Depositing Data

Dashboard

Upon logging into FRDR, you are presented with the Data Publication Dashboard. It shows the status of your dataset submissions: In Progress; Submitted; and Complete. For those datasets that are In Progress, you have the options to Resume, View, or Remove the submission. Those datasets that have been Submitted are waiting for curation. Those that are Complete have been accepted into FRDR and are discoverable through search.

A new submission can be initiated at any time.

Overview of Depositing

Steps involved in making a submission in FRDR:

You can stop the submission process, save your work, and resume your submission at any time. A Digital Object Identifier (DOI) is assigned as soon as you start a dataset deposit. The DOIs for all in-progress deposits will be shown in your list of incomplete deposits. This will enable you to share a DOI for your dataset with a funder or publisher immediately. Please note that the links for the DOIs will not work until after a data deposit is approved by a curator. Once submitted, you will not be able to make changes to the data or metadata. Any change to data or metadata after submitting will need to be done by contacting a curator at curators@frdr.ca.

Storage Groups in FRDR

Datasets deposited into FRDR are stored on Canadian servers and in general will be deposited into the Default Storage Group. The default group will be preselected upon initiating a data deposit.

There is also an option to create Special Storage Groups. Institutions, research groups, or special projects may want to do so in order to create a personalized deposit template which could, for example, pre-fill metadata elements or make use of metadata standards other than the default Dublin Core/DataCite standards. Special Storage Groups will only be visible to users who are authorized for depositing to them. If you would like a Special Storage Group, or believe you should have access to an existing Special Storage Group, please contact support@frdr.ca.

Data usage licenses

Users submitting a dataset will have a choice of licensing terms regarding the use of their data by others. The license terms will be displayed on the landing page of FRDR datasets and included in the metadata record.

Submitters will be required to choose a license. The following are the default options:

The following additional licenses may also be selected from the "Advanced" tab:

Note that a Curator may ask why you are unable to make use of the default licenses. For other licensing terms not found here, or for customized data use licenses, contact support@frdr.ca.

Contact Information

A contact name and email address for the dataset administrator is required for every submission. This information is not shown publicly. It is used for two purposes:

You may optionally supply instructions on when or why people should use the public contact form.

Entering metadata

Metadata, such as title, authors and their affiliations, keywords, dates, and description, are used to describe your dataset. Metadata helps others to discover and reuse the data. A metadata submission form is provided and fields marked with an asterisk are required. The more metadata that you provide, the easier it will be for someone else to discover and reuse the data. By hovering your mouse pointer over the label for any metadata field, you can view more information about the field.

It is possible to upload a file containing some or all of the metadata for your dataset submissions instead of entering it manually. This is an easy way to populate the fields that might be common (e.g., publisher or authors) to a number of datasets, while entering the unique fields by hand (e.g., title). The file containing your metadata could be created with an editor or a script could be written to generate the metadata file. For more information see Metadata Uploading in the Advanced section.

Specifying an embargo period

If a dataset needs to be protected for a period of time, perhaps due to restrictions from a publisher or funding agency, you can set an embargo and specify the date on which the data will automatically become accessible. An embargo request needs to be approved by a curator.

Submitters will receive a notification one month before the embargo expires. This includes an option to request an extension. Failure to respond results in the automatic release of the embargoed dataset.

Submitters can choose whether the metadata record is:

  1. Discoverable in FRDR and other web search results (this is the default option)
  2. Not discoverable in search results and viewable only if you have the link
  3. Viewable only by the submitter

Note: DOIs are reserved at the beginning of a submission and may be shared with journal publishers or research offices at any point.

Transferring the dataset

Using Browser Upload (Small datasets)

This section covers the following activities:

How to upload files using your web browser

Upload with File Browser

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Uploading folders or many files using drag and drop

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Using Globus to Upload Dataset

This section covers the following activities:

Transferring files into FRDR can only be done using Globus Connect, which can efficiently and reliably manage very large datasets. Globus Connect moves files and directories between two endpoints: the source endpoint running at your end and FRDR, the destination endpoint.

How to transfer files using Globus Connect Personal:

  1. Ensure that Globus Connect Personal is running.
  2. In the left hand side of the Transfer Files screen, select the source endpoint where your files currently reside.
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  3. Select the files necessary for your dataset. You can Shift-click or Ctrl-click to build your selection of files.
  4. Label this Transfer: enter a name for the transfer activity that will make it easy to identify.
  5. Select Transfer Settings: provides various options to control file disposition and security. In many cases, the default settings will be appropriate. Contact support@frdr.ca if you require assistance understanding which additional transfer settings may be needed for your dataset.
  6. Initiate the transfer by clicking on the large, right-pointing arrow. You can initiate as many transfers as needed during a single session. This may be required if, for example, you want to transfer files that live in different folders or source endpoints.
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  7. The status of the transfer will be indicated and updated near the top of the window, but the transfer will proceed independently and you can close that window and return to FRDR to verify and complete your submission.
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Canceling an in-progress transfer

  1. Navigate to the dataset submission, located in the "In Progress" tab of the Data Publication Dashboard. Click "Resume" to get into the submission.
  2. Click on the "Transfer Data" tab.
  3. In the list of transfers, find the file that has the status of "Active." Click "Active" to open the transfer activity window.
  4. Click the "X" on the far right to cancel the transfer. You will be asked to confirm that you wish to cancel the transfer.

Deleting a file that has already been transferred

  1. Navigate to the dataset submission, located in the "In Progress" tab of the Data Publication Dashboard. Click "Resume" to get into the submission.
  2. Click on the "Transfer Data" tab.
  3. Click the "Transfer Dataset" button to open the transfer window.
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  4. In the right side of the transfer window, locate the file or directory that you want to delete. Click once on file or directory to highlight it.
  5. Click the menu icon in the top right of the file list, and then click on "delete selected item." You will be asked to confirm the deletion.
  6. Repeat as needed until all of the files or folders have been deleted.

Submitting a dataset is not an instantaneous process. Several of the steps can take a significant amount of time:

If possible, it is a good idea to retain a copy of your data after submitting. While FRDR does automatically create backups for all datasets, this process may take up to 24 hours to complete.

Finalizing the Submission

After the transfer is complete, you have an opportunity to review the submission metadata before submitting the dataset for publication. You can also review the list of files in the dataset. Simply return to any of the previous tabs if you want to make changes to the metadata or data files.

This is your last chance to alter the metadata or the data files. Once you finalize the submission, changes to metadata must be done with a curator.

Your final step for submitting a dataset is to click to finalize the submission. This will schedule your submission to be reviewed by a curator. You will be notified via email when the curator has finished the review, or you can monitor the status in your Publication Dashboard.