At the end of your project, you’ll need to consider how to archive and share your data for use by other researchers.

cropped RDM at the end of your project page photo catalogue boxes

As you come to the end of a project, you might need to think about preparing your data for sharing and archiving. Below are some guidelines, but if you need assistance, email the Research Data Management Service: This email address is being protected from spambots. You need JavaScript enabled to view it..

Sharing data

Depositing your data in a repository

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Sharing data

Sharing data with other researchers (outside of your project team) is accepted practice in some disciplines and more unusual in others, in part due to legal and ethical issues surrounding the data. For example, your data may contain personally identifiable or commercially sensitive information or the intellectual property may be owned by a third party. Funding bodies and publishers recognise these issues, but nonetheless expect data to be made available to support original research articles where possible.

It is advisable to plan from the beginning to redact, anonymise or de-identify your data if you know these issues would otherwise prevent you from sharing them. Some funders permit costs for handling this data to be included in the grant application, so it is advisable to include (and justify) a suitable amount of staff time to perform these tasks in your funding application. More information on how to anonymise or redact sensitive data can be found at the UK Data Service website and at the Irish Qualitative Data Archive.

The final decision on how long you think this process would take will be determined by the grant applicants and assessed as part of the peer review of the grant application by colleagues in the field.


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Depositing your data in a repository

Depositing your data in a repository ensures that your data remains accessible and discoverable long after your research has ended.

There are a number of repository options available to share and preserve your data. This page identifies a few general and subject-specific repositories available to you.

It is always best to choose a national data centre or subject-specific repository to share your data as these are more likely to be accessed by researchers in your field. Data that you have shared elsewhere should be recorded, and where possible linked to, on the St George’s Data Repository.

If you would like support in selecting a repository that’s right for your data, please contact the This email address is being protected from spambots. You need JavaScript enabled to view it..

Subject-specific repositories

The Wellcome TrustThe Wellcome Trust maintains a list of data repositories and database resources covering: nucleotide, genome, protein and macromolecular structures, microarray, proteomics, social sciences and humanities databases, as well as bacterial and virus collections. There are also data collections and repositories listed by the BBSRC for biotechnological and biological sciences research.

General repositories

Zenodo is a free repository for data from all subject areas. Zenodo is maintained by CERN and will ensure that your data will be discoverable to other researchers and preserved for at least ten years. You may also set restrictions on access to the data, so it does not have to be completely open access.

Dryad and figshare are other general purpose repositories.

Not all repositories are free, so if you anticipate depositing with a paid service, you may wish to include this fee in your grant application.

St George’s Data Repository

The Research Data Management Service is piloting a research data repository for use by St George’s researchers, including doctoral researchers. The St George’s Data Repository is a digital archive for discovering, cataloguing, storing, sharing and preserving research content produced at St George’s.

You can use the archive to:

  • Share your research data, source code, conference papers, posters, presentations, images, videos, and a range of other digital research outputs
  • Register and link to data and other research material that are already in the public domain, but are difficult to discover, cite and measure for impact

Each deposit in the St George’s data repository is provided with a digital object identifier (DOI), which allows items to be uniquely cited and assessed for impact. This DOI can be used in Data Access Statements on your journal papers.

Please contact the This email address is being protected from spambots. You need JavaScript enabled to view it. if you would like to deposit your data or other research materials in the St George’s data repository.


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Publishing materials in the St George’s Data Repository

Log in

Before you deposit your data in the repository please ensure that you have completed the preparing the data for deposit checklist.

Once you have completed the checklist:

  • Go to the St George’s Data Repository
  • Click ‘Log in’ on the top right of the screen
  • Select ‘St George’s, University of London’
  • Log in using your institutional credentials

You are now logged into the repository.

What would you like to do?

  • I would like to upload and publish my data publicly
  • I would like to link to my data that’s published on another repository or website, or place my files under an embargo

St George’s Data Repository is powered by Figshare. You can find answers to more frequently asked questions on Figshare's support Site.

Note that we are unable to support confidential datasets at this time.

It is advisable to contact the This email address is being protected from spambots. You need JavaScript enabled to view it. if you intend to deposit your data in the repository to avoid any delay in publishing your research.


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Archiving data

Archiving data is not the same as backing it up – once you have identified datasets that you may not need to view regularly but want to retain, the SGUL RDM Service can help you transfer these files to a secure location. These files will be subject to automated digital preservation checks, to ensure that they are not becoming obsolete or degraded. Archiving data you no longer need on a regular basis will also free up space in your active data storage for your next project.

Currently the SGUL RDM Service is unable to digitise any data that is in an analogue or physical format for digital preservation. There may be some funding schemes available to assist with such projects, but these require careful consideration of all research data management issues, such as how to ensure the digitised version of the data is made discoverable and interrogated.

It is a condition of the SGUL Research Data Management policy that all datasets that support published research are logged with the This email address is being protected from spambots. You need JavaScript enabled to view it..


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Last Updated: Wednesday, 25 October 2017 15:31

For all enquiries about research data management, email: researchdata@sgul.ac.uk