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UQ Research Data Manager

Provides information about how to use the UQ Research Data Manager (UQRDM) to store and manage research data for research projects.

How to set up a project record and request storage?

  Login to the UQRDM: 

Note: HDR students should login to UQRDM with their student ID (e.g. s1234567) if creating a record for their PhD or MPhil project. If the students also have staff account and often use their staff login, they can add their staff account as a "Collaborator".  Explained in step 5. 

Watch this short demonstration video (YouTube,1m42s).


  Select "Create new record" in the menu. 


  Enter the information that is relevant to the project.

Click on the "?" if assistance is required to answer any of the questions. This will open additional information relevant to the question. 

 Note that the short code field (under project information) cannot be changed once the record is saved or submitted.  For information on the difference between project record identifier, short code, storage code, please see Terminology.



  Enter a "UQ lead" if this is different to the "record owner" (the user completing the record). 

For Higher Degree by Research (HDR) projects, the student will be prompted to nominate their UQ principal advisor (as the UQ lead) if the "HDR project" option is selected. Click CHANGE LEAD INVESTIGATOR to find and add the principal advisor.



  Enter any other UQ or external collaborators that you wish to have read/write access to the shared storage for the project.

You should add the collaborator's name and institutional email address, and click on "Add by email". The following collaborators can be added to a record:

- UQ collaborators (staff or students)

- Collaborators from other Australian institutions affiliated with the Australian Access Federation (AAF)

- Collaborators from international institutions that are included within the eduGAIN federation, or Tuakiri federation (NZ institutions)

- Industry partners or collaborators from an institution not included in the AAF, eduGAIN or Tuakiri federations (via LinkedIn login).  

(Refer to the external collaborator login instructions when adding external collaborators). 

You can also choose the collaborators from your previous project records by clicking "Choose from previous collaborators" and selecting from the pop up list.

 Note: any collaborators not authorised for read/write access to the data., should NOT be added here. If you wish to apply  restricted access permissions (e.g. read-only), you should use the share by email/link function available via UQRDM cloud. 


  Enter any relevant grant information or ethics approvals. Click Link grants or Link ethics button. A drop down list of any approved  grants or ethics applications you have will appear. Select all that are relevant. If you have not selected for grants this section will not appear.



   If required, add a Digital Research Notebook.  This is optional. See Digital Research Notebooks for more information.

                8                 If required, add an Impact Tracker project. This is optional. See Impact Tracker for more information.

                9                 Data storage questions 

Your answers to these two questions determine where your project's data is stored. Because of this, your answers cannot be changed once the project is active and storage is allocated. 

Researchers from IMB, QBI, AIBN, & CAI should always select 'mount on HPC facilities'. The exception is when there is human identifiable data. Refer to the Research Institutes page for more information.


                10                Submission process

           Click Request data storage when the project record is complete.  The project record can still be amended by the record owner before final approvals are in place by clicking save draft option.


 Note: For HDR students, storage will not be activated until your supervisor (the Lead Investigator) has approved the project record. 

  Contact for assistance.

How to approve a record?


1. The UQ lead follows the link contained within the email to approve the record. 


2. UQ lead logs in to UQRDM using their own UQ credentials  

3. If required, the UQ lead makes any necessary changes to the record. 

4. Once the UQ lead is happy to approve the record, they click   "Submit and Approve" 

5. If the UQ lead does not wish to approve the record, they may reject (and delete) it by clicking "remove record".  The record will be removed from the creator's (record owner) and the lead's UQRDM dashboard.  A new record can be created.

    Tip: When a record has been submitted pending approval from the Lead Investigator, the Lead investigator does not have to wait for the email, they can immediately login to UQRDM and the project record will appear in the dashboard, pending and waiting for approval. 


Storage is provisioned

Once the UQRDM record is approved and submitted, storage is provisioned. The record owner/UQ lead is emailed once storage has been provisioned with instructions on how to access the storage. Researchers from IMB, QBI, AIBN & CAI should refer to their institute specific instructions.

Any collaborators that have been added to the record will also receive an invitation to join the project, and they must login with their relevant credentials in order to get access to the shared storage.