The following aspects should be considered while you deposit your data.
1. Go to the Data Station
Go to the Data Station aimed at your scientific discipline:
- Data Station Archaeology
- Data Station Social Sciences & Humanities (forthcoming)
- Data Station Life, Health & Medical Sciences (forthcoming)
Until all forthcoming Data Stations are available, you can deposit your data in the EASY archiving system. When the relevant Data Station becomes available, your data will automatically be migrated to the new infrastructure.
2. Log in
3. Start depositing
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 is public. The metadata fields should only contain personal data that is used to account for the dataset. They must not contain personal data of the research subjects in 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.
- 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.
- The Archaeology Data Station features a section for ‘Archaeology-Specific Metadata’. In this section, several metadata fields can be used to add appropriate standardised terms from the Dutch vocabulary ‘archaeological basic register’ (Archeologisch Basisregister, ABR+).
- If possible, include the coordinates of the location where 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 and to search for datasets on the basis of location.
- The metadata field Publisher should be DANS by default for datasets which are newly deposited via DANS. In case of instances of digital re-publication of datasets that were previously published, the Publisher should be set to the publisher of the original publication.
- 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 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.
5. Access category and licence
When depositing a dataset, it will by default be set to Open Access with the CC0 1.0 licence.
In order to select a different licence, 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, including CC BY 4.0.
DANS recommends usage of CC-BY-4.0 as this licence retains the copyright to the dataset, but allows the user to share and edit the dataset. An attribution must be included and the user must indicate whether he has changed the dataset. Alternatively, you can select a different licence to apply other measures regarding the usage of your data.
With Restricted Access, use of the dataset is always subject to the DANS Licence. If your dataset contains personal data, you can only apply Restricted Access to your dataset.
Access conditions apply to the data files of the dataset. The dataset metadata is always freely available.
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 instead. You can also edit this setting for several files or for all files at once by using the checkboxes in front of 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 Access files for which access requests are enabled, as well as other Restricted Access files for which access requests are disabled. Once you enable access requests for even a single Restricted Access file, this option will automatically be set for all Restricted Access 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 in front of the files. An embargo for the entire dataset can also be specified in the ‘Distribution Date’ metadata field.
Changes in licences or access conditions may be freely amended by the depositor or by DANS. In case of changes, the dataset will be versioned and the change is recorded. Depositors that require access restrictions to files in datasets that were previously openly available should contact DANS to ensure that previous versions are also adequately addressed.
6. 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). A large dataset can be divided into multiple .zip or .tar files. Note: .zip files nested in another .zip file are not supported.
You can easily upload files of up to 2 GB. If your files are larger than 2 GB, please contact a DANS data manager.
Each user is allowed to deposit up to 50 GB of data. If you wish to exceed this amount, please contact DANS. Costs may be calculated for larger data deposits, see https://dans.knaw.nl/en/rate-information/. DANS reserves the right to charge the account holder if the limit per account is exceeded.
7. Submit the dataset for review
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 DANS.
If the submission fails, there may be a mandatory field that has not been completed. The system will indicate the field concerned. Once you have completed this field, click submit again.
8. Publication by DANS
DANS checks and processes the dataset and publishes it applying the indicated access category and conditions of use. The persistent identifier is activated and your data will be permanently archived and accessible to others, according to international certification guidelines. The Provenance and data processing document provides more information about how DANS ensures the accessibility and readability of datasets, and the Preservation Plan 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.
After publication, it will no longer be possible to apply changes to the dataset, as it can be used and referenced by other researchers who need to have the guarantee that the source stays the same as it was at the point of reuse. It is possible to create a new version of the dataset, which will keep the same PID. However, should a new version of a dataset be changed to the extent that previously derived results cannot be obtained any longer, the new version should be deposited as a new dataset, which can refer to the previous dataset in the Relation field of the metadata.
© DANS. R.5.3. Version 1.0, June 20, 2022