Research Data Repository in the Knowledge Base
Research Data Repository in the Knowledge Base
Access to the repository:
About the Repository
The Research Data Repository in the Knowledge Base serves as the institutional repository of the University of Gdańsk. The research data repository is designed for collecting, storing, and publicly sharing research data that has been generated, collected, or described for the purpose of a given project or research activity conducted by the staff, doctoral students, and students of the University of Gdańsk.
The main objective of the Research Data Repository Module is to provide researchers with the opportunity to deposit research data in the university’s Knowledge Base in accordance with the requirements of major research funding institutions, primarily the National Science Centre (NCN). The research data repository complies with the 5-star Open Data and FAIR Data principles, integrates with DataCite, and is indexed by OpenAIRE. The repository is also registered in the OpenDOAR and Re3Data databases.
The repository can store and share research data from all scientific disciplines. Research data can be deposited either in an Open Access model or in restricted access, visible only to logged-in users of the Knowledge Base.
Functional Capabilities of the Research Data Repository:
- Assigning permanent, unique DOI identifiers
- Versioning
- Dataset verification by data stewards
Mission of the Research Data Repository
The mission of the Research Data Repository at the University of Gdańsk is to support open science by ensuring long-term access to research data in accordance with the FAIR (Findable, Accessible, Interoperable, Reusable) principles and the 5-star Open Data standards. The repository enables the storage, sharing, and reuse of research data in compliance with best scientific practices and the requirements of research funding institutions.
The repository aims to:
- Facilitate the deposition and archiving of research data by researchers, doctoral students, and students of the University of Gdańsk,
- Support transparency and reproducibility of research by providing access to well-documented datasets,
- Increase the visibility and impact of scientific research conducted at the University of Gdańsk by integrating with international research data indexing systems,
- Promote open access to data in line with Open Science policies and the requirements of the National Science Centre (NCN) and other funding institutions,
- Provide tools for effective research data management, including the assignment of unique DOI identifiers, versioning, and dataset verification by data stewards.
Through the Research Data Repository, the University of Gdańsk actively participates in the development of open science, fostering innovation, research collaboration, and ethical and responsible research data management.
How to Use the Repository
The repository allows depositing research data files in all formats, with a recommendation to use open formats. The maximum file size is 50 MB. For larger datasets, we recommend using another repository, such as the UG institutional collection in Repod.
- Registration and Login:
- Employees, doctoral students, and students of the University of Gdańsk can use the repository without the need for registration.
- Logging into the repository is done via the UG Central Login Point.
- Browsing Resources:
- Upon entering the repository website, users can freely browse available resources without registration or login.
- Downloading Data:
- All openly available resources can be downloaded without logging in.
- Resources shared under restricted access can only be downloaded by logged-in Knowledge Base users.
- Depositing Data:
- Research data can be deposited after logging into the Knowledge Base.
- To deposit research data, select the "Add achievement/publication" button in the author's profile and fill in the submission form, providing a detailed description of the data and adding files.
- Setting an Embargo:
- Data availability can be delayed by setting an embargo. The embargo is set during the data deposit process by selecting the publication date in the file editing section.
- Publishing Resources:
- After filling in the form and adding files, the author approves the "Depositor’s Statement" (see Depositor’s Statement link) and submits the dataset for verification.
- The dataset is verified by repository editors/data stewards.
- The editor/data steward assigns a permanent DOI identifier to the dataset.
- If verification is successful, the data will be published and made available to all users.
- Citing Data:
- Each data record includes a button for citing the dataset in the chosen citation style (10 different styles available).
- Contact with Repository Editors/Data Stewards:
- Repository editors, acting as data stewards, verify the accuracy of the descriptions, suggest corrections if necessary, and ultimately approve and publish the dataset.
- For technical issues or questions regarding the repository, contact the Research Data Management and Open Science Section of the University of Gdańsk Library.
- Link to research data deposition instructions:
Dataset Verification Procedure
- After submitting and describing research data in the repository, the user sends it for verification.
- Verification is carried out by a repository editor/data steward.
- The verification process includes checking the following elements:
- Accuracy of the structure and content of metadata.
- Consistency and linguistic correctness of metadata.
- Data formats, including the presence of open formats.
- Clarity of documentation (e.g., absence of unexplained abbreviations unintelligible to non-participants of the research).
- Accuracy of tabular data intended for automatic analysis.
- If no errors are found, the repository editor publishes the dataset.
- If errors are detected, the repository editor either corrects minor, obvious issues or returns the dataset for revision, providing information on which elements require modification.
- Data steward comments are visible in the dedicated "Notes" tab in the dataset record or are sent directly to the author via email.
- After corrections are made, the author resubmits the dataset for verification. If no further errors are found, the data steward publishes the dataset.
Recommendations for Research Data Depositors
- Minimum Description Requirements:
- All creators must be listed in order of their contribution to the dataset.
- Title in English (different from the title of any related publication).
- At least three keywords in English.
- Abstract – A description of the dataset in English.
- Data must be described and documented to ensure understandability for others (explanation of abbreviations, column headers, context, and data creation methods).
- For open data, files should be assigned a CC license.
- Recommended Practices:
- Specify the language of research data.
- Describe the methodology.
- Use open file formats:
- TXT, JSON, XML for plain text data.
- TIFF, PNG for images and scans.
- PDF/A, RTF, DOCX for formatted documents.
- CSV, TSV, ODS, JSON, XML, HDF5, XLSX for tabular data and spreadsheets.
- WebM, OGV, MKV for video data.
- FLAC, OFF Vorbis, WAV, Opus for audio data.
- ZIP, TGZ for compressed data. - For data from research equipment, include both the open format and the original equipment format (for verification and replication purposes).
- Add a readme file in TXT format containing necessary information for data interpretation and reuse.
- Include the associated project if the research is funded by a project.
- Add a bibliography.
- Name all files consistently (no spaces, special characters; use hyphens or underscores).
- Recommended license: CC-BY.
- Not Recommended
- Adding files that are not research data, such as presentations, publications, preprints.
- Missing legends, abbreviation explanations, or variable descriptions in tabular data.
- Using closed formats, particularly:
- ARJ, RAR compressed files.
- DOC text documents.
- XLS spreadsheets.
- Prohibited!
- Uploading files with undefined legal status or content that violates repository regulations (see regulations). The depositor is responsible for the content placed in the repository.
Glossary
- Editor – A person responsible for managing the repository.
- Data Steward – A repository editor specializing in research data.
- Dataset – A collection of deposited research data files along with their description.
- Embargo – A temporary delay in the public availability of a dataset.