FAQ for ESRC researchers contributing data to UKDA-store

How do I register with UKDA-store?

First time users must register using federated access management user authentication. 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, instructions on how to register are on the ESDS web site. Select the option to apply for a UK Data Archive username and password. Use those to log in to UKDA-store using federated access management user authentication, selecing the UK Data Archive as institution.

After Login you can register with UKDA-store. You will need to enter details in your profile including your first name, surname and email address. You are also asked for a username. Use your institutional username, or create a different one. This username is only used by UKDA-store to identify you.

I cannot add a new project.

All new projects must be added initially by the Principal Contributor (ESRC award holder). To add a new project you must enter your ESRC award number.

UKDA-store will then retrieve award details from the ESRC Research catalogue, verifying the ESRC award number against the award holder surname. This will prefill the UKDA-store metadata form for your project.

The Principal Contributor (ESRC award holder) can then give permission to other registered users to assist in uploading data or adding publications.

How do I find my ESRC award number?

Your ESRC award number can be found by searching on the ESRC Research catalogue. Make sure to enter the award number exactly (including spaces and hyphens). 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 the ESRC Research catalogue, using the Open Archives Initiative (OAI) protocol.

Can a colleague upload data files for me?

Yes, after the ESRC award holder (Principal Contributor) has created a new project record, access permission to this project can be given to other registered UKDA-store users in the 'Manage Users' section. Contributors can be assigned to a project by selecting the user from the UKDA-store user list, where registered users are listed in alphabetic order of username. Contributors can assist in adding metadata and uploading data, documentation or publications.

How do I edit the metadata record for my project?

ESRC project details will already have been partially pre-filled for you from the ESRC Research catalogue. Additional project details can be completed through the 'Edit Metadata' tab. Some fields are mandatory and are indicated by *. Context-specific help information will appear on the right hand side when selecting a specific metadata field. Make sure to 'Save' changes you make.

How should I prepare my data for self-archiving into UKDA-store?

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

• whether data may 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 regards data ownership
• ensuring that data files are well documented and described so that users can understand and interpret them

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 files
• 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?

In 'Review Status' check both boxes 'Confirm materials are ready for review' and 'Confirm materials are ready for publication' then click on 'Submit'. 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 before they are published.

Who is the 'Principal Contributor'?

This is the principal ESRC award holder. This person can upload data, documentation or publications to a project and delete them too. They can also 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 within the 'Manage Users' section. Contributors or publishers can be assigned to a project by selecting the user from the UKDA-store user list, where registered users are listed in alphabetic order of username. Contributors can assist in uploading any materials onto a project. Publishers can upload publications to a project, also publications resulting from data re-use.

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 and all its data files and publications on UKDA-store by the Principal Contributor, using the 'Manage Access' menu.