During depositing data

The following aspects should be considered while you deposit your data. 

Go to the Data Station
Go to the Data Station aimed at your scientific discipline:

Logging in
You have different options to log into the Data Stations. We recommend using a federated account, preferably an institutional account via SURFconext or an ORCID account. 

If these two preferred options are not available for you, you can use a Github account or a Google account or create an eduID as a proxy for an institutional account with your e-mail address.

If you have deposited the Data Stations’ predecessor EASY in the past, you will also be able to log into the DANS Data Stations with the credentials from your EASY account. 

Start depositing

After logging in to the Data Station, go to ‘Add Data’ and select ‘New Dataset’ to start depositing your dataset.

Providing Metadata
Adding rich metadata and documenting your dataset well is the most important part of making your data FAIR. When you create a new dataset you will see a list of metadata fields that you can fill in. 

A small number of these metadata fields are mandatory. However, the more fields you enter, the better your data can be found and understood. 

General remarks

  • All metadata are public. The metadata fields should thus only contain personal data that is used to account for the dataset. The metadata must not contain personal data of individuals occurring in the research data of your dataset.
  • When you deposit a dataset at DANS, a DOI (Digital Object Identifier) will automatically be assigned to the dataset. A DOI is a type of persistent identifier (PID) which can be used to reference your dataset. The DOI is reserved when depositing and will become active after publication of the dataset.
  • To describe the dataset, use the language in which the data is recorded; if this is a language other than Dutch or English, please include a summary and keywords in Dutch or English in addition to the original description.  
  • Note that all metadata fields have support information available to explain what information is asked for in a specific field. You can read this information by hovering over the question mark next to the field. 

    Below we highlight some elements from the different metadata blocks that you should pay special attention to. 

    Citation metadata
    In this block you can provide general information about your dataset like the title and a description of the dataset. 

    • Ensure to add detailed information in the ‘Description’ so that a user finding the dataset can understand what kind of data you deposited and what the dataset is about. After reading the description, a user should have a good overview of the content and purpose of the dataset, how it was created and how it is structured so that the user can evaluate whether the dataset is suitable for reuse.
    • Under the metadata field ‘Author’, you can add your ORCID by selecting ORCID as the ‘Identifier Type’ and then pasting your ORCID number (e.g. 0000-0001-2345-6789) in the ‘Identifier’ field. The system then generates a link in the metadata. If your ORCID is already linked to your account in the Data Station, the ORCID will already be filled in for you.  
    • The ‘Affiliation’ field linked to the ‘Author’ uses ROR identifiers to search for organisations. If your organisation has a ROR identifier select it from the list so that a link is generated. 
    • In the ‘Keyword’ field you can add relevant keywords. Note that in the domain-specific metadata blocks (described below), we have keywords linked to existing domain-specific controlled vocabularies for you to use. Any additional keywords you can add here in the Citation metadata block. If you use keywords from an existing vocabulary you can provide the ‘Term URI’ and ‘Vocabulary URI’ in the dedicated fields.
    • The metadata field ‘Distributor’ can be used in case of digital re-publication of datasets that were previously published. In these cases the Distributor should be set to the publisher of the original publication.
    • The ‘Language’ field should specify the language of the data in the dataset, not the language in which the dataset is described. The latter should be specified in the ‘Language of Metadata’ field in the ‘Rights metadata’ block. 

    Rights metadata
    In this block you can provide information about the rightsholder of the data, personal data in the dataset and the language of the metadata.

    • Please indicate if the dataset contains personal data by selecting ‘Yes’ or ‘No’. The ‘Unknown’ option is included for legacy purposes and should not be selected for new datasets.

    Relation metadata 
    In this block you can provide information about other resources to which your dataset is related.

    • In the ‘Collection’ field, you have the option to add the dataset to an existing collection. A collection shows up as a facet in the Data Station and allows users to find all datasets belonging to that collection more easily. If you would like DANS to create a new collection for your datasets, please contact us to discuss the possibilities. 
    • You can use the ‘Relation or Related Material’ field to refer to a related dataset, publication or journal article, preferably using the DOI. If the article has not yet been published, please mention this after the title. In the Description field, indicate when and where the article is expected to appear. Specify the relation type using one of the qualifiers detailed in this list:
      • Relation: Use this qualifier if the relation type cannot be described with any of the other available qualifiers.
      • Conforms to: The current dataset conforms to a particular standard.
      • Has format: The current dataset is substantially the same as a related resource, but in another format.
      • Has part: The current dataset includes a related resource.
      • References: The current dataset references, cites, or otherwise refers to a related resource.
      • Replaces: The current dataset supplants, displaces, or supersedes a related dataset.
      • Requires: The current dataset requires a related resource to support its function, delivery, or coherence.
      • Has version: There exists a related dataset which is a version, edition, or adaptation of the current dataset.
      • Is format of: There exists a related source that is substantially the same as the current dataset, but in another format.
      • Is part of: The current dataset is included in a related resource.
      • Is referenced by: There exists a related resource that references, cites, or otherwise points to the current dataset.
      • Is replaced by: The current dataset is supplanted, displaced, or superseded by a related dataset.
      • Is required by: There exists a related resource that requires the current dataset to support its function, delivery, or coherence.
      • Is version of: The current dataset is a version, edition, or adaptation of a related dataset.

    Temporal and Spatial Coverage
    In this block you can provide information about the temporal and spatial coverage of your dataset. 

    • For the Data Station Archaeology, Life Sciences and Physical and Technical Sciences this block includes the option to provide a ‘Spatial Point’ and a ‘Spatial Box’ where you can include the coordinates of the location where the research was carried out.  You can use and specify the Dutch Rijksdriehoekstelsel (RD) or Latitude/Longitude as a reference system. Having coordinates in the metadata makes it possible to have the dataset featured on map displays such as the ARIADNE portal for archaeological data and to search for datasets on the basis of location.

    Domain-specific metadata
    In this block you can provide domain-specific information in the Data Station Archaeology and Social Sciences and Humanities.

    Archaeology
    In this section, several metadata fields can be used to add appropriate terms from the Dutch vocabulary ‘archaeological basic register’ (Archeologisch Basisregister, ABR+) and the Getty Art and Architecture Thesaurus. When you start typing within these fields, an autocomplete functionality will present you with the standardised terms.

    Social Science and Humanities
    In this section, you can add appropriate terms from the Getty Art and Architecture Thesaurus, the European Language Social Science Thesaurus (ELSST) and the CESSDA Topic Classification. To describe the methodological aspects of (social science) datasets you can include information based on the DDI metadata schema around the study design, data collection and analysis of the data.

    Uploading files

    After you have provided the metadata, you can add your files to the dataset. Consult our preferred formats to see which formats we recommend to make your data most suitable for archiving and reuse. 

    Consult our Before Deposit guidelines for recommended documentation files to include in addition to your data files (e.g. codebooks, transcripts, readme files). 

    Multiple files can be uploaded in one ZIP or TAR (other forms of file compression such as .rar or .7z are not supported by DANS). These compressed files will automatically be extracted during the upload. A large dataset can be divided into multiple ZIP or TAR files. Note: ZIP files nested in another ZIP file are not supported.

    Note that ZIP files with more than 2000 files will not be extracted. The ZIP file will be indexed in the Data Station which means that once the dataset is published the content of the ZIP file can be viewed and it is possible for users to download individual files from the ZIP file. The storage of data in ZIP files is a good solution for depositing big datasets (multiple GBs) and large volumes of data (thousands of files). If you wish to deposit these larger datasets please contact DANS.

    Please note that each user is allowed to deposit up to 50 GB of data per account free of charge. If you wish to exceed this amount, please contact DANS. Costs may be calculated for larger data deposits or collections. More information is available here. 

    Setting access and licence

    DANS supports Open Science, and encourages depositors to make their data available ‘As Open as Possible, as Closed as Necessary’. 

    Some data cannot be made openly available and in this case you can choose to restrict the access to particular files. If this applies to your dataset, please consult our guidebook for depositing restricted access. 

    When uploading a data file, the file will initially by default be set to Open Access and the licence of the dataset will initially by default be set to CC0 1.0.  If you need to deviate from this default, you will need to adjust the licence and access setting in the Data Station before submitting your dataset for review. 

    Selecting a licence
    You can read more about the different licences DANS offers here. In order to select a different licence than CC0 1.0, go to the tab ‘Terms’ after saving your dataset metadata. On this tab, select ‘Edit Terms Requirements’. You will then have the option to select a different licence from a menu of various available user licences. 

    • For open access datasets, you can select from the Creative Commons licences and other open licences. 
    • For restricted access datasets, the DANS Licence should be selected. 

    The licence you select applies to all the data files of the dataset. The metadata, however, is always freely available under CC0 1.0.

    Restricting access to files
    For each individual data file uploaded with the dataset, you can select via ‘File Options’/‘Edit Files’ if access to the file should be restricted or open. You can also edit this setting for several files or for all files at once by using the checkboxes next to the files. Files that are open can be downloaded by anyone. Files that are restricted can only be downloaded by users after they have submitted an access request that is approved by the depositor. 

    After choosing to restrict access, you will need to check the box ‘Enable access request’ to allow users to submit an access request for the data files that are restricted.

    Please note that it is not possible for a dataset to have some restricted files for which access requests are enabled, as well as other restricted files for which access requests are disabled. Once you enable access requests for even a single restricted file, this option will automatically be set for all restricted files in all versions of the dataset.

    Please also note that if you upload a new version of a restricted file, the new file will not automatically be set to restricted. For newly uploaded files you need to set the appropriate restrictions again.  

    Embargo
    If you want to set an embargo on the data, you can indicate this for each individual file via ‘File Options’/’Edit Files’; you can also edit this setting for several files or for all files at once by using the checkboxes next to the files. When the embargo expires, the data will become available under the selected licence and access.

    DANS encourages embargo periods of 6 months or less.

    Retention Period
    Similar to the embargo period, you can also set a retention period via ‘File Options’/’Edit Files’. After the retention period expires the files become unavailable for download.

    Changing the access and licence
    You can change the access category, licence and embargo of a published dataset. You can do this by editing the Terms Requirements or by editing the file options. Changes to a more open licence and less restrictions for accessing the data are always allowed. If you want to change to a more restrictive licence or limit the access to open files, however, please contact us and we will evaluate the situation. 

    Changes of the licence and/or access restrictions always lead to a new version of the dataset and new versions need to be submitted to the Data Processing Team of DANS who review and publish them. 

    Note that if you wish to change the retention period of a published dataset, you will need to contact an administrator to change the end date or reason. 

    Submitting the dataset for review

    Once you have entered all relevant metadata, added your files, selected the correct access categories and licence, you can submit your dataset to DANS. 

    You can do so using the ‘Submit for Review’ button. You will receive an email with a confirmation that the dataset has been submitted. The email also contains the persistent identifier of your dataset. Note that after you have submitted your dataset, you will no longer be able to change the dataset yourself without creating a new version. If any changes are still required, please contact a data manager at DANS.

    If the submission fails, there may be a mandatory field that has not been completed. The system will indicate the missing field. Once you have completed this field, click the ‘Submit for Review’ button again.

    Publication by DANS

    DANS processes the dataset according to the Terms of Use and the Data Stations Policy. Our Data Processing Team reviews the incoming datasets to ensure that the quality is high and the data are FAIR. You can read more about the curation steps we take in our Data Processing Manual and in the After Deposit section of our manual. 

    If we have questions about your dataset or require more information before we can publish the dataset, you will be contacted by one of our DANS employees. 

    When the dataset is approved by DANS, it is published and you will be notified by email. 

    The DOI of your dataset is then activated and your data will be permanently archived. 

    Your dataset will be findable for others and accessible in line with the access category, licence and possible restrictions you set. The Data Stations Policy provides more information about how DANS ensures the accessibility and readability of datasets, and sets out the principles that DANS applies to long-term preservation of digital research data. Amongst others, the following aspects are described:

    • The chosen approach for sustainable archiving of data.
    • The authenticity of the data.
    • The various steps in the archiving process, such as depositing data, storing it sustainably and securely and making it available, all in accordance with the international reference model for an open archival information system.

    In the final section of our deposit manual ‘After Deposit’ you can find information about interacting with our Data Station and your dataset after it has been published. That section includes information about evaluating access requests as well as instructions on how you can update your datasets when needed. 

     

    © DANS. R.5.3. Version 1.6, August 1, 2025