Research Data York

The Research Data York service enables University of York researchers to store their research data for the long-term, so that it remains accessible for the researchers involved, and where appropriate for others.

Archiving research data

At the University of York archiving research data is a four-step process:

Step 1. Select which data to archive

  • Check the data retention (and sharing) requirements of the University1, your funder2 and/or your publisher.

Step 2. Decide whether and on what terms your data will be made available

  • Decide whether the data can be made available immediately or after an embargo period
  • Decide whether the data can be made openly available to all, should be restricted or closed
  • Assign an appropriate licence to the data, so that it is clear to others what they are allowed to do with it. Your repository service or data centre can advise on available options.

Step 3. Either submit the data to an appropriate repository or data archive3, or choose to transfer it to the University Research Data York service

Step 4. Record the dataset in PURE4, the University's current research information system.

You should also consider archiving your non-digital data.

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Using Research Data York to archive data

1. Check the Process for transferring research data to Research Data York information, to ensure you can meet your responsibilities before data transfer and that you understand how the data will be handled/curated.

2. Record the dataset in PURE; this will trigger library staff to:

  • check the information you have provided, to ensure that secondary users will be able to understand the dataset
  • contact you, to find out if you have a home for your dataset (a funder/subject/publisher repository) or if you need Research Data York to store the data for the long-term.

Research Data York will store the data (physical or digital) for the longer term, manage requests to access those data and ensure that data remain unchanged. Unless you tell us we'll presume that your data is openly available for others to use and we will assign a CC BY licence to it.

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Restricting access to data

Most funders require research data to "be made openly available with as few restrictions as possible". In practice your ability to make data openly available for reuse by others may be limited by legal, ethical, contractual or commercial considerations. In some cases you may not be able to share your data at all. This approach can be summarised as "as open as possible, as closed as necessary". For more information see our Restricting access to data web page.

If you are unsure as to whether you could or should make your data openly available, please contact the Library's Research Support Team before you publish your data.


1 University RDM Policy. Retention, for a minimum of 10 years, and sharing (where possible) of research data which either (a) underpins published results, eg in an academic journal article, chapter in a book or conference, and/or (b) have long-term value.

2 Sherpa/JULIET can help identify research funders’ data archiving requirements and guidelines, and includes links to funders' data policies.

3 Check your funder’s data policy as some funders stipulate where the data should be deposited (eg "NERC-funded scientists must make their data openly available within two years of collection and deposit it in a NERC data centre for long term preservation").

4 Guidance on Recording dataset in PURE. If you don't have an account on PURE, PhD students don't but research staff in general do, your supervisor or co-author can add the dataset record on your behalf.