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During depositing

The following aspects should be considered while you deposit your data. If you need to know which aspects are of importance before you start depositing your data, please start by reading this webpage.

1. Go to EASY

Log in to EASY. Are you a first-time user? You must first create a free account by selecting ‘Register’.

2. Start depositing

After logging in to EASY, go to deposit your data and click start deposit.

3. Metadata

The more fields you enter, the better your data can be found. All metadata are public.

  • Use the language in which the data is recorded; if this is a language other than Dutch or English, please include a summary and keywords in Dutch or English in addition to the original description. With data from social and behavioural sciences, the language of the variable labels and value labels must correspond with the language of the rest of the dataset.
  • The Description field is meant to include a summary of the project.
  • Under Alternative title you can add a translation of the title. This way the dataset will be included in search results more frequently.
  • Under Subject you can add keywords relating to the content and the place/period of origin of the data. If you add the keywords ‘Second World War’ and ‘Oral History’, the dataset will be classified under the collections with these very same names. It will also be harvested by the Network of War Sources.
  • EASY contains specific fields for archaeological data, which refer to the Archaeological Base Register (ABR).
  • To make the data geographically visible, include the coordinates of the site where research was carried out or discoveries were made. Also enter the coordinate system used, paying attention not to add punctuation when using the National Triangulation System (RD); in Longitude Latitude coordinates punctuation is allowed.
  • If your project is already known by an identifier, add the identifier and the identifier type. EASY automatically assigns a DOI to your dataset.
  • In the Relation field, refer to a related dataset, publication or journal article, preferably using the DOI. If the article has not yet been published, please mention this after the title. In the Remarks field, indicate when and where the article is expected to appear. If you want to generate extra attention, select Emphasize this relation to show the Relation after publication of the dataset.
  • You can include a subsidizer in the Contributor: Organization field. Enter the subsidy number in the Identifier field.
  • Additional information about the dataset can be entered under Remarks. This may include, for example, information for future users or a request to the DANS data manager.

4. Access category 

You have a choice of five access categories, described below. The category only applies to the files in the dataset; the metadata are always available. 

  • Open Access (everyone): CC0, accessible to everyone, no login required.
  • Open Access (registered users): accessible to logged-in users in accordance with the General Conditions of Use.
  • Restricted Access (request permission): with your prior consent, users can view and download data in accordance with the General Conditions of Use. You can also impose additional conditions. 
  • Restricted Access (archaeology group): accessible to logged-in archaeologists and archaeology students in accordance with the General Conditions of Use.
  • Other Access: the data will be accessible via another repository.

When your dataset contains personal data, you can only apply Restricted Access (request permission). 

The Other Access category can only be applied after consultation with DANS.

If you want to set an embargo on the data (two years at most), you can do so in the ‘Date available’ field. Once the embargo has expired, the dataset will be opened according to the access category of your choice. If you wish to extend the embargo, please contact a data manager at info@dans.knaw.nl.

5. Upload the files

  • Select your files and click ‘upload dataset’.
  • Multiple files can be uploaded in one .zip format (other forms of file compression such as .rar or .7z are not supported by EASY). A large dataset can be divided into multiple .zip files. Note that .zip files nested in another .zip file are not supported.
  • You can easily upload files and .zip files of up to 100 MB. If your files are larger than 100 MB, please contact a DANS data manager at info@dans.knaw.nl.

6. Submit the dataset 

Accept the Licence Agreement, then send the dataset to DANS using the ‘submit’ button. You will receive an email with the Licence Agreement and the persistent identifier of the dataset. Note: You will no longer be able to change the dataset yourself. If any changes are still required, contact a data manager at info@dans.knaw.nl or archeologie@dans.knaw.nl.

If the submission fails, there may be a mandatory field that has not been completed. EASY will indicate the field concerned. Once you have completed this field, click submit again.

7. Publication by DANS

DANS checks and processes the dataset and publishes it according to the access category that you have indicated, provided this is legally possible. The persistent identifier will now be active and your data permanently archived and accessible to others, according to international certification guidelines. The Provenance and data processing document (.pdf) provides more information about how DANS ensures the accessibility and readability of datasets; the Preservation policy (webpage) sets out the principles that DANS applies to long-term preservation of digital research data. The following aspects are described:

  • The chosen approach for sustainable archiving of data, which partly goes back to the first datasets in the Steinmetz archive (which was established in 1964 and taken over by DANS in 2005)
  • The authenticity of the data
  • The various steps in the archiving process, such as depositing data, storing it sustainably and securely and making it available, all in accordance with the international reference model for an open archival information system.

>> See also the web pages Information before depositing 

and Information after depositing.

>> Go to EASY to deposit data