Sharing and Archiving Data

While you’re conducting research, smart data sharing practices simplify your workflow and reduce confusion. Once you’ve completed a project, depositing data to a reputable repository boosts your research impact and preserves your data over the long term.

Sharing During a Project

Sharing data with your project collaborators is easy with a secure cloud storage option that supports collaborative editing. Avoid sharing files as email attachments because you may end up with edits spread out across multiple versions, and that creates extra work you don’t need.

Sharing in a Repository

Depositing your final data in a trusted repository helps you meet funder requirements, maximize your research impact, and free up storage space since you no longer need to store those files yourself. That deposit also becomes the authoritative copy of your data – no more rummaging through a bunch of versions to find the right one.

Choosing a repository is about finding the right fit for your research. If you already know of a domain repository that curates data on your research topic, depositing there will help get your work in front of the right audience. If you’re not familiar with the repositories specific to your topic, see which domain repositories major funders in your field recommend or try searching the Registry of Research Data Repositories. Not every domain has a repository. In that case, the Illinois Data Bank is a great, no-cost option for projects with at least one researcher on campus. The Illinois Data Bank also provides Digital Object Identifiers (DOIs). Whenever possible, choose a repository that provides citable identifiers like DOIs because they allow you to track your research impact.

Which Data to Publish

Aim to publish whatever data someone else in your field would need to validate your research findings. In some cases, that would be your raw or initial data. In other cases, it makes more sense to share processed data. In every case, it’s best to publish more than the tables and figures included in any associated publication. Instead of reproducing those tables and figures, you should publish the underlying data you analyzed to come to those conclusions.

Data Licensing

When publishing data in a repository, remember to attach a license defining how the data can be used. Your repository will likely provide license options for you to choose from. Creative Commons licenses are particularly popular, and this infographic explains how the various options available through Creative Commons apply to data.

Publication Timing

Reserve a DOI or other identifier before your accompanying publication is finalized so you can cite your own data. Many repositories will allow you to reserve an identifier before your data is published. Also, see if your repository allows you to privately share a draft data deposit before publication. That way, you can share your data with your article reviewers and make any necessary edits while it’s still in the draft stage.

Archiving for Long-Term Access

Archiving data is not just about saving files. You also need to make sure those files are secured and accessible. The data should be secured in a system with appropriate and regular back-ups, off-site replication, and data integrity audits. A good repository will do this for you. See the Illinois Data Bank Preservation Policy for an example of what to look for when evaluating a repository.

To make sure your files are accessible, include data documentation and save your data in file formats you’ll be able to open several years down the road. For more information, see our guides to Organizing Files and Documenting Data.