After depositing data

Aspects to keep in mind after you deposit your data:

Overview of datasets
In your user profile (top of the page, right) you will find:

  1. A list of your datasets under ‘My data’.
  2. A list of all notifications from the system sent by mail under ‘Notifications’.
  3. Account information.

Request for access to your dataset
If your dataset contains one or more ‘restricted’ file(s) in combination with the possibility to allow for an ‘Access Request’, you will receive an email and notification from the system as soon as someone asks permission to download the file(s).

The email and the notification contain the requestor’s email address. In the message there is also a link to the screen where you can grant or reject the request for access to the data. You can choose one of two actions in response:

  1. Grant access: Use this button if you want to grant the requestor access to your data.
  2. Reject access: Use this button if you refuse to give access to your data.

You can select which files you want to grant or deny access to. You can also select all files to grant or deny access to the entire dataset with one action.

If you grant access, the chosen licence automatically applies. It is important that you use a stable email address for your account at DANS.


Citing your dataset
We ask you to cite your dataset in accordance with the  Joint Declaration of Data Citation Principles. To make dataset citation easier we advise to copy and paste the citation from the citation block at the top of the dataset page. It is also possible to download the citation directly in Endnote, RIS or BibText format. This source reference will consist of:

  • The name(s) and/or organisation of the creator(s) of the dataset;
  • The year in which the dataset was published;
  • The title of the dataset;
  • The persistent identifier (DOI) of the dataset as a full URL;
  • The name of the repository in which the dataset is stored: the DANS Data Station;
  • If applicable, the version number of the dataset.

For example:
P.K. Doorn; L.S. Bommeljé; J.A.C. Vroom; H. van Wijngaarden; Y.B. Bommeljé, 1990, “The Aetolian Studies Project”,, DANS Data Station Archaeology, V2


Making changes to your dataset after publication
You can modify your dataset via the options under ‘Edit Dataset’ or ‘Edit Files’, or via the buttons ‘Upload Files’ or ‘Add + Edit Metadata’, or the File Options (the three dots picture next to the files).  Doing so will create a new version of the dataset, retaining the DOI. You will need to submit your modification and a DANS data manager will need to publish your new version before it will be accessible. The tab Versions will show all dataset versions with details on the version differences. Earlier versions will remain accessible to other users.

You can change the access category, licence and embargo of a published dataset. You can do this via ‘Edit Terms Requirements’ on the Terms tab of the dataset, or by using the file options. Changes to a more open licence and less restrictions for accessing the data are always allowed. If you want to change to a more restrictive licence or limit the access to open files, however, please contact DANS and we will evaluate the situation. Changes of the licence and/or access restrictions always lead to a new version of the dataset and new versions need to be submitted to the Data Processing Team of DANS who publish them. 

In cases where there is a legal reason to remove or limit access to the dataset, it is possible to have your dataset, or a version of your dataset, deaccessioned. If you wish to deaccession (a version of) your dataset, please contact DANS. The DOI will remain active and inform users that the dataset was deaccessioned, showing the reason given for deaccessioning.

Would you like to know more about how DANS processes and curates your datasets after you have submitted it to us? You can read our Data Processing Manual here (currently in Dutch only).


© DANS. R.5.3. Version 1.2, April 9, 2024