U of G Research Data Repositories

Datasets deposited in the Data Repositories are, by default, openly available and discoverable through major search engines like Google Dataset Search and discovery portals like the Canadian national discovery service, Lunaris.

During the dataset deposit process, you can apply terms of use, such as a Creative Commons license, to your dataset to clearly indicate to others how they may use it. Refer to the Licensing datasets in the U of G Research Data Repositories guide for more information.

Access restrictions and embargoes

There may be cases where long- or short-term access controls on dataset files are necessary. Some examples where access controls may be used include:

• Legal, ethical or contractual requirements for controlled access.
• Intellectual property agreements, patents, or commercialization ventures.
• Author rights and publishing requirements (e.g., awaiting publication of an accompanying manuscript).

Note that access controls apply to the data and supplemental documentation files in your dataset only. The dataset record itself (including dataset metadata) will be visible in the Data Repositories.

If access controls are required, at the time of deposit, you can apply either file restrictions or embargoes.

• File restrictions: Long-term file restrictions can be used to restrict access. Users may request access to restricted files. The long-term contact for the dataset will receive a notification email indicating there has been a data access request. They can then review and grant or reject the request directly in the Data Repositories.
• File embargoes: Short-term file embargoes can be used to place data files under a temporary access restriction. Depositors may apply an embargo expiry date, normally limited to one-year, at the file level. Users are not able to make access requests for embargoed files. Upon embargo expiry, the file(s) will be openly available.

Yes. When you edit a publicly available dataset, a draft version of the dataset will be generated which you can then submit for review. Either a minor (e.g., metadata edits) or major (e.g., file edits) version will be created. Access will be maintained to all previous versions of the dataset and will be visible via the Versions tab on the dataset landing page.

As indicated in the Digital Repositories Policy VIII. Correction or Withdrawal of Submission, publicly available datasets are part of the library’s collection and will not normally be withdrawn (deaccessioned) from the collection.

However, there may be cases when a dataset would be considered for deaccession, including:

• Copyright infringement or plagiarism.
• Academic and/or research misconduct.
• Lack of Research Ethics Board approval or informed consent of research participants.
• Public safety or confidentiality concerns.
• Presence of malicious, obscene, or unlawful material.

If a dataset is withdrawn, all data files and metadata will be removed from public access, however, the persistent identifier (DOI) and landing page for the dataset will be maintained. The landing page will include basic citation information for the dataset and the reason for its withdrawal.

Refer to the University of Guelph Research Data Repositories deaccession guidelines for more information.