Data collection deposit forms

The information provided on the Data Collection Deposit Form, is used to create the basis of the bibliographic record for the dataset in the ESDS online catalogue.

The catalogue record is important as it:

• is used for retrieval purposes
• gives users enough information to enable them to decide if the data will be suitable for their needs

The Data Collection Deposit Form is a downloadable application. Information about how to download and start using the forms is provided below in the FAQ. Any additional queries should be directed to the Research Data Support Services team at acquisitions@esds.ac.uk, who would also like to receive any comments or suggestions on how to improve services for future releases.

Please note that for some users the deposit form software may not work due to firewall issues. Save the form early on to make sure information entered is being saved to the XML files created. In case of problems a MS Word version of the form should be requested from us.

Frequently asked questions

Technical information:

• What are the system requirements?
• I'm a Mac user, will I be able to access the forms?

Installation:

• How do I install the program?

Create a form:

• How do I get started?
• How do I create a form?
• How can I save and edit the form?
• I need help for some of the sections, where is it and can I print it for future reference?
• How can I view the information prior to submission?
• Can I request paper copies of the forms?
• I've completed the forms, what do I do now?
• How do I find my XML files?

Users will require an internet connection to support the online help pages, in addition to:

• operating systems: Windows NT 4.0; Windows 2000 or later; XP
• CPU: Celeron 500 MHz; Pentium III 650 MHz or higher
• main memory: 128 MB RAM or bigger
• free hard disk space: 20 MB or bigger
• browser: Internet Explorer from version 5.5; Netscape Navigator from version 7 or later
• monitor resolution: 1024*768 or higher

Currently this application is unable to run on Mac machines.

Contact the Research Data Management Support Services team at acquisitions@esds.ac.uk for advice.

• make sure your computer meets the requirements of the program
• download the program (see Data collection deposit form disclaimer)
• unzip the file
• locate the setup.exe file - double-clicking on this file should start the installation for the program

An alternative method of starting the installation:

• click Start and Run
• in the Run window type x:\setup where x is the letter of the drive you wish to start the installation from

To uninstall the program:

• view the list of currently installed programs by clicking Start, Settings, Control Panel and double click Add/Remove programs
• select the program within the list, highlight it and click the Add/Remove or uninstall option or button

How do I get started?

The forms are accessible from the start menu, program directory look for ESDS or, by using the ESDS icon situated on the desktop.

Click on 'create a new form' and name the file according to your preferences. We recommend selecting a filename that is both relevant to the data collection and easily remembered/recognised for editing by yourself and/or others associated with the research project.

Complete Steps 1, 2 and 3.

Whilst entering details onto the system, it is crucial that you click the save button before moving to another element of the form. If you do not, you will be unable to move onto the next element and you will see that the form has become greyed out and effectively blocked. To rectify this, simply save the last element you were working on.

A number of the fields are mandatory elements and you will be prevented from submitting the form unless all have been completed. A reminder message will appear, indicating the elements that need to be completed.

To save the form and input data, click on the save button, then click on the exit button to close the application.

Depositors can re-access previously completed versions of the form by selecting the 'open saved form' button and choosing the filename you have assigned, opened and saved previously.

Each section of the form has a help link at the top right hand corner of the screen. This provides web-based information and guidance for each element of the form. It can also be printed for future reference.

At any stage you can review the information entered by selecting the preview button, located at the top of the screen.

No. We have not prepared paper copies of the form, preferring to encourage depositors to complete the forms electronically. The forms have been designed in response to depositor feedback and we are confident that the electronic presentation will considerably ease the whole process. If you are experiencing difficulties downloading or completing the forms, contact the Research Data Management Support Services team in the first instance:

We recommend that you check the information by viewing the details and using the preview input data button. If all elements have been completed and saved the two xml files can be sent via email to: acquisitions@esds.ac.uk. Then package the data, documentation and any hard copy documents together with the licence agreement (which must be completed and returned as hard copy), and send to:

When you create a new form you will be asked to name your files and will be presented with a 'Save as' window that then specifies the directory where the XML files will be saved. On some computers the XML files are by default saved to 'My documents'. However if a computer is set up in a network whereby all files are by default saved to a particular folder on a server (e.g. in Program Files), then you will find those files in that location.