How to adjust metadata and invite colleagues to a collection

Editing metadata and inviting colleagues to a collection are done via the same menu, namely the Edit metadata fields. You can add Managers, Contributors, or Viewers to your collection via the metadata field with the corresponding name as described below. You can also copy metadata from one collection to another.

Edit metadata and invite colleagues

To edit the metadata of a collection or add colleagues, go to that collection and click on the Edit metadata button located just above the title.

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In the pop-up screen that appears, you can edit the following fields (click on a fieldname to get more information):

Title

The name of your collection.

Description

A description of your research as well as the dataset itself. For a detailed guide on what should be in this abstract see our best practices page.

Authors

This field is only visible in Data Sharing Collections and can only be edited by collection managers. It lets you list all people involved in the research. People listed in this field do not necessarily need to have a role in the collection. Since the author list determines how your data collection will be cited (see the image below), you should make sure to list authors in a consistent format.

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How to add authors:

  1. Click on Add author

  2. Option a) Using the search bar on the left side of the screen that is now presented, you can find any colleague with an RDR profile. Search for and click on the name of the colleague you want to add. Next, click Add author on the bottom right

    Option b) To add authors that do not have an RDR profile, click Add unlisted author at the bottom right of the screen. Next, type the author's given name and surname in their respective field. Be sure to check if the citation name is correct and in a consistent format (preferably last name including prefix(es) comma initials; e.g. Van Dijk, D.A. or Jansen, J.) and click Add unlisted author

  3. Do not forget to click Save changes before closing the Edit metadata screen

Contact Name

This field can only be edited by collection managers and is obligatory for Data Sharing Collections. For the internal Data Acquisition Collections and Research Documentation Collections it is optional. In this field, you should specify the full name (in the same format as the names in the list of authors) of the contact person for this collection. The contact person is the contact point for a data user if they have questions concerning the data collection. The contact person is not responsible for handling data access requests (there is a request access button for that).

Contact email

This field can only be edited by collection managers and is obligatory for Data Sharing Collections. For the internal Data Acquisition Collections and Research Documentation Collections it is optional. In this field, you should specify the email address of the contact person for this collection. The contact person is the person that a data user should contact if they have questions concerning the data collection. The contact person is not responsible for handling data access requests (there is a request access button for that).

Managers

Only collection managers can add other managers to a collection. Managers are authorized to add and remove users to the collection and to change the state of the collection. They can also view, download, add, modify, and delete files in that collection and can update collection metadata.

How to add managers:

  1. Click on Add manager

  2. Using the search bar on the left side of the screen that is now presented, you can find any colleague with an RDR profile who is an eligible manager. Search for and click on the name of the colleague you want to add. If you cannot find a user in the search bar, it is possible that the person you are trying to add is not an eligible manager. You can contact your research administrator to request that the user is made eligible manager

  3. Click Add author on the bottom right

  4. Do not forget to click Save changes before closing the Edit metadata screen

Contributors

Only collection managers can add contributors to a collection. Contributors can view, download, add, modify, and delete files of the collection and can update collection metadata.

How to add contributors:

  1. Click on Add contributor

  2. Using the search bar on the left side of the screen that is now presented, you can find any colleague with an RDR profile. Search for and click on the name of the colleague you want to add. If you cannot find a user in the search bar, it is possible that the person you are trying to add does not have an RDR profile yet. You can contact them and ask them to log in to the RDR once. After that, you should be able to find them in the search bar

  3. Click Add contributor on the bottom right

  4. Do not forget to click Save changes before closing the Edit metadata screen

Viewers

Only collection managers can add viewers to a collection. Viewers can view the collection metadata and content and can download files of that collection. They cannot add, modify, and delete files in the collection nor update collection details.

How to add viewers:

  1. Click on Add viewer

  2. Using the search bar on the left side of the screen that is now presented, you can find any colleague with an RDR profile. Search for and click on the name of the colleague you want to add. If you cannot find a user in the search bar, it is possible that the person you are trying to add does not have an RDR profile yet. You can contact them and ask them to log in to the RDR once. After that, you should be able to find them in the search bar

  3. Click Add viewer on the bottom right

  4. Do not forget to click Save changes before closing the Edit metadata screen

Access Level

This field is only visible in DSCs and can only be edited by the collection manager.

There are three access levels that you can choose from:

  1. Open access: data of the published DSC will be accessible to any user of the RDR

  2. Open access for Registered Users: data of the published DSC will be accessible to registered users that agree to the selected DUA. This access level serves for sharing potentially identifiable data

  3. Restricted access: data of the published DSC will be accessible following approval of an access request by the collection manager. This access level serves for sharing sensitive or directly identifiable data. You should carefully read the section on Restricted access DSCs here if you consider choosing this access level

For more information on selecting an appropriate access level for your DSC, see our best practices page.

Data use agreement

This field is only visible in Data Sharing Collections. A data use agreement (DUA) is an agreement that governs the sharing of data between the data sharing party and the (re-)user of that data. Depending on the access level of your DSC (see above), you can choose different DUA’s:

  1. For Open access DSCs, select one of the licences for data or code from the dropdown menu

  2. For Open access for Registered Users DSCs, the DUA is automatically set to RU-HD-1.1 for sharing potentially identifiable personal data

  3. For Restricted access DSCs, Radboud University employees can select Radboud University’s RU-RA-DUA-1.0 (for a pdf version see here) and RadboudUMC employees must use RUMC-RA-DUA-1.0 (see the pdf version here). It is also possible to provide your own custom DUA. To provide your own DUA, email it to us at rdmsupport@ubn.ru.nl so that we can add it to the dropdown menu.

    NOTE: RU-RA-DUA-1.0 and RUMC-RA-DUA-1.0 are provided by Radboud University and RadboudUMC respectively and have been set up with and approved by the legal department of Radboud University or RadboudUMC. Other DUA’s that can be selected from the dropdown menu have been provided to the RDR by individual researchers or research institutes. The RDR does not guarantee that these DUA’s are legally sound. Do not select one of these unless you or your research institute provided the DUA in question

For more information on selecting an appropriate DUA, see our best practices page.

Audience

Here you can select the field of science that your collection is most relevant to. You can select multiple audiences.

Associated publications

Here you can link your collection to associated publications, for example a journal paper, by entering a digital identifier. You can choose from DOI, ePIC, handle, PMID, arXiv, ISBN, URL, or add another identifier type yourself.

Associated data

Here you can link your collection to associated data, for example other collections in the Radboud Data Repository (RDR) or datasets in other repositories.

Associated analysis tools

Here you can add a link to relevant analysis tools, including the programming language you used.

Associated pre-registrations

Here you can link your collection to the pre-registration of your research project.

Ethical approvals

This field is only visible in Data Acquisition Collections. Here you can add the ID of the ethical approval related to your collection.

Keywords

Here you can add keywords that describe your collection. Doing this makes your collection better findable by other researchers. You can specify keywords in free text, or select from SFN keywords (neuroscience specific keywords that match the classification of presentations at the annual meeting of the Society for Neuroscience. The specific list currently used in the RDR is that of the 2013 SfN meeting) or MeSH keywords (Medical Subject Headings. These are keywords for the life sciences that are used by the U.S. National Library of Medicine and by PubMed). For more information have a look at our best practices page on documentation.

Documentation files

This field is only visible in Data Sharing Collections (DSCs). Here you can label some of your collection's files as documentation files. Documentation files are treated as metadata: they will become downloadable to anyone once you publish your DSC. Some examples of documentation files, such as a README file, are described in our best practices page on documentation. It is important to add sufficient documentation files to ensure that a re-user understands the context and content of your collection without having to download all its files. To label files as documentation files, you must first upload them to your collection's top level folder. Once you have done this, they become visible in the dropdown menu behind this field (Documentation Files). Click on files to label them as documentation files (you can select multiple files at once).

Note: once files have been labelled as documentation files they can no longer be edited, renamed or removed. To edit documentation files, you must deselect them as documentation files, make any edits, and then label them as documentation files again.

In order to save your changes, click Save changes.

Metadata fields that can be edited only upon request

Some metadata of your collection can be edited only by the research administrator of your Organisational Unit (OU). That is because deciding on these metadata requires knowledge of research data management-related issues, such as Radboud University's and (inter-)national policies regarding research data management, privacy and ethical standards and legislation regarding research data, and scientific integrity. This knowledge resides with data stewards that have been appointed at each of Radboud University's research institutes. In most cases, data stewards can therefore make the best decisions on these metadata fields.

The following metadata fields are filled out by the research administrator during collection creation and can be edited upon request after collection creation (click on a fieldname to get more information):

Collection quota

The size (in GB) that is reserved as the maximal size for the collection. Depending on your OU's policy, the research administrator may fill out a standard collection quota for all collections of the OU or ask you as a researcher for an estimate of your collection quota. If your collection has almost reached its quota, you can request an increase by contacting your research administrator. Before you do this, however, consider the possibility of cleaning up your data collection for example by compressing data files or folders. Your data steward can advise you on this. The collection quota field can be edited until you publish or archive your collection.

Preservation time

How long (in years) the collection should be kept as a minimum. Note that Radboud University's research data management policy dictates that research data underlying a publication must be stored for at least 10 years for research integrity purposes. Therefore, you should not enter a preservation time lower than ten years unless there is a valid reason to do so. For medical studies on human participants this could be longer according to NFU norms (NFU is the Dutch Federation of University-Medical Centres). The NFU guidelines for data preservation of research involving human subjects can be found here. When the indicated preservation time is about to come to an end, the collection manager will receive a notification from the RDR. The collection manager can then decide to delete the data of the collection. Without a confirmation from the collection manager, the data will not be deleted even after the indicated preservation time. Metadata will never be deleted. The preservation time can be edited even after you published or archived your collection.

Embargo until

A date that indicates when your Data Sharing Collection (DSC) will be made public. Placing an embargo on your collection requires careful consideration. Therefore, you can only place an embargo on your collection by contacting your research administrator. This field can be edited even after you published your collection.

Make metadata public

An option to make the metadata of internal collections (i.e., Data Acquisition Collections and Research Documentation Collections) public and register these metadata in RIS. If this option is not selected, the collection’s metadata will be visible only to collection managers, contributors, and viewers (as well as the research administrator(s) of your OU and the system administrator(s) of the RDR, see our Mission & Scope page). This field can be edited until you archive your collection.

Editing these metadata fields can be done by contacting your research administrator. Always explain why you want the field to be edited.

Copy metadata from an existing collection

If you would like to copy metadata from one collection to another, you can use the Copy metadata function. This can be useful when you have a Data Acquisition Collection, a Research Documentation Collection, and a Data Sharing Collection for the same project. Then you can add metadata to one of those collections and copy it to the other two. You can do this as follows:

  1. Go to the collection you want to copy the metadata to

  2. Click the button Copy metadata on the top of your screen

  3. In the pop-up screen, select the collection you want to copy the metadata from. You can make use of the search field and filters on the left side of the screen to find this collection. Next, click Copy data collection

  4. Any current metadata of the collection you want to copy the metadata to will be removed and replaced with the metadata from the selected collection. If you agree with this, click Yes, copy the metadata

Note that this functionality copies all metadata, but not the 'roles' assigned to people for you collection. To assign people as collection manager, contributor, or viewer, see our description above.

Sometimes it can take a short time for the metadata to be copied. In those cases, refreshing the page makes all changes visible.