
Research Data York
Talk to the Open Research team when ...
At data deposit
Record information (metadata) about your dataset in PURE and upload your data files.
- Log in to PURE
- Click the + Add content button and click Dataset in the left-hand menu to open a new dataset record template.
- Complete all relevant metadata fields in the template following the guidance in the PURE User Guide for recording and depositing research datasets in PURE (York wiki)
- Upload all relevant data and documentation files and set the required visibility, licence and access options.
- Set the status of the record to Entry completed by User and save the record.
Postgraduate researchers do not have PURE accounts and should therefore ask their supervisor or a York co-author to add a dataset record on their behalf.
After data deposit
Library staff will review the metadata you have provided, to ensure that secondary users will be able to understand the dataset. If it complies with minimum metadata requirements, a Digital Object Identifier (DOI) will be minted and the record validated.
- Read more about Digital Object Identifiers (DataCite)
After validation
The dataset record and data is discoverable through the York Research Database, subject to any applied embargo or access restrictions.
FAQs
Which data repository should I choose?
Some funders will require data deposit in specific data repositories. For example, ESRC grant holders should offer their data to the UK Data Service, while NERC grant holders should offer their data to the most appropriate NERC data centre. Check your funder’s data policy.
Otherwise, it is up to you to choose the most appropriate repository for your data - typically a recognised data repository for your discipline if one exists. re3data.org can help you find 'trustworthy' data repositories that meet a minimum standard.
What research data can I deposit with Research Data York?
Research Data York is intended for research data underpinning published research or which is otherwise of value.
Research Data York is not intended for:
- research data still in active use by research projects (live data)
- research data created exclusively outside of the University of York
- research data that is confidential or sensitive
- closed research data, i.e. data that it’s not possible to share
- research data that is already deposited elsewhere, e.g. in another data repository or archive
- everything you have.
How is data deposited with Research Data York shared?
By default, research data deposited with Research Data York is made openly available to anyone under a CC BY licence. A CC BY licence allows datasets to be reused for any purpose under the condition that users cite the data they have reused, maximising the impact of shared research data and the potential number of citations.
The public facing portal (The York Research Database) allows these datasets to be searched and downloaded.
- Example dataset: Dataset for "Strong anthropogenic control of Isoprene SOA"
Do I need to share research data underpinning my PhD thesis?
Postgraduate researchers are encouraged to share research data from their PhD research, on the condition that:
- the research process is not damaged by premature and/or inappropriate release of research data
- the research data has been generated in accordance with the University’s research policies and codes of practice, and in accordance with the policies of research funders
If you are in receipt of external funding, your funder may require you to make your research data available once the project has ended - as long as there are no ethical or legal reasons that prohibit data sharing. Check your funder’s data policy.
In general, it is advised that supervisors are always consulted before any research data underpinning PhD research is shared.
I am a postgraduate researcher, can I deposit datasets via Research Data York?
Postgraduate researchers may deposit datasets (for reuse) via Research Data York. Postgraduate researchers do not have PURE accounts, so you will need to ask your supervisor (or a York co-author) to add a dataset record and upload your dataset(s) to PURE on your behalf.
If you intend to deposit with Research Data York, you and your supervisor must check the terms of service to ensure you can meet your responsibilities, i.e. that you won’t deposit data that should not be shared, and that you understand how the data will be handled and curated.
If you are - collecting data from research participants; using material still under copyright; extracting data from commercial databases; obtaining data under licence; collecting data from archives for personal research purposes only; using commercially sensitive data; using confidential data (e.g. NHS data) - you may not be able to archive data for reuse by others. Contact the Open Research team for further assistance.
Can I apply an embargo period to research data deposited with Research Data York?
You can apply an embargo period to the research data you deposit with Research Data York. Follow the guidance in the PURE User Guide on research data that requires an embargo.
If you are in receipt of external funding, you should check your funder’s data policy. Funders may have different rules on when datasets have to be made available. If you are unsure, you should contact your funder directly.
Can I restrict access to research data deposited with Research Data York?
If you plan to deposit data with Research Data York and you have identified reasons to restrict access, you must discuss your plans with the Open Research team early in the research process, and at least 30 working days before any deadline. We will need to ascertain if Research Data York is a suitable home for your data and may advise deposit in a secure data repository.
How does Research Data York handle restricted access datasets?
When a request for access is received by Research Data York, it is sent on to the named contact (typically the data creator in the case of staff members) for a decision on access. Responsibility is transferred to the Head of Department or ethics committee when a named contact has left the University. The individual will consider:
Can I deposit research data I have obtained from people with Research Data York?
You may be able to deposit and share the research data you have obtained from people with Research Data York, on the condition that the data is effectively anonymised and you can meet the specific requirements listed for the deposit of effectively anonymised data.
You must also discuss your plans with the Open Research team early in the research process and long before you come to deposit such data with Research Data York.
Please note: The requirements for effectively anonymised data cannot be met by postgraduate researchers (PGRs). As such, Research Data York is not an option for postgraduate researchers with (once) sensitive data. Contact the Open Research team for guidance on data repository options.
I have research data that needs to be retained but it cannot be shared. Can I deposit it with Research Data York?
Research Data York is not intended for closed research data, i.e. data that it’s not possible to share. In these cases, you should contact IT Services for advice on data storage options.
Can I deposit native Google files (e.g. Google Docs and Google Sheets) with Research Data York?
Native Google files (e.g. Google Docs and Google Sheets) will need to be downloaded into different file formats before deposit with Research Data York. You should ensure that the file format chosen adequately and accurately captures the content of the item, e.g. that calculated values in spreadsheets are retained or comments within documents captured.
How do I upload big data files to Research Data York?
You can upload your data files (unless files are sensitive/personal) in PURE. Multiple files can be packaged (e.g. into a .zip, .tar, .rar file) before upload. The upload limit in PURE is 5GB per file and your dataset should not exceed 20GB in total. We recommend using Google Chrome when uploading files as other browsers have upload restrictions.
Research Data York may not be able to accommodate large datasets. If you plan to deposit data with Research Data York and your dataset is large (i.e. over 20GB) you must discuss this with the Open Research team early in the research process, and at least 30 working days before any deadline. When a large dataset can be accommodated, we will help you to transfer the data outside of PURE.
How do I get the link to data I deposited with Research Data York?
Library staff will review the dataset record you have created in PURE and if the metadata complies with minimum metadata requirements, a Digital Object Identifier (DOI) will be sent to you and the record validated. You will be able to add the DOI to your publication data access statements.
How should I cite my data deposited with Research Data York?
If your research data will support published research findings you must add a data access statement to your publication, to link the publication to your data. This is good scholarly practice and is also a requirement of many funders and the University. You may wish to use something along the lines of:
The data supporting this research is openly available from the University of York data repository at [insert DOI]
The following convention can be used if you or someone else refers to your data elsewhere:
Authors [creators of the data]. Publication Year. Dataset Title [format and/or medium]. Publisher/Repository. DOI/Link to data.
I have deposited my research data in an external data repository, what else do I need to do?
If you have deposited your dataset(s) in an external data repository, all the University requires is a dataset record in PURE (the University's Research Information System).