You are here: Home > Deposit > Information about depositing data > Before depositing

Before depositing

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

License Agreement and Terms of Use

If you deposit data in EASY, you automatically enter into a License Agreement with DANS. The Terms of Use specify the rules for using data from EASY under the License Agreement. Both documents take into account the applicable legal framework, such as the Copyright Act, the Databases Act, the Personal Data Protection Act and the VSNU Code of Conduct. For more information, see the Legal information page.

Intellectual property rights

It is important that you have permission from any interested parties to deposit the data. Do you know who is the owner of the intellectual property rights to the data, e.g. under laws governing copyrights, database or patent rights? For more information, see the Legal information page.

Personal data

Depending on your research, your data may contain personal data with which a living person can be identified, either directly or indirectly. It is therefore important to properly determine whether your dataset contains personal data. This concerns both textual data and image and sound data. Examples of direct data are someone’s name and address, but it could also be a photo or an interview. An indirect fact is, for example, someone’s employer. If you are going to deposit personal data, keep in mind the following considerations:

  • For wide use of personal data, permission is required from the visible, audible or otherwise identifiable persons. You must provide informed consent statements from the parties involved, in which they explicitly authorise publication of the data. When the data is an image, the subject must also indicate that they will not appeal to their portrait right. In the case of interviews, this statement is required from both interviewees and interviewers. DANS has various templates available that can be used as examples.
  • If the declaration of consent states that only scientific use is permitted or if you do not have the permission of the person concerned, the use of their personal data is possible, but limited. This applies particularly in the case of special personal data. You are responsible for the correct use of the data after publication, and you will be requested by DANS to sign a declaration in which you accept this responsibility.
  • Anonymizing: You may choose to anonymize your data. Anonymized data is no longer personal data since living persons will no longer be identifiable, directly nor indirectly. The following data must be re-coded as follows: date of birth to year of birth, full postcode to digits only, profession to standard classification (either Dutch SBC or international ISCO).

File formats

Not all file formats ensure long-term usability, accessibility and preservation of data. DANS works with ‘preferred formats’. Check here whether your file format is preferred by DANS, or what you can do to make it preferred.

Uploading of files

  • Files of up to 100 MB can be easily uploaded in EASY. If your (zip) files are larger than 100 MB, please contact a DANS data manager:
  • Using the .zip format, multiple files can be uploaded simultaneously (other forms of file compression - such as .rar or .7z - are not supported by EASY). You can divide a large dataset into multiple zip files. Zip files within another zip file are not supported. 
  • Many files at once? If you deliver many files at once, please provide a file list, i.e. a list of file names, descriptions of the content of any connection between the files.

Prepare documentation

Provide the relevant documentation: how were the data collected and what do the variables, abbreviations and terminology mean? Relevant information includes codebooks and the database setup.

Discipline-specific requirements

Specific delivery specifications apply to the following disciplines:

  • Historical sciences: 1) a description of the (archival) sources; 2) the selection procedure used; 3) the way in which the sources were used; and 4) which standards or classification systems (such as HISCO) were used.
  • Social and behavioural sciences: 1) variable labels and value labels; 2) questionnaires and/or other research tools; 3) the fieldwork report (if available); and 4) 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: CLARIN-compliant delivery means that your dataset shall contain one or more metadata files in the Component MetaData Infrastructure format.
  • Archaeology:
    • All data and reports from EDNA (e-Depot for Dutch Archaeology) are included in EASY. With the archaeological packing slip (SIKB0102 standard, in Dutch) you can automatically enter all metadata into the correct EASY fields.
    • There is a document available (only in Dutch) about the metadata of archeological datasets: 'Archeologische metadata'
  • Oral history and audio-visual sources: the submission of informed consent statements is of crucial importance for sharing the data (see ‘Personal data’ above). With a view to reusing the data, a transcript of the interview is highly desirable. DANS has a template available.
     

Pricing

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