1. Definitions and terms
Dataset: A collection of files usually associated with a specific research project or publication. It typically contains both Research Data and supporting documentation
Depositor: The person who uploads Research Data to the Repository. For the purposes of this document the Depositor is either the rights holder or has permission to deposit the data on behalf of the rights holder(s)
Metadata: Structured information that describes, locates and facilitates the retrieval, use and preservation of information resources over time
Repository: A system for managing, storing and providing access to digital content, referred to in this document as the Helix Research Data Repository, in this case for Research Data
Research Data: Data that is collected, observed, or created, for purposes of analysis to produce original research results. The word “data” is used throughout this document to refer to Research Data
2. Purpose
The purpose of this Collection Development Policy is to provide guidelines for the acquisition of materials for the Helix Research Data Repository . It defines the scope of the collection, its alignment with the Repository ’s mission and aims, and the criteria used to identify the content the Repository will and will not accept.
3. Scope
The mission of the Helix Research Data Repository is to collect, preserve, and provide access to Research Data generated by research staff and students affiliated with Imperial College London, as outlined in the University’s Research Data Management Policy.
The Repository supports this mission by providing a platform for its researchers to deposit, preserve, and publish their data, while also generating publicly accessible Metadata records to facilitate discoverability and reuse.
By making the University’s Research Data findable and accessible, the Repository aligns with the FAIR principles (Findable, Accessible, Interoperable, and Reusable) and reinforces the University’s commitment to fostering an open research culture and supporting research transparency, reproducibility, and integrity. It also affirms the University’s commitment to the principle that Research Data should be “as open as possible and as closed as necessary”.
4. Eligible content
To be eligible for deposit the data must have been collected or generated during research involving research staff and students affiliated with Imperial College London.
The Dataset must be final, ready for publication and suitable for sharing. Depositors may choose to restrict access to their data either permanently or temporarily provided there are valid reasons (e.g., to protect confidentiality or comply with licensing or contractual agreements). However, they should aim to make the data publicly available with as few restrictions as possible.
The Dataset must meet one of more of these conditions:
- There is a funder policy or regulatory requirement to preserve and share the data
- It is required by the Imperial Research Data Management Policy
- The data supports published or subsequent papers or other research output such as conference paper or thesis
- The data has potential long-term value for use in future research or teaching
- The data have historical value
- The data are unique and difficult to replicate
5. Rejection criteria
Submissions may be rejected if:
- The Dataset lacks sufficient documentation and Metadata to enable understanding and reuse
- The Dataset infringes legal or ethical regulations, including violations of copyright, intellectual property rights, or data protection laws. The Repository currently cannot accept Datasets that contain personal data, as defined under data protection legislation (e.g., UK GDPR), unless explicit consent has been obtained and properly documented
- A more suitable subject or domain Repository exists. In this case, users may be directed to offer their Datasets to these
6. Data formats
The Repository accepts data files in all formats, though Depositors are encouraged to use open or widely used formats where possible.