Submitting data for archiving

Once data are ready to be submitted for archiving, researchers should follow the step-by-step ESDS procedures for depositing data with the UK Data Archive. All data collections are submitted to the Archive. The Archive will transfer environmental data to the Environmental Information Data Centre after processing.

In the first instance, data are offered for archiving by submitting a Data Review Form. On this form researchers briefly describe the data created, with accompanying information and samples. All datasets should be listed on the form, including environmental and modelling data.

This form allows review of the data by the UK Data Archive Acquisitions Review Committee and Relu-DSS before the actual depositing of data. Data standards, format and documentation are considered and the potential long-term re-use value for research and education evaluated. Reviewers also make sure that no ethical or legal restrictions to data sharing exist. Where necessary, problematic issues are discussed with the researchers. A decision is taken whether data can be accepted into the Archive or not. All information and data samples submitted for evaluation are treated in strict confidence and data samples submitted are destroyed afterwards. At this stage Relu-DSS can help with specific advice on which data may need anonymising.

Data that are accepted for archiving are formally deposited:

• complete a data collection deposit form.
  Relu projects can submit a single form for all project data or separate forms per work package or institution, whichever is easiest. Be aware that for some users the deposit form software may not work due to firewall issues. Check early on when completing the form whether information typed in is being saved to the two XML files created. In case of problems a Word version of the form can be requested from Relu-DSS.
• prepare data and documentation.
  Check preferred formats for digital preservation of data (contact Relu-DSS if data are in other formats) and guidelines for anonymisation and documentation.
• complete and sign a Licence Agreement.

Data files, documentation files and deposit form XML files can be sent by email to Relu-DSS; posted on CD-Rom for large files; or transfered via File Transfer Protocol (FTP) for which you can request Relu-DSS to set up an FTP area. The License Agreement should be posted to Acquisitions, UK Data Archive, University of Essex, Wivenhoe Park, Colchester CO4 3SQ.