During depositing data
The following aspects should be considered while you deposit your data.
Go to the Data Station
Go to the Data Station aimed at your scientific discipline:
- Data Station Archaeology
- Data Station Social Sciences & Humanities
- Data Station Life, Health & Medical Sciences (forthcoming)
- Data Station Physical & Technical Sciences (forthcoming)
You can deposit your data in the EASY archiving system if the Data Station relevant to your discipline is not yet available. When the relevant Data Station becomes available, your data will automatically be migrated to the new infrastructure.
Preferably use your institutional account via SURFconext or your Google or GitHub account. If these do not apply, create an eduID as a proxy for an institutional account with your email address. If you have deposited a dataset in the Data Stations’ predecessor EASY in the past, you will also be able to log into the Data Stations with the credentials from your EASY account.
After logging in to the Data Station, go to ‘Add Data’ and select ‘New Dataset’ to start depositing your dataset.
A small number of metadata fields with which you are asked to describe your dataset are mandatory. However, the more fields you enter, the better your data can be found. All metadata are public. The metadata fields should only contain personal data that is used to account for the dataset. The metadata must not contain personal data of individuals occurring in the research data of your dataset.
- When you deposit a dataset at DANS, a DOI (Digital Object Identifier) will automatically be assigned to the dataset. This is a persistent hyperlink which can be used to reference your dataset. The DOI is reserved when depositing and will become active after publication of the dataset.
- 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.
- Note that all metadata fields have support information available to explain what information is asked for in a specific field. You can read this information by hovering over the question mark next to the field.
- In the section ‘Citation Metadata’, under the metadata field ‘Author’, you can add your ORCID by selecting ORCID as the identifier scheme and then pasting your ORCID number (e.g. 0000-0001-2345-6789) in the Identifier field. The system automatically generates a link in the metadata.
- In the section ‘Citation Metadata’, the metadata field ‘Distributor’ can be used in case of digital re-publication of datasets that were previously published. In these cases the Distributor should be set to the publisher of the original publication.
- In the section ‘Relation Metadata’, you have the option to add the dataset to an existing ‘Collection’. This can be used, for example, to assign all datasets from the same organisation to one collection. The Collection field can subsequently be used as a filter for searching and browsing.
- In the section ‘Relation Metadata’, you can use the ‘Relation or Related Material’ field to 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 Description field, indicate when and where the article is expected to appear. Specify the relation type using one of the qualifiers detailed in this list:
Relation: Use this qualifier if the relation type cannot be described with any of the other available qualifiers.
Conforms to: The current dataset conforms to a particular standard.
Has format: The current dataset is substantially the same as a related resource, but in another format.
Has part: The current dataset includes a related resource.
References: The current dataset references, cites, or otherwise refers to a related resource.
Replaces: The current dataset supplants, displaces, or supersedes a related dataset.
Requires: The current dataset requires a related resource to support its function, delivery, or coherence.
Has version: There exists a related dataset which is a version, edition, or adaptation of the current dataset.
Is format of: There exists a related source that is substantially the same as the current dataset, but in another format.
Is part of: The current dataset is included in a related resource.
Is referenced by: There exists a related resource that references, cites, or otherwise points to the current dataset.
Is replaced by: The current dataset is supplanted, displaced, or superseded by a related dataset.
Is required by: There exists a related resource that requires the current dataset to support its function, delivery, or coherence.
Is version of: The current dataset is a version, edition, or adaptation of a related dataset.
- The Data Station Archaeology features a section for ‘Archaeology-Specific Metadata’. In this section, several metadata fields can be used to add appropriate terms from the Dutch vocabulary ‘archaeological basic register’ (Archeologisch Basisregister, ABR+). When you start typing within these fields, an autocomplete functionality will present you with the standardised terms.
- If possible, include the coordinates of the location where the research was carried out as either a central Spatial Point, or by using the bounding coordinates of a Spatial Box covering the entire area. You can use and specify the Dutch Rijksdriehoekstelsel (RD) or Latitude/Longitude as a reference system. Having coordinates in the metadata makes it possible to have the dataset featured on map displays such as the ARIADNE portal and to search for datasets on the basis of location.
Social Science and Humanities metadata
- For social science and humanities datasets, the Data Station SSH has its own metadata block where extra information about a dataset can be added. There are a number of extra metadata fields and controlled vocabularies which are recommended by the Consortium of European Social Science Data Archives (CESSDA).
- The topic of the data can be described using the European Language Social Science Thesaurus (ELSST) and a list of Topic Classification which were created by CESSDA. To describe the methodological aspects of the data Controlled Vocabularies from the Data Documentation Initiative (DDI) can be used. These allow the inclusion of information around the study design, data collection and analysis of the data.
- More metadata fields, specific to the Humanities, will be added in the future.
Access category and licence
DANS supports Open Science, and encourages depositors to make their data available ‘As Open as Possible, as Closed as Necessary’.
Choosing a licence
When depositing a dataset, it will by default be set to Open Access with the CC0 1.0 licence. You can read more about the licences DANS offers here. In order to select a different licence than CC0 1.0, go to the tab ‘Terms’ after saving your dataset metadata. On this tab, select ‘Edit Terms Requirements’. You will then have the option to select a different licence from a menu of various available user licences. For open access datasets, you can select from the Creative Commons licences and other open licences. For restricted access datasets, the DANS Licence should be selected. The access category and licence apply to the data files of the dataset. The dataset metadata is always freely available.
Some data cannot be made openly available and in this case you can choose to restrict the access to the data. For each individual data file uploaded with the dataset, you can select via ‘File Options’/‘Edit Files’ if access to the file should be Restricted rather than open. You can also edit this setting for several files or for all files at once by using the checkboxes next to the files. After choosing to Restrict Access, you will need to check the box ‘Enable access request’ to allow users to view and download the data with your prior consent.
Please note that it is not possible for a dataset to have some restricted files for which access requests are enabled, as well as other restricted files for which access requests are disabled. Once you enable access requests for even a single restricted file, this option will automatically be set for all restricted files in all versions of the dataset.
If you want to set an embargo on the data, you can indicate this for each individual file via ‘File Options’/’Edit Files’; you can also edit this setting for several files or for all files at once by using the checkboxes next to the files. When the embargo expires, the data will become available under the selected licence. DANS encourages embargo periods of 6 months or less.
You can change the access category, licence and embargo of a published dataset. You can do this by editing the Terms Requirements or by editing 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.
Upload the files
Multiple files can be uploaded in one .zip or .tar (other forms of file compression such as .rar or .7z are not supported by DANS). These compressed files will automatically be extracted during the upload. A large dataset can be divided into multiple .zip or .tar files. Note: .zip files nested in another .zip file are not supported.
If you are trying to upload large files (i.e. larger than 1 GB) and you are experiencing problems, please contact a DANS data manager.
Each user is allowed to deposit up to 50 GB of data for free. If you wish to exceed this amount, please contact DANS. Costs may be calculated for larger data deposits or collections. More information is available here.
Submit the dataset for review
Submit the dataset to DANS using the ‘Submit for Review’ button. You will receive an email with a confirmation that the dataset has been submitted. The email also contains the persistent identifier of your dataset. Note that after you have submitted your dataset, you will no longer be able to change the dataset yourself without creating a new version. If any changes are still required, please contact a data manager at DANS.
If the submission fails, there may be a mandatory field that has not been completed. The system will indicate the missing field. Once you have completed this field, click the ‘Submit for Review’ button again.
Publication by DANS
- The chosen approach for sustainable archiving of data.
- 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.
After publication, your dataset will be available as a first version. If you want to make any changes to the metadata or the content of the dataset, you can do so via the ‘Edit Dataset’ or ‘Upload Files’ buttons. Please remember to submit your changes: the modified version of your dataset will be sent to DANS for curation and publication.
Any subsequent changes to the dataset after publication will result in a new version of the dataset. The PID is retained and the version number is specified in the dataset citation. Changes to the metadata will result in a minor version increment; changes to the files, to the access conditions or to the licence will result in a major version increment. Previous versions will remain visible and accessible in the ‘Version’ tab of the dataset which also contains information about the changes between versions.
© DANS. R.5.3. Version 1.4, May 1, 2023