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 policy is to establish criteria for who is eligible to deposit materials in the Helix Research Data Repository, provide guidelines for submission and outline conditions surrounding access and reuse.
3. Eligible Depositors
Depositors must be affiliated with the University and possess valid credentials.
Eligible Depositors include:
- University staff, postgraduates, postdoctoral researchers and other researchers affiliated with the university
- University staff or individuals associated with the university including Emeritus Professors, Honorary Staff and Visiting Staff
Eligible Depositors can:
- Create Metadata records for Datasets
- Deposit Datasets for long-term preservation and publication
- Define the terms and conditions for others to access and reuse the data by setting access levels and applying licenses
4. Terms and conditions of deposit
Any user who deposits data files into the Repository must accept the Repository’s Data Deposit Agreement.
Key points are summarised below:
- The Depositor is either the rights holder or is authorised by all rights holder(s) of the Dataset to give the University the right to make the Dataset available
- The Dataset does not breach any law nor contain any material of a defamatory or libellous nature
- The Dataset does not infringe the copyright, or any confidentiality rights of a third party
- The Depositor grants the University the non-exclusive right to electronically store, archive, translate, copy, re-arrange or convert the Dataset
- The University accepts no responsibility for mistakes, omissions, or legal infringements within the Dataset
- Submission must comply with the Data Activity Risk-assessment Tool (DART) Codes of Practice
5. Submission Process
Data files may be uploaded via the Repository web interface.
A Dataset must be virus-free and uncorrupted.
A Metadata record must be created for each Dataset deposited. The Metadata record must comply with the guidelines outlined in the Deposit Guidance document.
The required minimum Metadata must be submitted, in accordance with the Deposit Guidance.
Each Dataset must include at least one openly available documentation file. The recommended minimum documentation is a README.txt file that provides a brief description of the Dataset along with contextual information for future users.
Once a Dataset is submitted Repository staff will review the submission before publication.
6. Access and reuse
Each Dataset must have an appropriate access setting: Public, Restricted or Embargoed.
Public: Openly accessible without restriction.
Restricted: Available only to users who request access to the data and are authorised to access the data after approval.
Embargoed: Held under embargo for a fixed period, and made available on an open basis on expiry of the embargo period.
Access levels are set by the Depositor during the submission process.
Depositors are expected to make their data as open as possible, with minimal restrictions. Access restrictions, including embargoes, should only be applied when there is a valid reason to limit access such as filing a patent, awaiting the publication of research findings, protecting confidentiality, or complying with licensing or contractual agreements.
Depositors selecting restricted access are expected to include a copy of any relevant formal documents as part of their submission e.g. a copy of the blank consent form and participant information sheets for data collected from research involving human participants.
The Dataset will be associated with a publicly available Metadata record even if access to the data is restricted.