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Data Management Archive & Publish

Archive & Publish

You put a lot of effort in your publication as well as in the data and software upon which your publication is based. Of course you would want to keep your data available for the long-term according to your institute's policies. However, optimising its visibility and transparency and making your data findable for other researchers usually needs a bit more work, like a metadata scheme.

Publishing data that underpins your publication, applying FAIR principles while taking into account data protection, is the final step of your research data lifecycle.

FAIR data principles
FAIR data principles
Archive your data

Check the Research Data Policy of your faculty or institute that contains guidelines on how to store the data and the archiving period. Usually the UWP network storage (Y-drive) is suitable. 

Please note that Unishare/Surfshare and Google shared drives are not suitable for long term archiving. Data in a Virtual Research Workspace (VRW) should be transferred to the UWP network storage for archiving. You can archive and publish your data through a data repository such as DataverseNL.

Publishing your data (data repositories)

A data repository can be defined as a place that holds data, makes data available to use, and organizes data in a logical manner. A data repository may also be defined as an appropriate, subject-specific location where researchers can submit their data. Data is archived for purposes of both verification (safeguarding scientific integrity) and safekeeping of valuable datasets (remote backup).

By depositing your data and software in a data repository you enhance their findability, accessibility and impact. You not only allow others to validate your research findings, but also enable fellow researchers to ‘reuse’ your research results. Deposited materials receive:

  • A unique persistent identifier (PID) - for instance a Digital Object Identifier (DOI) - which allows you to share and cite your dataset
  • Rich metadata in accordance with a structured metadata standard, enhancing the findability, interoperability and reusability of your dataset for both fellow researchers and computers
  • A machine readable license or availability statement, which regulates under what conditions your data are available and can be reused by others

The DCC manages the data repository DataverseNL, which is a high-quality and trustworthy alternative that welcomes contributions from all disciplines. This may also include software, code and other relevant materials. 

The UG Managing Board Research Output recommends specific repositories for archiving and publishing data and software with the aim to facilitate FAIR data and Open Science. The DCC is happy to give advice on the right repository for your project.

Recommended general purpose repositories:

  • DataverseNL, which is by default the UG repository for publishing data
  • DansEasy
  • 4TU  
  • Zenodo      
  • Dryad NB: not suitable for human subject research

Subject specific repositories:

  • Pangaea - Earth & Environmental Sciences
  • Talkbank - Languages & communication. NB: take the right protection measures
  • Protein Data Bank (PDB) - Life Sciences
  • Wormbase - Life Sciences

Once you have archived your data in a recommended repository, make sure to check your dataset in the Research Portal  and link it to your publication (see: Research Output Administration).

The DCC also offers support and specific consultancy on:

Data Availability Statement

Publishers often ask for a Data Availability Statement before your publication will be reviewed or published. A data availability statement, also known as “data access statement” or “data sharing policy”, explains to the reader where data (and software) associated with the publication is available and under which conditions.

For open and restricted data you can use the persistent identifier (handle or DOI) the data repository provided when you posted and published your material. Check out the information on research data repositories below for more information. The Data Availability Statement allows for combinations if, for example, part of your data needs protection and part of your data is openly available.

Examples of Data Availability Statements:


Adding metadata (in the form of legends, glossaries, etc.) to your files is more important than you might think because these data are essential to the interpretation and reuse (and, above all, retrieval) of datasets. Determine in advance which metadata are essential for a correct interpretation of the data and should therefore definitely be included; this way, you avoid spending a lot of time and effort on uploading files that turn out not to be that useful.

Research Output Administration

The UG research portal is a window to the world to showcase the University’s research output and activities. Every UG and UMCG staff member, including PhD students, has a profile page on the UG research portal.

When your research data and software are archived and published on the recommended repositories and listed subject specific repositories they become part of your profile, connected to your publications and other research information. The DCC cooperates with the Pure team on this service.

Are you a new UG staff member? Have a look at this brief introduction on How to use Pure.

Do you want to improve your profile page? Find more information on the Showcase your research webpage.

Last modified:07 June 2022 10.29 p.m.