FAQ for ESRC researchers contributing to UKDA-store

How do I register with UKDA-store?

First time users must register using federated access management user authentication. If you do not have an UK HE/FE username and password, please Contact ESDS to obtain access. You can then register with UKDA-store. You will need to enter details in your profile including your first name and second name.

Can I create a new record?

All new records must be created by the Principal Contributor (award holder). To create a new record you must:

• enter your ESRC award number/project title for non-ESRC awards
• complete the metadata form
• upload data and documentation

How do I find my ESRC award number?

Your ESRC award number can be found by searching on ESRC Society Today. Your surname and award number are used to verify that you are the research award holder.

How did you get my research award information?

Information about your research project is harvested by UKDA-store from ESRC Society Today.

How do I edit the metadata record for my project?

ESRC project details will have already partially been pre-filled for you from the ESRC Society Today database. Additional project details can be completed through the 'Edit Metadata' tab. Some fields are mandatory and are indicated by *.

How should I prepare my data for self-archiving?

All data and accompanying documentation should be prepared following the UKDA's guidance on how to manage and share data.

How do I add data?

• once your metadata record is completed and submitted and no yellow boxes remain, you can start to upload data and documentation
• browse your hard drive, CD or removable drive for a file or enter a URL
• select the material type - if you have a zip with many data or documentation types we recommend you upload materials of the same type in each zip e.g. data in one zip (classified as data) and all documentation in one zip (classified as documentation)
• enter the name of the copyright holder
• check the box to certify that you have the right to distribute the data

What does 'material type' mean when I am uploading materials?

This enables you to classify (label) the file you are uploading as either data or documentation and whether or not it is a sample or the final version - we recommend you upload materials of the same type in each zip e.g, data in one zip (classified as data) and all doc in one zip (classified as documentation)

What happens if I only have documentation but no data?

We encourage the deposit of study materials such as fieldwork method instruments even if the data cannot be made available - documentation should be chosen as the material type when uploading these files

How do I publish my project data in UKDA-store

You need to complete 'Review Outputs', ticking the two boxes 'Materials ready for review' and 'Materials ready for publication'. Your data will then be checked by ESDS staff before it is published.

How do I manage my data in UKDA-store?

You can review the status of your project and any data, documentation or publications under 'Review Outputs'. All of your projects are also listed under 'Review Status'.

Any new files you upload will need to be submitted via the system for review by ESDS.

Who is the 'Principal Contributor'?

This is the principal ESRC award holder. They can upload data, documentation or publications to a project and delete them too. They can give permission to others to contribute data or add publications.

How do I allow others to add to my project?

Registered users can be given access to a project by the Principal Contributor. Other researchers can then assist in uploading materials onto a project and also allow other users to add their own secondary publications to a project.

To manage access you must choose a user from the list in 'Manage Users' and decide on the level of access required.

Who is a 'Contributor'?

A contributor is someone who has been granted contributing rights by the Principal Contributor via the email request form. If given permission they will be able to add data, documentation or publications relating to an existing data deposit in UKDA-store. An example, would be a co-investigator or research officer on a project.

Who is a 'Publisher'?

A publisher is someone who has been granted publishing rights by the principal contributor via the email request form. If given permission they will be able to add a publication relating to a data deposit in UKDA-store. Publishers can add, or remove, their own publications to, or from, a research project. Only contributors can upload data, documentation or publications to a project.

How can I upload a publication?

Publications can be uploaded under 'Add Publication'. To do this:

• browse your hard drive, CD or removable drive for a file or enter a URL
• add a title
• add the name of the copyright holder
• complete the box to certify that you have the right to distribute the materials

Who is a permitted user?

A permitted user has been given permission to access a project on UKDA-store by the Principal Contributor, using the 'Manage Access' menu.