Preparing data for deposit

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"Guidance on preparing and managing data"

Whether depositing large-scale survey data in our curated collection or smaller research collections via our self-deposit system, ReShare, data creators should consult our guidance below on preparing data. Ideally this should be prior to the start of fieldwork or data collection. In additon to the summary points noted here, we also provide comprehensive best practice guidance aimed at individual researchers and research support staff which can be found on our Manage data web pages.

We run a programme of regular training workshops covering key areas of managing and sharing research data. Please also get in touch with us if you would like to discuss any of these issues further.

Data files
Confidential data
Access and licensing

Access and licensing

Every data collection requires a plan for its pathway to access. Planning means of access should take into account all ethical and legal issues. Most data collection organisations have guidance on disclosure control for data, such as local Microdata Release Panels for government departments. These bodies advise on the appropriate level of detail to be included in data and any relevant access level. Obtain legal advice where necessary.

Where possible, categorise your data according to its impact level, which can then be used to determine the most appropriate access conditions. We encourage depositors to consider allowing multiple versions of data under different access conditions according to our data access policy. We can provide access to data under open, safeguarded or controlled licences and conditions.

Before data can be made available to users:

  • choose appropriate access conditions
  • clear any rights permissisons and confirm copyright
  • choose the most approriate licence

Get in touch with our Collections Development team if you have any questions.

Data purchase

Please consult our Collections Development policies and procedures:

The benefits from this advice are for:

  • the data purchaser - to reduce time spent on contractual and legal issues
  • the funder - to ensure a relevant level of accountability and compliance with research data policies. Where possible, compliance includes longer-term curation and management of data purchased using ESRC budgets with the UK Data Service to maximise value for money.

Please contact us if you want to discuss these in more detail.

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