University of Bath

Registering datasets in Pure

How to register your dataset in Pure, for letting the University know about the research data you have produced.

Creating a record in Pure

You need to register any datasets that you want to retain beyond the end of your project.

When you register a dataset in Pure, you are creating an internal record. This record will not be visible externally, but is used for administration purposes.

You cannot upload data at the registration stage. There is a separate guide for depositing data in the University of Bath Research Data Archive once your dataset has been registered.

To begin the registration process, login to Pure. Select 'Add New', and choose 'Datasets' from the menu on the left-hand side.

A new form will pop up for you to enter the details of your dataset. You can save your work on the record at any time using the 'Save' button at the bottom of the form. Use the 'Status' selector to indicate what should happen next:

  • choose 'Entry in progress' if you are still working on the record and want to complete it later

  • choose 'For validation' to send the record to be reviewed by an Archive administrator

Once you have completed the registration, we will invite you to complete a public facing record in the Research Data Archive. If you need the information in the record to remain permanently confidential, you can let us know in the 'Visibility' section.

Filling in the fields of the template

Use this information to help you fill out the template in Pure:

Details

This section collects basic information about the dataset. The information you provide here will help you and others find the record again in Pure and other systems.

Title

Provide a name for your dataset that would make sense to someone searching for data, for example 'Dataset for [journal article name]'

Description

Describe your dataset so another researcher could decide if it was relevant to their research. Note, you will have an opportunity to provide a lay summary and detailed documentation when you edit the public facing record, so you do not have to provide them here.

Temporal coverage

If your dataset has a defined period of coverage (for example it includes animal records from 1850-1905), enter the date range here. If the situation is more complex, you can provide dates in a more flexible form when you edit the public-facing record.

Collection date(s)

Provide the start and end date of the period in which you collected the data (for example, when you conducted fieldwork or ran the experiment).

Geographical location

The information you provide here enables your dataset to come up in searches for data about a particular place. You should leave it blank, however, if the information reveals the location of vulnerable groups (for example, endangered species), or if location is not relevant.

Geographical coverage

If the area would be best described in words, provide that information here.

Geospatial point

If the data were collected at a specific point, select 'Point' and enter the longitude and latitude separated by a comma.

Geospatial area

If the area can be adequately described by a rectangle on a map, select 'Area'. Enter the longitude and latitude of the southwest corner, then those of the northeast corner, with the elements separated by spaces, for example '51.33919 -2.63887 51.50426 -2.31202'.

People

This section collects information about the people or organisations responsible for the dataset. Select either 'Add person' or 'Add organisational unit'.

For each person you add, you will asked to provide two additional pieces of information:

Role

Use 'Creator' to include that person's name in the citation for the dataset. Use another role (for example, 'Data Collector', 'Project Leader', 'Rights Holder'), to acknowledge that person's contribution without including them in the citation. You can add the same person multiple times if they had several roles, or if you want to ensure they are cited and specify their role.

Affiliation on the dataset

This refers to the person's affiliation at the time the dataset was created. This should be provided automatically by the system, but you may need to change it if the person has since moved to a different department.

It is not currently possible to specify the role an organisation played regarding a dataset in Pure. However, you can add this information to the public-facing record.

Dataset managed by

In this section, the system should have identified the department responsible for the dataset as the 'Managing organisational unit'. If the automatic setting is incorrect, select 'Change organisation' and change it to the appropriate department.

Data availability

This section collects information about where the data will be kept long term, and from when it will be available.

Publisher

If you have deposited your data with an external repository, or plan to do so, select 'Change publisher' and provide the repository name. Otherwise, leave it as the default setting of 'University of Bath'.

Digital Object Identifier (DOI)

If your dataset already has a DOI, include it here; otherwise leave it blank. We can create a DOI for you in the University of Bath Research Data Archive.

Locally held data

If you have non-digital or other local data which cannot be uploaded to the Archive, please describe what they are, where they will be kept, how they may be accessed, and the medium on which they are recorded (for example, paper).

Links

You can provide links to secondary versions of the dataset, such as copies on a project website or in another repository, or to closely related resources.

Publication date

For open or embargoed data, this refers to the year in which the dataset will be made available for download. For entirely restricted datasets, this refers to the year in which the public-facing record will be published. You can provide a month or day, but do not need to.

Ignore the following section labelled 'Do not use'.

Access contact details

The 'Access contact details' section allows you to specify who is the main 'Contact person' for the dataset. This must be one of the people listed as a 'Creator' in the 'People' section. If you leave it blank, we will assume the first named 'Creator' is the main contact.

Legal/ethical

You must tell us in this section about any data protection, ethical, commercial or sensitivity issues your dataset has. If you are unsure, contact the Library Research Data Service for advice before saving your item for validation.

Data protection

Tick this box if your dataset contains personal data, and provide details including whether you have gained consent for data sharing, and if so under what terms. You do not need to tick this box if you have anonymised the data. Consult the guidance on data protection for more information.

Ethical approval

Tick this box if the research required ethical approval. Under 'Please give details', reflect on whether this affects your ability to share the data.

Commercial constraints

Tick this box if commercial considerations constrain your ability to share data, and describe those constraints in the text box that appears. Such constraints can include an embargo to allow time for commercialisation; consult the guidance on commercialising your research for more information. If you have been working with a commercial partner, the constraints should be clear from the collaboration agreements.

Sensitive

Tick this box if your dataset contains material which may be considered sensitive for any reason not already covered (for example, it could be used to identify the location of an endangered species). Under 'Please give details', describe the nature of this sensitivity and what access restrictions should be put in place for the dataset or the dataset record.

Relations to other content

The information in this section puts the dataset into context with other records held by Pure. You must link the dataset to the project that generated it, if applicable, using the 'Project' button provided.

You can use the other buttons to link the dataset to other things, such as the publications that make use of the data.

Visibility

The 'Visibility' section determines whether a public-facing record is generated. If you have indicated in the 'Legal/ethical' section that the dataset is so sensitive even the record describing it cannot be made public, change this setting to 'Confidential – restricted to associated users and editors'; the record will then remain in Pure only. Otherwise, leave in place the default setting of 'Public – no restriction'.

Next steps

Once the administrators have created a public-facing record for your dataset in the University of Bath Research Data Archive, you will receive an email from them letting you know that it is available to edit.