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Submission Basics

Use this checklist to prepare your dataset for submission. See our FAQs section below for more information.

  1. Inform your dataset co-creators that you plan to publish the dataset
  2. Ensure that all governmental and institutional regulations regarding the handling of sensitive data are addressed
  3. Prepare or obtain the most up-to-date and complete version of dataset
  4. Prepare or obtain relevant explanatory documents related to the dataset (e.g., readme.txt files, formal metadata records, or other critical information, etc.)
  5. Gather the following information, to be entered as metadata (see Metadata Basics section below for more information):

Metadata Basics

Comprehensive data documentation (i.e. metadata) is the key to future understanding of data. Without a thorough description of the context of the data file, the context in which the data were collected, the measurements that were made, and the quality of the data, it is unlikely that the data can be easily discovered, understood, or effectively used. Metadata is important not only to help people understand and make proper use of a data resource, but metadata also makes the resource discoverable (for example through internet searches or data indexing services). Read more about metadata in the DataONE Primer on Data Management Best Practices (PDF).

A complete list of our default metadata fields is below. Additional metadata can be uploaded alongside the dataset (e.g., as a readme.txt file). Our default metadata entry form is based on fields from the metadata schema of the DOI issuing agency, DataCite.

Required Fields:

Optional Fields (the more you describe your dataset, the wider the reach):

Upload Basics

Here is some basic information on uploading datasets. See FAQs section below for more details.

Frequently Asked Questions

You are accessing a self-service data publication service developed by the California Digital Library. This service is branded under different names: Dash, datashare, and ONEshare. Don't worry, each of these brands offer the same product and features. Below are FAQs. Unless otherwise mentioned, all infomration below covers all instances of our service.

Who can use?

Who can publish data?

This site is targeted for use by members of the University of California community. Researchers in any field from participating UC campuses can use their campus credentials to deposit data in their campus-specific website. The following seven campuses currently participate:

Contact uc3@ucop.edu for more information.

Can I use if my campus is not listed?

Anyone can search, view and download datasets. However, for each campus-specific website, data submission is limited to individuals affiliated with that campus. Contact uc3@ucop.edu for more information.

What is ONEshare?

ONEshare is a service, operated by CDL in collaboration with the DataONE project. Anyone can deposit Environmental and Earth observation data within ONEshare. Contact uc3@ucop.edu for more information.

What content is appropriate?

What type of data is within scope?

All fields of scholarship. All types of research artifacts. However, this service is intended for complete, final research datasets and all content must not violate privacy or copyright, or breach confidentiality or nondisclosure for data collected from human subjects.

How should I prepare to submit data?

Here is some basic information on submitting datasets. See the Submission Basics section above for more details.

For generic data management help, see the DataONE Primer on Data Management Best Practices (PDF).

What are the file format requirements?

We accept files in any format for deposit. However, we recommend using non-proprietary/open file types to make the data readable by more researchers over a longer span of time. (See the UK Data Archive for a list of optimal file formats.) If you have files of a specialized or proprietary nature, be sure they are accompanied by any pertinent information that would allow the proper viewing and/or usage of the file. This information can be included in the "Methods" or “Usage Notes” section of the description, or as a separate readme.txt file archived alongside the dataset files.

What are the size limits?

There is a limit of 2 GB per file and 10 GB per dataset. All data files are stored in the Merritt Repository. More information about the Merritt Repository Service is available in the white paper "UC3, Merritt and Long-term Preservation." Contact uc3@ucop.edu for information on submitting larger datasets.

What features do you offer?

What feature do you offer to make my dataset have the broadest reach?

Comprehensive documentation (i.e. metadata) is the key for dicoverability as well as ensuring future researchers understand the data. Without thorough metadata (description of the context of the data file, the context in which the data were collected, the measurements that were made, and the quality of the data), the data cannot be found through internet searches or data indexing services, understood by fellow researchers, or effectively used. Read more about metadata in the DataONE Primer on Data Management (PDF).

We require a few key pieces of metadata. Additional information can be included in the “Usage Notes” section of the description, or as a separate readme.txt file archived alongside the dataset files. The metadata entry form is based on fields from the DataCite schema and is broadly applicable to data from any field.

Does the data have to be associated with a publication?

No. We accept all quality data, regardless of whether they have been used to publish a paper.

Can I obtain a DOI (Digital Object Identifier) before I upload my data?

Yes. To obtain a DOI, you must submit a minimal amount of required description, but you can return later to upload the data files.

Do you support data embargoes or restricted access?

Not at this time. We do have plans to expand the functionality to include both. If you have specific requests for functionality, please add them to our GitHub Issues page.

Note: You are free to stage your dataset publications. Your data will not be exposed to the public until you click "Submit".

Who will find my data?

How are the datasets discoverable?

All datasets will be indexed by the Thomson-Reuters Data Citation Index and Scopus. Furthermore, each dataset is given a unique Digital Object Identifier or DOI. Entering the DOI URL in any browser will take the user to the dataset's landing page in Merritt. This service also provides a faceted search and browse capability for direct discovery.

Who can access and use datasets?

Every dataset landing page includes usage information associated with the dataset. Data may be associated with any of the following licensing terms:

  1. Custom Data Use Agreement.
  2. Creative Commons Attribution 4.0 License (CC-BY-4.0). According to the terms of the CC-BY license, reuse of the data must include appropriate credit and must indicate if changes were made.
  3. Creative Commons Public Domain Dedication Waiver (CC0). This waiver has no restrictions on use and encourages reuse of data for any and all purposes.

All new data intended for ONEshare must be submitted under the terms of the CC0 waiver; data intended for any of the UC campus instances must be submitted under the terms of the CC-BY license.

Note: data contributed before standardization to these two licensing regimes retain their original licensing terms.

Although many researchers would prefer to maintain more control over who downloads and uses their data, we believe that fully open data best supports the advancement of knowledge. Read the Panton Principles for Open Data in Science for more information.

Do I need to log in to access published datasets?

No. Users can download data without logging in.

How can I use published datasets?

Do I have to pay to download/reuse published datasets?

No. These data are made publicly available free of charge.

What are my obligations if I use the data in a publication?

Except for some legacy datasets that were released with custom use agreements, data is released under the terms of the Creative Commons Attribution license (CC-BY-4.0). This means that you can use the data for any purpose, but you must give proper attribution to the creators. To do so, we ask that you cite the data formally in the reference section of your publication. Each dataset’s landing page includes a suggested citation.

Note: datasets in ONEshare are in the public domain under a Creative Commons Universal waiver (CC0). You have no legal obligations, but we do ask that you cite the data formally when practical to acknowledge the creators and to make your own research more reproducible.

What guarantees do you give?

For how long will the data be available?

Data deposited are permanently archived and available through the California Digital Library's Merritt Repository. For a full description of the services provided by Merritt, see this document: UC3, Merritt, and Long-term preservation.

Preservation policy details include:

Do you check to ensure the quality of the data?

No. Data found in this service is self-deposited by researchers and may or may not have undergone formal review.

All information is provided "as-is" and the user shall hold the California Digital Library, UC Campus, and any information provider supplying data free and harmless in connection with the use of such information.

Can I update or remove?

Can I update my data?

Yes, you can update both the description and the data files. All versions of a dataset will be accessible and kept in the Merritt Repository, but the dataset DOI will always resolve to the newest version. Contact uc3@ucop.edu for more information.

Can I delete my data?

Data deposited is intended to remain permanently archived and available. Deletion of a deposited dataset is considered an exceptional action which normally should be requested and fully justified by the original contributor (e.g., if sensitive human subject data was not properly de-identified). If your data must be deleted, contact uc3@ucop.edu.

Can a DOI (Digital Object Identifier) be revoked?

Content not considered to fall under the scope of the repository will be removed and associated DOIs issued revoked. Please signal promptly any suspected policy violations, ideally no later than 24 hours from upload. User access may be revoked on violation of Terms of Use.