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Research Data Management: Adding Open Access Datasets to CRO

Adding your Open Access Research Data

There are a number of reasons for making Research Data Open Access in CRO.

An increasing number of funders are requiring data collected during research projects to be made available as Open Access data. Additionally, some major journal publishers require that data supporting any articles published are made publicly available:

  • BioMed Central
  • Elsevier
  • Nature
  • PLOS
  • Springer

Exceptions are generally only made in the case of data where persons may be identified by nature of their location or attributes, and only if the data cannot be sufficiently de-identified or anonymised.

Please Note: CRO is managed by the Pure system, which is hosted overseas. International government agencies may be able to access your data at any time without notice, which may have privacy implications for your data. Therefore it is not appropriate to use it as a data archive or storage for any Research Datasets other than Open Access datasets.

Before allowing access consider:

  • Who owns the Intellectual Property of the data?  Has the data been created from your own observations, or has it been collected from other sources, for example government agencies or commercial providers?
  • Do Research Ethics allow Open Access?
  • Are the data sensitive, private or confidential?
  • Are there Government regulations preventing the dissemination of the data?

The CRO Research Outputs Datasets form

After you login you will see the menus to the left of the screen for research outputs and other research activities, under Personal Overview. When you mouse over each item a plus sign will appear. Use that to go to the Datasets submission template

Quick tips for completing the Datasets form

Important details to add:

  • Identification
    • Title of the dataset. This is a mandatory field.
    • Enter a description of the dataset, which may include information about the purpose of the data in relation to the research project. Describe the file format, file size, location of data collection
    • Use  Research Vocabularies Australia:  Your data will need subject terms that describe the nature of your research and the data collected to help researchers and others to discover your data. Research Vocabularies are available to support this.
    • Dates of data production.
  • Data Availability
    • Add the DOI if known (otherwise the library will provide one).  We recommend that when DOIs are available, you include them in your CRO records, as they are important for PlumX to be able to locate, collect and display alternative and traditional research metrics in your CRO profile. PlumX uses the DOI to search databases and the internet for information related to that publication.
    • Add the data file
      • Upload the file
      • Visibility - You should select the Closed option from the Public access to file options below, to restrict the visibility of the file you are uploading. The CRO support team will make the determination if the file is able to be made Open Access (i.e. freely available via the internet without the need for subscription or website membership) during the For Approval workflow. 
    • Licence  - Select the Creative Common license that is appropriate to your needs.
    • Select the type of data
    • Embargo end dates will restrict access to the file. Some researchers may wish to apply an embargo to data if for example, they want to publish research based on the data before making the data accessible, or need to finalise a commercial benefit resulting from the data, such as a patent, before releasing the data.
    • Add a link to data files in alternative open access storage, for example, NCBI, RDA or other data archive.
    • Access to the dataset – make it Open if your intention is that the data can be Open Access, and all Ethics, Publishers policies and Privacy regulations allow.

    • Add details of a contact person if required.
    • Date range of the data covered in the dataset.
    • Geographic location of the observations or collection of data.
    • Add keywords that best describe the research project and the observations
    • Link to the research output, project, activity or other item in CRO that the data is related to.
    • Set the Visibility to suit your requirements for either Open Access or embargo.
    • Save the record.

Recording details of any Physical Data collections

This information is not required for Open Access data, however can be useful for recording information about artifacts as data.

  • Title
  • Storage location
  • Access Description.  This is not a mandatory field
  • Media. This is a mandatory field (eg. Artifact, print records or physical properties)
  • Type of data – chose the type of dataset

  • Access to the dataset – make it Closed
  • Add details of a contact person if required
  • Date range of the data covered in the dataset.
  • Geographic location of observation or collection of data.
  • Link to the research output, project, activity or other item in CRO that the data is related to.
  • Set the Visibility to Closed
  • Save the record.