Getting Started with Datasets

Owned by Deirdre Kirmis
Last updated: Aug 19, 2022 by Matthew Harp
4 min read

We are so excited that you are considering using the ASU Research Data Repository to publish your research data. 

Please reach out to the Researcher Support Team at any time with any questions you may have.

The first step is getting your data organized and ready for publication. If you need help in getting started with data management and sharing strategy request a consultation from our team. ASU Library reviews every request to ensure the dataset is appropriate for public publication and sharing. Prior to requesting a submission, we recommend having as much of the following information available as possible. Dataverse descriptions can be changed after they are set up so your information can be updated to match any changes in your project after the initial request. The items with an * are required to set up your dataset.

Once you are ready to go, then fill out our Share Your Work form (visible on the top of every repository page) to begin the process. Check out our guidance on how to request a dataset submission for additional information. If you are a first-time submitter, you must log into the repository to create your repository account.

Information we need from you

  • Title for your Dataset* (generally it is the name derived from your project, your organization, or en your name if you will have multiple projects which may result in a dataverse collection of datasets)

  • Author name(s) and email(s)* (At least one must be an ASU affiliate and the principal lead who will assume ownership)

  • ORCID ID* (see ORCID @ ASU for information on getting your ORCID ID)

  • Alternate contact names and emails* such as depositors who are not the primary owner or other contributors

  • Brief project description* (purpose, intended audience, history, research details)

  • Date (tied to description and may include deposit date of publication)

  • The main category (typical answers include Department, Journal, Laboratory, Organization, Researcher, Research Group, Research Project, Teaching Course, or Uncategorized.

  • Subject* (Choose from a predefined list)

  • Estimated Storage Requirements* based on total file size

  • File types* to be stored

  • Specific deadlines* that may be required to be met and the source of those deadlines. (provide month, day, year) - You should submit your data no later than two weeks before any deadlines.

  • Current Metadata Standards that you are following

  • Funder information* (If applicable, who is funding your project? Are there any publisher/author requirements? Provide any applicable grant numbers)

  • Current location of data (there are several ways to get data into Dataverse and we can help you find the easiest path)

  • Related publication* (Full list of publications that use data from the dataset)

  • Related datasets (if applicable)

README text

You will need to provide information on your data so that others can understand it and use it correctly. We provide a basic “README.txt” file template with all data submissions for you to complete. The file facilitates the FAIR Principles and assists in making sure we have the appropriate metadata to connect the research data to you, your funder, journal publisher, and other work. This file includes the location of your manuscript, a brief description of your method, and details about your data. The goal of this information is to give context to your data to those who may not be of your discipline. If you already have existing documentation such as coding sheets and data dictionaries, you can provide them along with the file. 

  • Help text is included in angle brackets < > and can be deleted before saving.

  • If a particular section does not apply to your project just delete or note that it is not applicable.

  • Save the File name in the same fashion as the original but with the Primary Investigator or Authors Name Dataset name.

  • Once your document is complete, save it with the Primary Author name and dataset name and send it back.

For more information on readme documentation as it relates to research data publishing we recommend Cornell’s Guide to writing “readme” style metadata which our template is based on.

Things to keep in mind

Once the request is submitted, it may take 2-3 business days for the Dataverse team to contact you. 

Creating a list of keywords will help make your data more discoverable. However, because your published data will be indexed by the library and third-party search engines, those keywords may be changed to conform with existing metadata standards and schemas. Because you are the expert in your data, we may work with you to determine the best keyword if we cannot find a match.

We highly encourage converting files to open formats. If your data includes proprietary file formats, consider providing versions in an open format to ensure greater accessibility. The Library of Congress provides an excellent resource on recommended file formats: Recommended Formats Statement – Datasets | Resources (Preservation, Library of Congress)

README template