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Practical information about depositing data

Below you will find some practical information on the deposition of data into EASY. General information on data deposition can be found on the page Information about depositing data.



A dataset is a collection of digital files pertaining to a piece of scientific research. Within the context of EASY, the term is used more broadly and refers not only to the files themselves, but also to the metadata (see below) entered into EASY’s input fields. In other words, a dataset in EASY contains both data and metadata.


The term metadata refers to descriptive information about data, which renders the contents of a dataset intelligible to other users. Within the context of EASY, metadata refers specifically to the information entered into its input fields. In other contexts, however, metadata mat take a different form, for example that of a file contained within the dataset.

Preparing your dataset

Including a DAI (Digital Author Identifier)

Those employed by a Dutch university or research institute may optionally attach a DAI to their dataset. You can find the DAI in NARCIS by searching for a last name in the drop-down menu under People. More information on DAIs can be found on SURF's website.

Dataset structure

You may structure your dataset in any way you see fit. If it suits your specific needs, a folder structure may be used. Make sure, however, to clearly document the nature of your dataset structure, so other researchers can independently decode and reuse your data.

Please note
: A dataset cannot contain compressed files.

Uploading your files

Uploading your dataset as a compressed file

You can upload your dataset into EASY as a single file. To do so, you must first compress the dataset into ZIP format. The ZIP file will be automatically unpacked, and its internal folder structure, if one exists, will be preserved. Larger datasets can also be divided into multiple ZIP files.

Please note: EASY does not support other file compression formats, such as RAR or 7z. ZIP files contained within another ZIP file are not supported either.

Problems while uploading

In the process of uploading your dataset into EASY, problems may occur in the following situations:

  • A filename contains one or more punctuation marks or diacritics.
 Solution: change the name into one without punctuation marks or diacritics and try uploading the file again.
  • A file exceeds the maximum size for uploading (100MB).
 Solution: . We will provide you with an alternative method of depositing.

About EASY

Reviewing your datasets

In EASY, you will find an overview of your datasets by logging in and clicking on My datasets. The status of each dataset is indicated as Draft, Submitted or Published.

Reviewing the use of your published datasets

Under the Activity log tab of your dataset you can review the dataset’s download history. In most cases, the identity of the users downloading your data will also be indicated. Users have the option, however, of downloading data anonymously. In this case, the user will be identified as Anonymous.

Handling a permission request for your dataset

The email you received contains two links. Click the bottom link to proceed to the permission request. If you have not yet logged in, please do so first. You will then be taken directly to the request page. On this page, you can review the applicant’s personal data. Under Motivation, the applicants explain their purposes in requesting the use of your data. This allows you to properly consider whether you want to grant access or not.
At the bottom of the page, under Result, you can choose to proceed in three different ways:

  1. Return, more information required: Select this option if you require additional information from the applicant before making a decision. Enter your questions into the Explanation field.
  2. Grant access: Select this option to grant the applicant access to your data.
  3. Deny access: Select this option to deny the applicant access to your data. Once you have made your decision and, optionally, added any comments, click Submit reply. The applicant will now receive a notification.

Additional information

If you have further questions, please contact our data managers at . For questions on archaeological data, please use .

Go to EASY to deposit your data