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Data Deposit Checklist

Follow this simple checklist before depositing your dataset

Prepare the dataset for sharing and publishing

  1. Are you authorised, or have the rights, to publish and share this dataset? Are you the owner of the dataset?
     
  2. Does the dataset arise from University of Queensland research (including projects conducted in collaboration with other institutions/partners)? Only research data from UQ researchers can be published in eSpace.
     
  3. Is the dataset or code stored in UQRDM? You can publish directly from UQRDM. Ensure that the files are the final versions ready for sharing and publishing.
  4. Do you have sensitive data? Ensure that you have de-identified and anonymised where needed and have appropriate informed consent from participants to share the dataset. Any data or code that could be sensitive or reidentify participants should only be published as ‘mediated access’, and shared under appropriate conditions.
     
  5. Does your data pertain to, or include data relating to, Indigenous people or knowledge? Ensure you have consulted with the owners of the knowledge/data, received appropriate permissions, and use culturally appropriate knowledge labels and licenses.
     
  6. Does any part of the data concern a pending patent,  or is it commercially sensitive? If there is, at a minimum, special treatment of the data will be required, otherwise consider publishing it later. If you believe the data is commercially exploitable you may need to contact Uniquest.
  7. Does your dataset include data sourced from, or generated by, a third party? 
    • Check for any restrictions on the sharing and reuse of that data and seek permission from the third party to publish it under the license you are selecting. 
    • Ensure that any reused or third party data is appropriately cited in the metadata or a Readme file.
  8. Have you prepared supporting documentation to upload alongside the data files? Readme files, data dictionaries, protocols, consent forms, instrument settings, and other contextual supporting information can reduce misinterpretation of your data. Consider publishing code, software, algorithms alongside your research data.
     
  9. Have you used file formats that are open and support long-term access to the data? Consider converting the files to an open, non-proprietary format where possible. This will enable users to access and use your data more readily.
     
  10. Have you checked all files for errors, missing data, values formatted correctly, variables labelled correctly using community (metadata) standards or schemas?
     
  11. Does the dataset underpin your publication? If it does, ensure the dataset contains all the information needed to support the conclusions, justify any quantitative statements and reuse the data effectively. Essential descriptive metadata can be added to your UQRDM project record.
    • Provide links or citations to any related publications or research outputs.
    • Write your Data Availability Statement for submission to your journal. Prepare to add the citation for your dataset to the references in your publication.
  12. Consider the size and complexity of your dataset. Large datasets could be difficult for users to download. Do not zip the files, instead, include the size of the dataset in the metadata. Include a readme.txt file which explains the structure of your data to assist users.

Publish the data

If you have answered all of these questions you are ready to deposit your dataset. Continue to your UQRDM project record, and use the Dataset function. Or manually add a record directly in UQ eSpace, and add any links to datasets published elsewhere.