Please use our institutional account for uploading your data to DANS Easy. You browse to: https://easy.dans.knaw.nl/ui/home, ask data management support for the login: Alice Nikuze: email@example.com or Ana Duarte Bustamante: firstname.lastname@example.org, in order to publish a dataset, DANS needs a number of 'minimum requirements'. They examine de dataset in the following sections before “publishing” (public or restricted).
1. Data: the files that are send.
2. Personal data: only tick the box when the data itself contains personal data. In general you should always anonymize (making the identification of persons impossible, i.e. no personal data any more!) the data before uploading it to DANS. So in theory you always tick the "no" box.
DANS needs to know whether your dataset contains personal data in the sense of the General Data Protection Regulation (GDPR). In the GDPR, personal data are defined as follows: "'Personal data' means any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person."
This includes pseudonymised data but not anonymized data.
Please choose "yes" if your dataset contains personal data other than the personal data to account for the dataset, such as the creator, the rights holder or citations. For instance, this applies when your dataset contains personal data from research subjects. Please choose "no" if your dataset only contains personal data to account for the dataset, such as the creator, the rights holder or citations. This would typically be information that you provide as metadata below.
When you choose "yes", please note:
- The access category for your dataset will be Restricted Access, for which the DANS licence automatically applies.
- Personal data other than the personal data to account for the dataset must not be included in the metadata or in file names of your dataset.
- You and DANS must conclude a processing agreement. DANS will offer you a standard agreement.
3. Metadata: this is the metadata of the project; this part that is filled in as a form in DANS EASY: straightforward. The metadata should be filled in in such a way that the user can get a good general impression of the content of the dataset in a fast way. Not all of the fields are obligatory, but use of as many fields as possible and ‘keywords’ will increase the findability and the clarity your dataset.
4. Supporting data: supporting data is information that is too specific or too detailed for the metadata but, that is needed to make the data understandable to users without previous knowledge of the data set. For example, background information, a description of the research method, the codebook, a notebook and READ ME files. The supporting data must be delivered as files to be added to the data (pdf’s, txt, etc). This will make the data set understandable. They are not able to publish data sets where they encounter problems as variables with no further explanation: e.g. codes of single numbers in a column with no statement of what they represent. Also, the structure of the dataset can be of importance, to clarify which files contain which information.
5. When your files are too big to upload through the web form you can use SURF filesender: https://www.surf.nl/en/surffilesender-send-large-files-securely-and-encrypted. The e-mail address to be used is: email@example.com.
6. After sending the files with SURF Filesender, you can complete your deposit in DANS EASY without making use of the ‘upload files’ part of the deposit module. You can add a notification in the Remarks field of the metadata that the files will be sent to DANS outside of EASY.
7. When you have finished the draft upload please inform the research data steward. So, do not submit it to DANS after you finished the deposit. ITC will check if the affiliation name and the names of the ITC researchers are correctly spelled and make changes if necessary.
ITC will submit it to DANS. After submission, you receive immediately the DOI of your dataset, DANS will do a check on your data and if everything is clear they will officially publish the data with the restrictions you have set for the data.
Under My datasets you will see a list of your datasets including the download history under the Activity log tab. The download history is not available for datasets in the Open access category. If a user has chosen not to be anonymous when downloading datasets, you can also see who downloaded your data.
Instruction video's on how to deposit your data:
In this video Valentijn Gilissen M.A. (DANS Data manager / project leader) explains how to deposit a dataset in EASY, the online archiving system of DANS.
In this video Emilie Kraaikamp (DANS, Advisor for legal affairs) talks about the practical aspects of sharing personal research data.