Step 5. Files

When verifying the attached files, pay attention to the following:

 

• What is the total size of the deposited files? If the file archive is large, be aware that downloading or opening it may take longer;
• What is the size of individual files in the set? A single file cannot be larger than 4 GB. Uploading larger files requires an API token and a script, which is available on GitHub. Users who want to upload such a file should first contact the data steward of their instance, who will then contact RODBUK Support (ACC CYFRONET AGH); 
• Have data compression and archiving programs been used? We recommend using ZIP or 7-ZIP programs. The archive name should not be too long, because there may be a problem with extracting the files after downloading;
• Was a README.txt file included in the dataset? If the dataset contains one or more archives (e.g., .zip files), a main README file describing the entire dataset (including methodology and file structure) must be placed outside the archive. To ensure it appears first in the file list (which is sorted alphabetically), name it 00_README.txt. If individual archives contain their own readme files, the main README should still be provided separately at the top level of the dataset.
  Dataverse supports folder structure visualization through Table and Tree views. When a .zip file with nested folders is uploaded, the Tree view automatically expands to show all included files.
  If the dataset has a complex folder structure (e.g., multiple studies or components), each folder should include its own README file describing its contents. In addition, the dataset must include a main README that provides an overview of the entire dataset.
  Guides on how to prepare a good readme file:
  • https://data.research.cornell.edu/data-management/sharing/readme/
  • https://datadryad.org/best_practices
  • https://meakaakka.medium.com/a-beginners-guide-to-writing-a-kickass-readme-7ac01da88ab3
  • https://github.com/UtrechtUniversity/FAIR-Cheatsheets/blob/main/cheatsheets/FAIR_data_publishing/README_FAIR_data_publishing.md
• Are the files deposited in open formats that are widely available and free of charge (e.g. OpenDocument, PNG, FLAC, WebM, HTML, CSS)? Exceptions are situations where the conversion of files from specialized to open-source software may affect the quality of the data, in that case, information about the necessary software needed to read the deposited data should be included in the README.txt file;
• Do the files uploaded in both the original format and the preferred open format (copy) have the same names? (If not, creating file overviews for long-term storage will be very difficult);
• Do the deposited files open correctly? If not (and opening them does not require specialist software), is it advisable to contact the depositor;
• Are the file names consistent and structured, and contain no spaces, commas, or other special characters (e.g. Polish characters)?;
  Examples of good practices for preparing data for sharing:
  • Preparing Research Data for Sharing, Open Science Competence Center, Gdańsk Tech Library
  • Folder Organization and File Naming, Krakow University of Economics
  • Research data management: a practical guide. Organising your data, University of York
• Is the depositor aware of the consequences of imposing an embargo or restriction? If an embargo is imposed, make sure that the reason for the restriction is included in the Licenses and Terms tab, under the Access Conditions field.  

Note: Once set, the embargo period cannot be changed.  The system will automatically lift the embargo only after it expires.

Note: At the time the embargo is applied by the user, it is not possible to edit the field specifying the embargo conditions.  If they are not entered, the dataset must be returned for completion.

The embargo option can be found under: Files tab - Edit Files button - Embargo.
An embargo can be applied to all files (excluding the 00_readme file) or to individual files. When applying the embargo, you must check the boxes next to the specific files. Files under embargo are marked with a red padlock icon next to the file/dataset thumbnail. 

In the case of file restriction using the Restrict function (files will be shown with a green padlock), make sure that the reason for the restriction is provided in the Licenses and Terms tab, under the Access Conditions field. The Restrict option is found under the Files tab – Edit Files button – Restrict. The depositor may remove the restriction at any time. It's possible to apply restrictions to one or more files. 

Remember that by default, the system selects only the files visible on the current page. If you want to restrict all files, you can either increase the number of files displayed to 50 per page or select all files using the toolbar.

• a clear and concise description of all components of the dataset,
• a summary of the experiments, research questions, or hypotheses that guided the data collection proces,
• a description of the structure and content of the files,
• definitions of all variables. This is especially important for tabular data, but also useful for any other type of file (e.g., variable name, short description, and data type),
• links to other publicly available data sources,
• any other details that may affect the replication of the obtained results.