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Scholar's Archive User Guide

This guide will help users of OSU's Institutional Repository, ScholarsArchive@OSU, deposit and manage their content.

Introduction

OSU Libraries and Press takes special care to ensure that research datasets deposited in ScholarsArchive@OSU are useable to researchers who may discover, download, and use the data. To this end, the deposit of your research data will be reviewed by our Data Management Specialist, who will contact you with feedback and questions. The deposit will be available on ScholarsArchive@OSU after the dataset has been approved.

 

Learn more about Data Management at Research Data Services.


Questions?

Please contact Data Management Specialist Clara Llebot Lorente:

clara.llebot [at] oregonstate.edu

 

Depositing Your Research Dataset

A version of this document is available as a PDF: Depositing Research Datasets into ScholarsArchive@OSU


PREPARE YOUR FILES

  • Organize the data so others can understand and use it. For example, do the file names make sense?

  • Save the data in a format appropriate for long term preservation. This means a format that is open (uses no proprietary files, such as Excel spreadsheets), is available across platforms (Windows, Apple, Unix, etc.), and is text based. See Data Types & File Formats for more information about preferred formats.

  • Include documentation. Documentation usually takes the form of a text file named "readme.txt" that includes context information so that anybody can understand the data and know how to use it appropriately. Documentation is required for all submissions. You can use the UMN readme template: z.umn.edu/readme You are welcome to include metadata in formats that make the most sense for your data. The use of metadata standards is highly encouraged!


TO DEPOSIT YOUR WORK

  1. Login.
  2. Select type of work.
  3. Describe your work with metadata.
  4. Upload files.
  5. Choose visibility level.
  6. Read deposit agreement & save.
  7. Wait for approval & make changes as needed.

1. LOGIN

  • Go to the ScholarsArchive@OSU homepage.
  • Click Login in the upper right corner.
  • Login with your ONID credentials.
  • You are now on your Works page.

2. SELECT TYPE OF WORK

  • Select Add new work on the right side.
  • Choose Dataset.

3. DESCRIBE YOUR WORK WITH METADATA

Key fields are required and marked in blue on the edit page. Fill in as many fields as possible; more description means increased discoverability and a greater likelihood the dataset will be useful to other researchers.

If you aren’t sure about a field, contact Data Management Specialist Clara Llebot Lorente: clara.llebot [at] oregonstate.edu

 

Detailed Field Information:

  • Title - Title of the dataset.
  • Creator - Your name, in the form: Last name, First name Middle initial.
  • Example: Franklin, Rosalind E.
  • Abstract or Summary - Remember that the abstract is for the dataset, not your research. It will be different than the abstract of your article.
  • License - CC0 or CC_BY are commonly used for datasets. Learn about licenses at Creative Commons.  This license selector may be useful.
  • Resource Type - Choose Dataset.
  • DOI - Leave blank. A DOI will be assigned by the reviewer.
  • Dates - If possible, please select two fields: Date Collected and Date Issued. Use Date Collected to define the date or date range for your data collection. Use Date Issued, to indicate when the data was published or made available.
  • Citation - Leave blank. A DOI will be created by the reviewer.
  • Subject - Encouraged.
  • Rights Statement - See Copyright & Licensing Help and Rights Statements.org for more information.
  • Related Items - If there are other items in ScholarsArchive@OSU, a relevant website (the published article the data is connected to, your research group's website, etc.), or resources that will help users understand your work, enter URLs here.
  • Language - We are encouraging people to submit abstracts and titles in other languages (any language). Consider translating the abstract and title of your dataset. This will make it more discoverable.  

4. UPLOAD FILES

  • Click Files at the top of the edit page.
  • Select Add files and choose the dataset file(s) on your computer or drag and drop it into the box.

File Size Limitations

Generally, files smaller than 2GB will upload through ScholarsArchive@OSU’s web interface. Please contact us for a consultation if you have larger files.

 


5. CHOOSE VISIBILITY LEVEL

  • To enable the greatest exposure of your dataset, select Public.

 


6. READ DEPOSIT AGREEMENT & SAVE

  • Under Visibility, click Deposit Agreement to read it and then tick the box.
  • Click Save.

7. WAIT FOR APPROVAL

  • Once your work has been submitted, it enters the review process.
  • You will receive notifications (via email and in your ScholarsArchive account) regarding the status of your work, including whether you need to make changes before it can be accepted.
  • See Document Review Process for more information.

 

NOTE: We can make small changes to the metadata after your dataset is deposited. For example, if your paper has not been accepted for publication yet, we can update the dataset entry with the final reference to the paper, once it is.  

We can also upload updates for ongoing datasets. We will generate a new entry that references the old one and make it clear that there are two versions of the dataset.


Questions?

Contact Data Management Specialist Clara Llebot Lorente:

clara.llebot [at] oregonstate.edu