via the provincial depot management system PDBS.
    • With extensive data sets, users must be able to gain a thorough understanding of the contents of the various files. The Archaeological Metadata manual will assist in preparing the required documentation.
    • Personal contact details of field staff or clients must be removed from the supplied documents. This includes the personnel overview in the plan of action or the administrative data in the final report.
  • Oral history and audiovisual sources:
    • With a view to reusing the data, including a transcript of the interview is highly desirable. DANS has a template available for this purpose. 
    • If you want users to be able to play the audiovisual materials from the audio/video tab in EASY, metadata and data files must be submitted using ‘bulk import’. Please note that in this case, each interview requires its own dataset and that you will be asked to provide an overall project description for a project page in EASY, a so-called ‘thematic collection’.


DANS does not use fixed rates for depositing data. The price is determined by several factors. For individual researchers with datasets under 50 GB, depositing is free of charge. Contact us for datasets of over 50 GB. More information can be found here.

More information

>> The webpages Publications en Information material contains more background information.

>> Please find more information on the webpage 'Information during depositing' and the webpage 'Information after depositing'

>> Go to EASY to deposite data