FAQ DataverseNL

To get you started with DataverseNL here are 10 answers to FAQ.

Who has access to DataverseNL?

Utrecht University research groups or projects can apply for a Dataverse. Each staff member with a Solis ID can get rights in the DataverseNL.

Owners of a Dataverse can create a DataverseNL account for participants without a Solis ID that gives access to that particular Dataverse, with rights that can be specified by the owner. Please note: there are separate login screens for the Solis accounts and the DataverseNL accounts.

Which structures can I create in Dataverse?

In a Dataverse so-called studies can be created for separate subprojects, experiments or other parts of a research project or research career. To a limited extent the design of a Dataverse can be personalised by adding headers, footers and banners (layout branding), a descriptive text and your own conditions of use.

In addition, within a Dataverse so-called collections can be defined, which in their turn contain studies. In such a a collection also subcollections can be defined, resulting in a multi-layered tree diagram. In collections studies from other Dataverses may be included (even from other owners, provided the studies are freely accessible).

How do I start my own Dataverse, and how do I create studies?

A Dataverse can be applied for at the university library via library@uu.nl. To create a study within the Dataverse you log in with your Solis ID and password at https://dataverse.nl/dvn/. At the top right of the page you will find the button Create Study + Upload Data.

How do I manage or update data in a study?

If you want to access a study for maintenance or management purposes, you must always log in via the Dataverse on the DataverseNL start page or via the personal data under your user name.

PLEASE NOTE: the search screen on the DVN home page CANNOT be used for managing and updating your data, as it does not allow you access to the management options.

What do I have to keep in mind when uploading files?

Please take into account that uploading large files may take a long time. Upload time may differ for each location, depending on the network connections and on the computer from which the uploading takes place.

A study gets a so-called persistent identifier: a unique URL that refers to this study and will remain unchanged. Even if the data are moved this URL will still exist. This means that the data will be permanently available via the URL, making this link suitable to be included in publications when data must be referred to.

Dataverse functions as archive as well. After a study has been released it can no longer be removed by you. So take care that the version you upload and release is a (preliminary) final version.

However, you can always upload a new version, meanwhile keeping the old version. The persistent identifier always identifies the latest version. You can put the study on deaccession, however.

How do I, as owner of the data, control the access to these data?

The owner of a Dataverse is the one who decides which persons or groups get access to the individual studies and files. The persons you allow access may be given permission to only view the stored data, or you can give them more access rights, for instance by allowing them to add files or datasets themselves.

We advise you to keep good track of the rights you distributed.

What do I have to know about metadata?

Adding metadata (legends, glossaries, code books, etc.) to a study is more important than you might think. After all, these data are essential to the interpretation and reuse (and above all the retrieval!) of datasets. Determine in advance which metadata are essential for the right interpretation of the data and must definitely be added to your data: in this way you prevent time and effort being wasted on uploading files which turn out to be of less use.

If you think that you will be creating more similar studies in due course, we advise you to create a standard (metadata) template. The template contains a selection of mandatory fields: where possible some fields can be pre-filled with standard values.

How much information can Dataverse contain?

Technically spoken, there are no limits to the quantity of information which can be stored in a Dataverse (images, datasets, articles, ...).

However, for the free-of-charge service there is a maximum: each UU staff member may store 5 gigabyte; up to this maximum, the service will always remain free of charge.

In the future, it might be possible that we need to charge (at most) € 7.50 per gigabyte per year.

Which legal conditions are attached to DataverseNL?

You must agree to legal conditions when using, uploading and downloading data. These conditions are shown on the screen.

It is important to know that storing privacy-sensitive data is not allowed!

Where can I go for extra support and other questions?

If you have any questions or need support please do not hesitate to contact the Utrecht University Library: library@uu.nl.