UKDA-store user guide

Step One: Registration

First time users must register to contribute to UKDA-store using federated access management user authentication. Users without an account should contact the help desk to obtain access.

Step Two: Login

To contribute to UKDA-store, choose Login on the front UKDA-store page.

Step Three: Adding a Project

Only principal contributors (award holders) can initiate a project. Once logged in, enter the ESRC Award Number in the box and click 'Add Project'. Note: enter the award number exactly as shown on ESRC Society Today (including all spaces and hyphens).

Confirm this, by clicking on 'Add Project'. An authentication check will be carried out automatically on the ESRC Award Number (e.g. RES..) and award holder name.

Step Four: Edit the Metadata Record

A metadata record will be presented, which has been partially pre-filled by harvesting information from the ESRC Society Today database.

Complete the empty fields in 'Edit Part 1' and 'Edit Part 2' of the form, some of which are mandatory. There is context sensitive HELP on the right hand side which will appear when you click on the field you require information about. When complete 'Save' the changes.

Step Five: Upload Data and Documentation

The next step is to add data and documentation to the new project record via 'Add Deposit'. This will present a form for uploading files. Note: A 'Deposit' must be added before publications can be uploaded.

1. browse a hard drive, CD or removable drive for a file or enter a URL
2. add a meaningful label
3. select the material type
   • it is recommended that separate zip files are used for materials of each type e.g. data in one zip classified as data from the drop down list and documentation in another zip classified as documentation
   • to create a zip file, right-click a file and then click 'Add to Zip' on the shortcut menu
4. change the name of the copyright holder if required
5. check the box to certify distribution rights to the data
6. click on 'Upload'

Step Six: Adding A Publication

The next step is to add publications (if you have any) to the project record via the 'Add Publications' tab. The 'Add Publications' tab can be found by clicking on 'Project Outputs'. This will present a form for uploading files.

1. browse a hard drive, CD or removable drive for a file or enter a URL
2. add a meaningful label
3. select the material type
   • it is recommended that separate zip files are used for materials of each type e.g. data in one zip classified as data from the drop down list and documentation in another zip classified as documentation
   • to create a zip file, right-click a file and then click 'Add to Zip' on the shortcut menu
4. change the name of the copyright holder if required
5. check the box to certify distribution rights to the data
6. click on 'Upload'

Step Seven: Review Status

The file(s) will now appear in 'Review Status' which is located at the top of the page.

Once the project is ready to be published i.e. all files have been uploaded, check both boxes 'Confirm materials are ready for review' and 'Confirm materials are ready for publication' then click on 'Submit'. If successful, an email from the UKDA Administrator will be sent confirming that project files have been submitted.

The data and documentation will be checked before the project is released for publishing. If successful an email from the UKDA Administrator will be sent confirming that the data has been published.

Any questions? Email: UKDA-store help desk

To browse for a project choose Start Using! or 'Browse Projects' on the UKDA-store front page. A search facility has also been provided on the UKDA-store front page with the option for advanced searching.

Browse through the project list, sorting by title, description or date the record was created. To access the full project details, click on the project title.

From the box on the right hand side a simple search can also be conducted.

From Adv.Search in the top menu bar an advanced search can be conducted on a number of metadata fields.

Search results will return a list of records with title, description, award holder, and the date the record was created. From the Title the project's full metadata record can be viewed.

Data and documentation can be accessed by clicking on the 'Project Outputs' menu, where the projects outputs are listed. The deposit, together with its title, description (if any), contributor/publisher, access conditions and date created are shown.

Where there is a green tick in the 'Access' column, the project files can be opened or downloaded.

Clicking on the file title will bring up the 'Deposited Files' page where the terms of use must be agreed before downloading the data. The data can be downloaded by clicking on either the title or icon.

Some files are not open access, as indicated by a red cross in the 'Access' column.

Access can be requested by clicking on the 'Title' to email the contributor (creator). If the contributor grants permission to access the data an email will be sent with a link to the materials.

A user must have a UKDA-store account and be logged in before access to data can be requested. If not logged in, then go to the login screen by clicking on a 'Title'.

Any questions? Email: UKDA-store help desk