Research

Depositing data in the University of Bath Research Data Archive

Creating a record in the University of Bath Research Data Archive

The University of Bath Research Data Archive provides a public-facing catalogue of all research data produced by the University. It also acts as a repository for datasets that have not been published by external data archives.

You cannot create a record directly in the University of Bath Research Data Archive. Instead, you should register your dataset in Pure. Once that registration has been validated, the Archive administrators will create a record for you based on the information you provided.

Editing a record in the University of Bath Research Data Archive

When your record becomes available for editing, you will receive an email from the Archive team containing a link to the record. Follow that link and login with your Computing Services username and password in order to view the record. If you lose the link, login to the University of Bath Research Data Archive to see a list of your datasets; simply select the right one from the list. Note that the record is not visible publicly at this point.

Near the top of the record is a "Deposit item" button and a row of tabs. The "Preview" tab is active initially, and the page shows how your record would look with just the information from Pure.

Select the "Details" tab to see a more detailed view of the record. Each section in this view has its own "Edit item" button that takes you to a corresponding editing screen.

Each editing screen has a sequence of buttons at the top which you can use to navigate between sections, without having to return to the detailed record view. For guidance on how to fill out a particular section, see the corresponding section below.

Upload

Although not essential, it is helpful to upload the data files, even if they are not to be made publicly available, as we can then ensure they are preserved in the long-term. This may not be appropriate for very large, or very sensitive data. You should normally at least include details of where the data are, unless this is also sensitive information.

Upload data

Use this section to upload the data files themselves. Most file types are accepted, but note there is a separate section for software source code files. If you have many files to upload, you can upload them in a single zip file and then have the archive unpack it for you.

Once a file has been uploaded, select the plus sign next to its file name to reveal additional properties. Select the "Show options" link to edit them.

Visible to:
You should set this to either "Anyone" to make the data public, or "Staff Only" to restrict access. Other options will become available in the future.
Content:
You can use this to move the file to another section if you accidentally uploaded it to the wrong place.
Document description:
You can add a brief description of the file here. This will help others understand what the file is without having to download it first.
Embargo date:
If you would like to embargo the file until a specific date, please set the visibility to "Staff only" and enter the date on which the file is to be made available publicly.
Licence:
Selecting a licence for the file will help others understand what they are permitted to do with it.

Select "Update Metadata" to save your changes.

Upload code

If your dataset includes computer code or software, you may upload them separately here, with the same options as for data.

Data held outside the archive

If the dataset, or a part of it, is held outside the Archive – for example, in a subject-specific data repository or as non-digital data – use this section to describe how it may be accessed.

Locally held data:
Use this table to describe any parts of the dataset which are held at the University but cannot be accessed online. These may include paper survey forms, very large datasets which are impractical to download, or installations at specific locations. It is important to provide clear information about access to these datasets so that potential users of the data can assess the viability of obtaining access.
Links to data:
If your dataset is stored in an external archive or a copy is presented in a more user-friendly format elsewhere, provide a link to that copy here. If this external store has not committed to keeping your data files available long term, you should still preserve copies of them in the University of Bath Research Data Archive in addition to the links.
Feature video:
If your data are in video format, you should upload a copy of the video file(s) under "Upload data" above. You may find, however, that an external service such as YouTube or Vimeo is more effective at providing streaming access. If so, provide the relevant link here; users will then be able to stream the video from the external service using a player embedded in the Archive record.

Details

For most of the fields in this section, you just need to check the information came through from Pure correctly. The following fields, however, may need your intervention:

People:

Add any missing contact details and affiliations you would like displayed to end-users, particularly if you would like them to be able to contact you directly about the content.

If you acknowledged an organisation in Pure, it will appear under Corporate contributors. You can assign it a role here (e.g. Rights Holder, Sponsor), or copy or move it to the list of Corporate creators to indicate it should appear in the citation.

Funders:
If you did not add a link to a specific project in Pure, this will be blank. If you are funded by a University scholarship, or are completing the research as part of your employment without external funding, please use "University of Bath" as the funder name. If you are a self-funded PhD student, please use "Self-funded".

Documentation

You must provide documentation explaining what the data are and how they were created. The format of this is flexible, but at least one of the following fields must be completed before the dataset can be made available.

Data collection method:
Here you can describe how the data were created or collected. This can be as brief or detailed as you like, although if the methodology is long and complex, you may prefer to upload a formatted version below.
Data processing and preparation activities:
If the data have been cleaned, normalised, aggregated, anonymised or otherwise processed following collection, you can describe the protocols used here. This can help others understand any decisions taken with respect to the final presentation of the data.
Technical details and requirements:
Use this field to describe any specialist equipment or software that you used to collect, process, or view the data, in enough detail that someone could repeat the work. Include details such as version numbers, instrument settings and parameters, model numbers, and so on. This may help defend your data from criticism and make them easier to integrate with related datasets.
Methodology link:
If the methodology is available in an open-access format elsewhere (e.g. you used a standard protocol, or have clearly explained data collection in an article) you can provide a link to the information. If the information is available in several locations, some of which are open and some behind paywalls, provide a link to the open-access version.
File:
For longer methodologies, readme files or existing documentation, you can upload files to the archive. They are displayed separately from data and code files, and provide contextual information about the data to help users understand what the data are and how they were created.

Upload templates

Use this section to upload a template, such as a questionnaire or semi-structured interview guide, you have used to collect data. Note that even if the data are restricted, you can still publish the template. As with uploaded data, you are able to set additional properties for the files once you have uploaded them.

Upload subject-specific metadata

Some areas of research have well-established standards for metadata, such as DDI in the social sciences and SDMX for statistical data. If you have created metadata in a discipline-specific format, you can upload the file here for others in your field to use.

Additional metadata

Time period

If the dataset relates to a certain period, or if the time when it was collected is important, use this section to provide details:

Time period:
Use this field to enter a descriptive period of time such as an historical or geological period (e.g. First World War, Nineteenth Century, Ming Dynasty, Jurassic).
Collection date(s):
Use these fields to specify the period in which the data were collected.
Temporal coverage:
Use these fields to specify the period, usually historical, to which the data relate. For example, if you have assembled a dataset of records that survive from 1940-1950, you would put those dates here and the dates of your fieldwork under Collection date(s).

If you entered dates for temporal coverage in Pure, they will be shown here under temporal coverage also. If they actually relate to the period of collection, please move them to the correct fields.

Geographical locations and coverage

The fields here will show the location information you entered in Pure, if any, to indicate that the data relate to a particular place. You can add more detail here if you choose.

Geographical coverage:
This field allows you to enter a descriptive location (e.g. Bath, New England, Germany, Africa, Mars)
Geospatial point:
If the data were collected at a clearly defined point(s), you can include longitude and latitude references here. Unlike in Pure, you can provide more than one.
Geospatial area:
If the area can be adequately described by a rectangle on a map, provide the bounding longitudes and latitudes here. Unlike in Pure, you can provide more than one of these rectangles.

Lay Summary

Use this to provide a simplified description of your dataset for non-technical readers.

This section is used to determine whether this record or another should be considered the original or "official" version. It should be correctly filled out from the information you supplied in Pure, but if something is not quite right you have the opportunity to change it.

Data publisher:
This is the organisation that is primarily responsible for keeping the data available. If you have deposited your data with an external archive or repository, its name should be given here (e.g. "UK Data Service"). Otherwise it should be "University of Bath".
Date:
This is the date on which the dataset was first made available.
Original data publication URL; DOI:
If you have deposited your dataset with an external archive or repository, give the DOI that the archive registered for it; if no DOI was registered, give a link to their record for it. Otherwise leave both fields blank.

If the data relate to publications, you may provide any links here. If you linked to a publication in Pure, and the publication is live on the Web, the link should appear here.

Subjects

Users of the Archive will use the information you provide here to decide if your dataset is relevant to their needs.

Keywords:
Provide some terms here that people might use when searching for datasets like yours.
Subjects:
Choose the term or terms from the list that best describe the field of study to which the dataset belongs. The list derives from the RCUK Subject Classification. If you would like to see the detailed list of topical areas covered by each term, please consult the full classification (external PDF).

Both keywords and subjects are used by the Archive's search engine. In addition, users of the Archive can browse datasets by subject area.

Planning and access

Access arrangements

Describing access arrangements is essential if the data are not openly downloadable, as this enables potential re-users to assess whether to apply for access. You should also summarise any conditions that must be satisfied for access to be granted (e.g. entering a non-disclosure agreement). This information is published; if the information is confidential, do not enter it here but instead contact the Library Research Data Service, who can add the information to an administrative field for future reference.

The information you provided in Pure about legal and ethical issues will be reproduced here. These fields are not displayed to end-users, but are used by Archive staff.

Further information:
You have more space here than in Pure to explain what access control measures would be appropriate for your dataset, so please expand on any points that need further explanation. This will help with future maintenance of the Archive.

You can attach documents which support the sharing of data in the Archive. Examples might include the wording of the forms used to obtain informed consent for the sharing of personal data, or the text of the licence that permits you to share data belonging to a third party. These documents are usually visible only to Archive staff, and help ensure that data are shared responsibly.

Publishing a record in the University of Bath Research Data Archive

Once you are happy with the record and have uploaded all the data, you will need to deposit the dataset in the Archive. By clicking on the "Deposit Item Now" button you agree to the the full Data Deposit Agreement, and we cannot make datasets available until you have done this. The deposit screen has a summary of the full Agreement.

Once the dataset has been reviewed by the Archive team, the item will be published; please contact the Library Research Data Service if you would like to delay publication of the record (as opposed to the attached files) until a certain date.

The data files will be preserved in our long-term storage facility, and a DOI will be created for the dataset. Please contact us if you need to know the DOI before the metadata are made public.