This brief article aims to help resolve the most frequent questions about depositing datasets or research data, an essential requirement for the evaluation processes of ANECA (Accreditation and Research Periods). In the case of UPM, the E-cienciaDatos repository of the Madroño Consortium, to which UPM belongs, can be used.
Who can deposit?
- Self-archiving, when the researcher creates the dataset themselves, they must request a user account via this form.
- Delegated archiving, requesting the library of their university to create and manage it. This option will only be used in exceptional cases, for very large or complex datasets.
In both cases, the process is supported and reviewed by the university library, which guarantees the quality of the data and its compliance with the repository standards. The dataset will be published by the Library staff once the metadata has been reviewed.
What data can be deposited?
Final research data sets from any discipline can be deposited.
In particular:
- Final or complete data, prepared for public dissemination and reuse.
- Data that validate research results.
- Data included in the Data Management Plan (DMP) that can be shared at the end of the project.
It is essential that the data:
- Are accompanied by explanatory documentation (Readme.txt) with information about content, methodology, authorship, etc.
- Include standardised descriptive metadata to facilitate understanding and reuse.
When to deposit?
Data should be deposited according to their nature and funding:
- When required by the funding body, especially in projects funded with public funds.
- As soon as possible in the case of data that validate research results and when required by the journal.
- At the end of the project, for those data foreseen in the Data Management Plan that can be made public.
Deposit and usage licences
Depositing implies acceptance of a deposit licence, whereby the depositor declares that:
- The data are original.
- They do not infringe third-party rights.
Additionally, datasets are published under a usage licence that defines the conditions for reuse.
The most common are:
- CC0 (public domain)
- CC‑BY (attribution)
- Other Creative Commons licences may also be chosen.
Data are disseminated in open access by default, except for legal, ethical or data protection restrictions.
What file formats are accepted?
The repository accepts all types of file formats, although it is recommended to:
- Use open and non-proprietary formats to ensure accessibility and long-term preservation.
- Employ widely used standard formats in each discipline.
Recommended examples:
- Tabular data: CSV, TSV.
- Text: TXT, XML, PDF/A.
- Image: JPEG, PNG, TIFF.
- Audio: WAV, AIFF.
Proprietary formats may also be uploaded if they are commonly used in the scientific community of each discipline.
FAIR Data
The deposited data must comply with the FAIR principles. That is, they must be:
- Findable: through metadata and DOI.
- Accessible: available in open access or under clear conditions.
- Interoperable: using formats and standards that allow exchange.
- Reusable: with clear licences and adequate documentation.
For this, each dataset includes:
- Standardised metadata
- Usage licences
- A Readme.txt file
- Persistent identifier (DOI)
E-cienciaDatos has incorporated in each record a widget that provides information on compliance with the FAIR principles using F-UJI - Automated FAIR Data Assessment Tool.
- DOI assignment for identification and citation of the dataset.
- Standardised citations to facilitate academic recognition.
- Compliance with OpenAIRE, Horizon 2020 and Horizon Europe requirements.
- Support from the library.
- Usage and download statistics and geolocation tools.
- Export of metadata in formats compatible with bibliographic managers.
- Version control and long-term preservation in a certified repository (CoreTrustSeal).
Sources consulted
- Guide for Depositing/Self-archiving Datasets in E-cienciaDatos
- Eciencia-Datos User Guide
- E-cienciaDatos Preservation Plan
- Disseminate your research data in e-cienciaDatos (Madroño Infographic)
- The cycle of scientific data (REIBUN Infographic)
- Open Science Practice (Madroño Infographic)