Help - Frequently Asked Questions (FAQ)

Answers to some of our most frequently asked questions are provided here.

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ReShare

Questions about depositing data in the ReShare repository

How do I login/register to ReShare?

When I try to login to ReShare, I am sent to the UK Data Service registration page, although I have already registered, what do I do?

Can a colleague upload data files for me?

How should I prepare my data files for deposit in ReShare?

How do I upload data files?

How do I write a ReadMe file?

How do I compile a data list?

What is essential documentation to upload?

What happens if I only have documentation but no data?

How do I deposit data linked to a data paper in a journal?

Why does my data collection need to be reviewed?

How do I publish my data in ReShare?

How do I manage my data collections in ReShare?

Who can access my data?

How do I find my ESRC grant number?

What is a DOI?

How do I download ReShare data?

How do I request access to data whose access is closed?

When I try to download a data file from ReShare, I am sent to the UK Data Service registration page, although I have already registered, what do I do?

For my research I collected twitter data; can these be deposited with the UK Data Service as evidence for my research and for future re-use?

Is the upload of data files into ReShare secure?

How do I login/register to ReShare?

First time depositors or users of ReShare must first register with the UK Data Service using federated access management user authentication via Registration. Use your UK HE/FE institutional login credentials (institutional username and password), after selecting your institution from the drop-down list.

If you do not have a UK HE/FE institutional username/password, apply for a UK Data Archive username and password. Use those to log in to the ReShare using federated access management user authentication, selecting the UK Data Archive as institution.

After registration you can go and login to the ReShare repository.

When I try to login to ReShare, I am sent to the UK Data Service registration page, although I have already registered, what do I do? 

This can be either when you want to deposit a data collection or want to download a data collection. If you get stuck in a loop from ReShare to the UK Data Service registration page, please close your browser (all tabs), clear your history and cache. Then try to login again. Else, try to use a different browser.

Can a colleague upload data files for me?

Yes, a colleague or research assistant can submit data collection information and upload data files on your behalf, as long as this person has registered with the UK Data Service. If you have already created your data collection and want a colleague to continue editing and uploading files, then please ask us to transfer the ownership of your data collection to your colleague.

How should I prepare my data for deposit in ReShare?

All data and accompanying documentation can be prepared following the instructions in the ReShare help guidance.

Particular attention should be paid to:

  • whether data need to be anonymised
  • whether you have permission to share research data - this may depend on consent and confidentiality agreements
  • whether copyright permission needs to be sought with regard to data ownership
  • ensuring that data files are well documented and described so that users can understand and interpret them
  • creating a ReadMe file for your data collection

How do I upload data files?

After providing descriptive information for your data collection and the people responsible, you can start to upload data and documentation files:

  • browse your hard drive, CD or removable drive for a file or enter a URL from where a data file can be retrieved
  • provide basic file-level metadata and select the appropriate access level and licence
  • related data and documentation resources can be listed with their URL in the 'Related resources' field

How do I write a ReadMe file?

A ReadMe file should contain:

  • a short description for each file of its content
  • any relationships between the data files
  • for tabular data, definitions of column headings and row labels, data codes (including missing data) and measurement units (or embed those in the tabular file)
  • for textual data, a data list of all interviews, focus groups, etc.

An example of a dataset with a good ReadMe file.

How do I compile a data list?

A data list gives a tabular overview of a collection of interview transcripts and/or recordings or other qualitative data items. It typically lists the data items in the collection (e.g. transcripts), some characteristics of the people that were interviewed (gender, age, profession, expertise), the reason they were selected for interview, and when and where the interview took place. It helps re-users of the data collection to easily understand and find relevant transcripts or items within a data collection. An example dataset with a good data list. Further guidance is available.

What is essential documentation to upload?

  • ReadMe file 
  • questionnaire form or data dictionary for survey data
  • interview schedules and questions lists for interview data
  • methods descriptions to understand how your data were collected
  • consent forms and information sheets

What happens if I only have documentation but no data?

For ESRC grants we still encourage the deposit of study materials such as fieldwork method instruments and methods documentation, even if the data cannot be made available. Documentation should be chosen as the material type when uploading these files.

How do I deposit data linked to a data paper in a journal?

Follow our standard procedures to deposit data in ReShare. In addition:

  • indicate that your dataset is linked to a peer-reviewed data paper in the ‘Notes on access’ field, including the journal name
  • once you have deposited your dataset for review we will send you a data citation with unique identifier (DOI) to include in your data paper or data descriptor
  • we will liaise with the data journal to facilitate peer review

Read a blog post about the process.

Why does my data collection need to be reviewed?

Your data will be reviewed by our staff before we publish them, to make sure that they are not disclosive, nor unusable and well documented for future uses.

How do I publish my data in ReShare?

After completing all mandatory metadata fields and uploading your data and documentation files, deposit your collection for review. We will publish your data after they have been reviewed.

How do I manage my data in ReShare?

You can review the status of your data collection on the 'My data' page. Once a data collection has been published and you need to upload further data files, a new version should be created for the data collection. After deposit this is again reviewed before publication.

Who can access my data?

Metadata records and documentation files. As a depositor you can decide the access level for your data files. You set this for each file after uploading the file. Access options are:

  • open data are accessible to any user without registration
  • safeguarded data are accessible only to users registered with the UK Data Service
  • permission access requires specific authorisation from the data owner (depositor) to release the data to a user

How do I find my ESRC award number?

Your ESRC award number can be found by searching in the RCUK Gateway to Research.

What is a DOI?

We give each data collection a persistent identifier in the form of a DataCite Digital Object Identifier (DOI). This DOI uniquely identifies the particular data collection, and ensures that it will remain findable when cited.

How do I download ReShare data?

Access to datasets depends on the access level that the depositor has set for each file. In general documentation files are openly accessible to all users and can be downloaded without registration. For data files three access levels exists:

  • open data are accessible to any user without registration
  • safeguarded data are accessible only to users registered with the UK Data Service; you will automatically be directed to the login / registration page when downloading such file
  • closed access data requires specific authorisation from the data owner (depositor) to release the data to a user; follow these steps to request access:
    1. email the contact person for the data collection to get written permission, explaining how you want to use the data collection
    2. register with the UK Data Service
    3. submit your access request via the UK Data Service helpdesk, including the data collection number
    4. after we contact you please forward the permission email/letter to us
    5. we will send you the data files using the Essex ZendTo service

How do I request access to data that have closed access?

Follow these steps to request access:

  1. email the contact person for the data collection to get written permission, explaining how you want to use the data collection
  2. register with the UK Data Service
  3. submit your access request via the UK Data Service helpdesk, including the data collection number
  4. after we contact you please forward the permission email/letter to us
  5. we will send you the data files using the Essex ZendTo service

When I try to download a data file from ReShare, I am sent to the UK Data Service registration page, although I have already registered, what do I do? 

Please close your browser (all tabs), clear your history and cache. Then try to login again. Else, try to use a different browser.

For my research I collected twitter data; can these be deposited with the UK Data Service as evidence for my research and for future re-use?

We are discussing the permissions to accept such data. For now deposit tweetIDs, userIDs and timestamps, but not the textual tweet content or further details about the person sending the tweet. Detailed information is available in the Preserving Social Media report.

Is the upload of data files into ReShare secure?

Yes, data files are uploaded to ReShare via an HTTPS connection.

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