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Before depositing

The following aspects should be considered beforeyou deposit your data.

Deposit agreement 

When you deposit data in EASY, you enter into a deposit agreement with DANS. For more information, see the Legal information page.

Personal data

Personal data within the meaning of the General Data Protection Regulation (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, is considered personal data.

  • When you deposit personal data, you, or your organisation, are a data controller under the GDPR. You and DANS must conclude a processing agreement. A processing agreement need to be concluded with DANS. For more information, see the Legal information page. A processing agreement does not apply if your dataset only contains personal data to account for the dataset, such as the ‘Creator’ (one of the metadata fields) or citations.
  • As a data controller under the GDPR you, or your organisation, are responsible for the correct processing of personal data. This includes setting down agreements in informed consent statements before making the data available. If your dataset contains personal data (other than those exclusively accounting for the dataset), DANS will always archive it in the Restricted Access category. This ensures that you know who is using your dataset and gives you the opportunity to impose appropriate conditions.
  • Research practice information:

 

File formats

Not all file formats ensure long-term usability, accessibility and preservation of data. DANS works with preferred formats. For more information, see the File formats page.

For the purpose of sustainable archiving, DANS will convert audio-visual files to a preferred format if they are supplied in a different format. In the archive, these conversions will be considered the original files.

Preparing documentation and files

  • Which files are you going to deposit? Not all data needs to be preserved for the long term. More information can be found on the webpage ‘Selecting research 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 dataset structure.
  • 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, with the exception of data required to account for the dataset (such as the creator or citations). You cannot therefore include data about your research subjects in file names. 

Discipline-specific deposit requirements 

Specific deposit requirements 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), and
    • the language of the variable labels and value labels must correspond to the language of the rest of the dataset.
  • Language and literature studies
  • Archaeology:
    • Would you like to know more about the E-depot for Dutch Archaeology? Please visit this page.
    • Projects that have been described using the archaeological exchange protocol (SIKB0102 standard) must be submitted via the ArcheoDepot. 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.
    • During the startup phase of the ArcheoDepot, datasets can still be deposited directly in DANS EASY if the province is not yet connected to the ArcheoDepot.
    • 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  (in Dutch) 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’.

Pricing

DANS does not use fixed rates for depositing data. The price is determined by several factors. For individual researchers with less than 100GB in total of data in EASY, depositing is free of charge. Contact us for datasets of over 50 GB. More information can be found on this page.

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'

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