Research Data Repository

How to store ...

• my MSc thesis
• my PhD thesis
• my journal paper
• Download this manual

Why do we need to archive data?

Since 2013, all data published within the institute is archived for purposes of both verification (safeguarding scientific integrity) and safekeeping of valuable datasets (remote backup). This research data archiving policy has primarily been implemented as a result of the increasing awareness that institutes should always keep copies of original datasets, which can be used in case of doubt of scientific integrity of members of the institute. In addition, safe storage of original data is important to prevent unwanted loss of datasets, for example in case of fire damage, loss or theft of data storage media and archives. Safe storage will also facilitate the future accessibility of data sets after first publication (e.g., Nature News, 2013).

Where is the data stored?

All research data will be safely stored in the GELIFES repository on the central RDMS storage system of the UG per research project per year. Large long-term databases that are used for many projects are stored separately, and can be updated periodically with new contributions if applicable. The relevant version of this database archive should be referred to in subsequent project/publication archives. All archives in the GELIFES repository are included in the automatic (daily) backup schedule of the RDMS servers.

Who has access to the data?

The data archives are only accessible by the institute's data manager. When additions to or corrections of a file are needed, a new version or supplement can be uploaded where the initial version is preserved. Data archives are uploaded by the data manager.

How is a data archive organised?

Data should be archived in a single zipped archive file per publication that includes:

1. The final version of the document
2. All primary (raw) and secondary (processed) data underlying the document. Primary data include a scanned pdf of original data sheets, field books etc. by preference; if this is not possible raw data should be at least included in some electronic way, i.e., in a table, spreadsheet or text file
3. All program code and scripts used to produce the final results such as figures, tables, statistical analyses etc.
4. Relevant metadata: a text file describing the data sources in relation to (corresponding sections of) the document
5. For PhD theses: the above four elements per chapter

Which studies require a data archive?

The following studies must always be archived in GELIFESdata:

1. All publications in a scientific journal or book where GELIFES or a GELIFES group is the work address of the first or equal author (also in case of multiple addresses of the first or equal author)
2. All MSc reports done within GELIFES, supervised by a GELIFES staff member)
3. External MSc reports done at another institute, but with a GELIFES member being responsible for the final grading
4. All PhD theses done within GELIFES, with a GELIFES professor as first promotor
5. All external PhD theses (e.g., done at a KNAW or NWO institute) with a GELIFES professor as first promotor

When should the archive be deposited?

• Regular publications in peer-reviewed scientific journals and book chapters: upon acceptation of the paper
• Data collected in the context of an MSc study: within 1 week after uploading the final report in the FSE thesis repository
• Data collected in the context of a PhD study: within 1 week after uploading the thesis manuscript in Hora Finita

Who is responsible for depositing the data archives?

• MSc students deposit the data with the data manager upon approval of their daily supervisor
• PhD students deposit the data with the data manager when uploading the manuscript of their thesis to Hora Finita
• All staff members (assistant, associate, full professors, postdocs and PhD students) deposit the data with the data manager upon acceptation of a manuscript for publication
• Senior staff members (PIs) ultimately responsible for a project also have the final responsibility for the correct & timely deposit of the PhD projects and the MSc projects that they are supervising