Depositing Data


Once logged in to FRDR, clicking on the "Deposit Data" button in the top bar takes you to the the Data Publication Dashboard which shows the status of your data submissions still in progress, in states such as interrupted while entering metadata, or awaiting approval by a curator. Submissions can be Resumed, Viewed, or Removed and deleted.

Once approved by a curator and processed, a submission is removed from this screen and will be viewable (along with other previously approved submissions) by clicking on the "View My Published Datasets" button.

At any time as well, a new submission can be initiated.

Overview of Depositing

The steps involved in making a submission in FRDR:

You can save and resume the submission process at any time.

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 a curator.

The status of jobs you submit can be followed on the Dashboard.

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

If possible, retain your own copy of your data after submitting. Certainly, do not delete your own copy of your dataset until FRDR has made its own backup (24 hours).

Storage Groups in FRDR

The storage of datasets in FRDR is distributed. Normally, submitted datasets will be automatically directed to one or another of the default storage group locations in Compute Canada data centres. Which location is used does not affect the discoverability or accessibility of any dataset.

Users who are additionally authorized to submit to any special storage group can select to do so from a drop down menu.

Data storage in FRDR can be federated--institutions can provide data storage capacity so that the actual location of certain datasets can be directed to a special storage group at a particular institution while the data is still deposited, indexed, preserved, and managed by FRDR.

Additionally, special storage groups will exist for datasets that all have extra metadata fields or for datasets with special access controls. These special storage groups will only be visible to users who are authorized for depositing to them.

Data usage licenses

Users submitting a dataset will have some choice of the data publication license that will be attached to the dataset--the rules with which any subsequent use of the dataset should comply. The data publication license will be displayed on the landing page for any FRDR dataset and a short text file describing the data publication license will be saved along with the data files.

Submitters will be required to choose from the following list of data publication licenses:

Contact if you want to discuss a customized data publication license.

Entering metadata

There are several pages of web forms for entering metadata to describe your dataset including title, authors and their affiliations, keywords, dates, description, etc. Hover your mouse pointer over the label for any metadata field to see more about the field.

The fields marked with an asterisk on the first page are required. Fields on subsequent pages are optional, but the more metadata that can be provided the easier it will be for someone else to discover and reuse the data.

It is possible to upload a file containing some or all of the metadata for your dataset submissions, instead of typing all of the metadata into web forms. This is an easy way to populate the fields that might be common (e.g., publisher, authors etc.) 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 while, perhaps due to restrictions from a publisher or funding agency, then you can set an embargo and specify the first date on which the data will automatically become accessible.

After a curator reviews and approves a dataset, it is placed in a special storage group where access is restricted to only the submitter and to administrators. When the embargo period expires, the dataset is moved to the appropriate storage group.

During the embargo period the dataset will not be indexed and will therefore not show up in FRDR searches. The DOI will exist and will be registered but the landing page to which the DOI resolves will not be accessible. (Note however, that the DOI registration process shares some metadata with DataCite, so a search of DataCite or Google might disclose the existence of the dataset, even though the landing page and the dataset itself would be restricted.)

Transferring the dataset

Assembling your dataset involves transferring your data files that make up the dataset to FRDR. Transferring files into FRDR can only be done using Globus Connect, which can efficiently and reliably manage very large datasets. There are no per-item limits on deposit.

Clicking “Transfer Dataset” at the end of the submission process will take you to Globus Connect's Transfer Files page where you will indicate where your files are, which files you want transferred, initiate the transfer, and then you can close that window and return to FRDR. Globus Connect will email you when the transfer is complete; very large datasets could take hours to transfer.

Globus Connect moves files and directories between two endpoints. FRDR itself (the destination) is a Globus Connect endpoint. The endpoint software must also be running at your end (the source).

You will be required to specify the Globus name of the endpoint where your files reside:

To use Globus Connect to transfer the files making up your dataset to FRDR:

  1. In the left hand side of the Transfer Files screen, select the source endpoint name to match where your files currently reside. This may be the personal endpoint you just created.

  2. In the left hand panel, navigate and select the files and folders to include all of the files necessary for your dataset. You can Shift-click or Ctrl-click to build your selection of files.

  3. Scroll down the Transfer Files page to select important options for the file transfer.

  4. When you have selected all of the files, click on the large right-pointing arrow to start the transfer of files from the source (left) endpoint to the destination endpoint, FRDR (on the right).

  5. You can make multiple transfers to FRDR, for example specifying files from multiple folders or even from multiple source endpoints. You can also remove files that were transfered to FRDR by mistake.

  6. 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.

Finalizing the Submission

After the transfer is complete, you have an opportunity to review the submission metadata in the way that FRDR will display it. You can also review the list of files in the dataset or even download some or all of the files.

This is your last chance to alter the metadata or the data files. Once you finalize the submission you will no longer be able to make changes yourself.

You can also note the persistent digital object identifier or DOI that FRDR has already generated (but not yet registered) for your dataset.

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, or you can monitor the status in your Dashboard.