Morgan, Helen

University of Queensland eSpace

 1 December 2014 
 
UQ eSpace 
 
 
Using My UQ eSpace to Manage Your Research Data Sets: Guide for Researchers 
 
UQ eSpace is the single authoritative source for all University of Queensland research outputs and can now 
host data collections. It is important to keep UQ eSpace up to date with a complete list of your publications  and 
datasets.  Dataset records from UQ eSpace feed into the following systems: 
•   UQ Researchers 
•   Australian National Data Service 
•   Strategic initiatives: Bibliometrics, impact and collaboration reports  
 
Login to UQ eSpace (http://espace.library.uq.edu.au/) using your staff UQ username (e.g. uqzzarm1) and 
password. You will be directed to My UQ eSpace to manage your publications and datasets. 
 
Work in sequence, as required, through the following tabs to review your data listings, claim and report 
corrections, upload files and add missing datasets to your author profile: 
 
 
 
 
1. My Research Data 
 
This lists all datasets already linked to your profile. Select the Update Selected Record button to the 
right of each record to: 
 
•   edit the record of the dataset 
 
•   upload any or additional data files relevant to that record 
 
 
 
 
 
If your data collection list is up to date and complete, there is no need to proceed further. 
 
 
3. Add Missing Data Collection 
 
Click on this tab to manually add missing data sets or collections, then: 
 
• complete the fields on the form as required (see the following ‘Guidance for Research Data 
Collection entries in eSpace’ for more information); 
 
• fields marked with an asterisk are mandatory 
 
• To link to your author ID enter your UQ username (e.g. uqzzarm1) into the Author ID field and click on     
the result 
 
• upload files as required (up to 2GB per file with a total maximum of 10GB); then nominate any embargo 
periods if required 
 
• click on the Submit for approval button to deposit the record 
 
• All records and files submitted are checked and verified by the UQ Library Data Management team, and 
uploaded datasets will be allocated a DOI. 
 
 1 December 2014 
 
Guidance for Research Data Collection 
entries in UQ eSpace 
 
Please note that many fields are optional and only need to be completed where 
appropriate. Mandatory fields are prefaced by *  
 
*Contact name (Primary contact person) 
 
 Primary contact person used for asking questions about or requesting access to the data.  
 UQ researchers should use the Contact Name ID search box, and click to add their ID. 
 If your name does not appear in the Contact ID box, enter your name manually to the Contact Name 
field. 
 Format for name is: Last name, First name(s) or Last name, Initial(s). 
 
 
*Contact email (Email address of Primary contact) 
 
 Email address of primary contact person. 
 Email used to provide contact for asking questions about, or requesting access to, the data. 
  
  
Project name (Name of the project that initiated the data collection)  
 Enter the name of the research project your data relates to. 
 
 
Project ID, if applicable (ID for project)  
 If you have an ID or ID’s add them here 
 
Example of ID’s  
o Research Manager (RM0), Project ID, local school/institute/faculty project ID 
 
 
*Project description 
 
 Briefly describe the project including its purpose 
 
 
Grant ID (Internal or external grant number)  
 ARC or NHMRC grant number, or other grant identifier 
 
 1 December 2014 
 
Funding Body(s) (the name of the funding body associated with your research) 
 
 Enter the name of the relevant funding body 
 If more than one, a new box will appear when you type the first entry 
 Enter all relevant funding bodies 
 
 
 
*Data collection name (The name by which the data is known)  
 
 Use the descriptive title of your dataset or create a title for your collection. Be specific and designate 
a name that adequately reflects the data and aids in its discoverability.  
 
Examples:  
o ‘Transcripts, interviews, press clippings for: Generations; grandmothers, mothers and 
daughters'  
o 'Filtration membrane fouling data collection for water treatment research'  
o ‘Benthic and substrate cover data derived from xyz reef’  
 
 
*Description of collection  
 
 Briefly describe your data, include intellectual theme, subject or topic. It is useful to include a brief 
description of methods used for collection or analysis. 
 
 
Keywords (User-selected words or phrases to define the subject of the data)  
 Enter a single keyword or keyword phrase on each line.  
 More Keyword input boxes will appear as you type  
 Use lowercase, except for names of people, organisations and places.  
 Be specific, using as many as required. 
 
Example:  
‘Transcripts, interviews, press clippings for: Generations; grandmothers, mothers and daughters'  
Use:  
 women’s lives  
 heirlooms  
 women Australia  
 
 
*Creator name(s) (The person(s) related to the creation, update, or maintenance of the data)   
 
 UQ researchers should use the Contact Name ID search box, and click to add their ID. 
 If your name does not appear in the Contact ID box, enter your name manually to the Contact Name 
field. 
 Use format: Last name, First name(s) or Last name, Initial(s). 
 More Creator(s) input boxes will appear as you type.  
 Add all the relevant names 
 
Examples  
o Williamson, I. A.  
o Di Rocco, Jonathon D.  
o Chan, Chak Kwan  
 1 December 2014 
 
 
 
*Creator role(s) (The role the individual played in the creation or maintenance of the data)  
 Provide a Role for each Creator listed 
 More Creator(s) role input boxes will appear as you type.  
Examples  
o Chief investigator  
o Associate investigator  
o Investigator  
o Compiler  
  
Collection start-end date (Date that data started being collected by the researcher)  
 
 A time period during which data was collected or observations made 
 Provide the most specific date as possible  
 If the date is uncertain, enter the best guess in this field and indicate in the Notes field that the date 
is uncertain. 
 If the collection is ongoing leave the end field blank  
 
Examples  
o January 23 2011 – January 30 2011 
o March 2010  
o 2007  
 
 
Type of data in collection(s) (The type of data represented) 
 Enter a type of data separately in each line.  
 More data type input boxes will appear as you type.  
 
Examples 
o audio  
o data 
o image 
o program 
o text 
o video 
 
 
Geographic area/coordinates (subject) (A specific geographic area that data covers)   
 
 A geographical area where data was collected, a place which is the subject of the data, or a location 
which is the focus of the data. 
 Use the tool by selecting your geographic area which relates to your data. Scroll across the map or 
click on ‘Search’ to locate the relevant geographic area. 
 
Examples  
o Geelong, Vic.  
o Australia  
o London, England  
o Lizard Island 
 1 December 2014 
 
 
 
Time period start-end date (subject) (A specific time period to which the data relates)   
 
 A time period that the data is linked to intellectually or thematically, or the data was collected. 
 This time period may be the same as the Collection Start-End Date. 
 
Examples  
o 15 Jan 1999 to 15 Feb 1999 
o 1997 to 1998  
o March 2010  
o 1535-1540 
 
 
*Description of resource (Summary of the types and size of files or objects that comprise the data)   
 Provide details of the types of files and objects, and the quantities that are included in your datase t 
or data collection. 
 
Examples  
o 1-2 GB, 10 data collection with 30-100 images in a stack  
o 79 files in 4 archive boxes  
o 1 table  
o 1 survey; 14 questions  
o 1 spread sheet; 14 sheets  
o 620mb (approx. per annum), 83 binary files  
o PDF 
 
 
Data Volume (Total size of the data being stored or described) 
 Approximate amount only, estimating the size of the files being stored or described.   
Examples 
o 1GB 
o 75KB 
o 200MB 
o 1 TB 
 
 
Software required (List software required to view the data)  
 Enter any software required to view or use the data for each different format described.  
 More software required input boxes will appear as you type.  
 
Examples  
o Oxford HKL Channel 5  
o Microsoft Office Excel  
o Adobe Acrobat  
 
 1 December 2014 
 
 
*Language (Language of the intellectual content of the data)  
 Choose 3-character ISO639-2b format from the language drop-down box.  
 If a specific language is not available, note this in the Additional Notes field.  
 If language cannot be determined, select “und” (undefined). 
 To add another language: click on language required then Copy selected to left button.  
 
Examples  
o . eng  
o . fre  
o . und  
 
 
*Field of Research Code (Australian & New Zealand Standard Classification Field of Research code)   
 Use the most specific code(s) available.  
 Click on Add New to bring up a list of codes you can browse. Click on the preferred code.  
 More than one FoR code can be added 
 
Example:     Filtration membrane fouling data collection for water treatment research  
Use:  
 080106 – Image processing  
 
 
 
Socio-Economic Objective Code (Australian & New Zealand Standard Classification Socio Economic Objective 
(SEO) code)  
 
 Use the most specific code(s) available.  
 Click on Add New to bring up a list of codes you can browse. Click on the preferred code.  
 More than one Socio-Economic Objective code can be added 
 
Example: Transcripts, interviews, press clippings for 'Generations: grandmothers, mothers and 
daughters'  
Use:    
970116 - Expanding Knowledge through Studies of Human Society  
 
 
 
*Collection type  
 
 To decide if a record should be a collection or a dataset ANDS suggests that if the collection contains 
structured data it is a dataset, if it doesn’t it is a collection.  
 A collection may also be group of mixed objects based on a research project or of particular object 
types based on intellectual themes  
 See http://www.ands.org.au/guides/defining.a.collection.pdf.  
 
 Choose either: Collection or Dataset 
 
 
 
 1 December 2014 
 
Related Datasets (Provide citations(s) to any datasets)  
 Use this field if there are any related data sets described in another data repository 
 Provide a full citation of the related dataset.  
 
Example: 
o Creator (PublicationYear): Title. Version. Publisher. ResourceType. Identifier/DOI 
 
 
 
Related Publications (Provide citation(s) and DOI(s) of publications or link to publisher details) 
 
 Use if any publication was generated from the dataset being described 
 Use this field for related publications not linked to eSpace 
 Provide publication(s) citation, link and DOIs of related publications to the.  
 
 
 
 
Related Publications / Datasets (Use this field for any publications or datasets already stored in eSpace)  
 
 Use this field only if your related publication or dataset is already stored in UQ eSpace 
 Search for the UQ eSpace PID and enter into the form 
 This will create a link between your data and your related research outputs in eSpace  
 
Examples 
o UQ:234865 
o UQ:276988 
 
*Publisher  
 
 Enter the entity responsible for publishing your data set. 
 If you are storing your data in UQ eSpace, the publisher will be ‘The University of Queensland’. 
 If you have published your data in a discipline specific or generalist data repository the publisher will 
be that repository  
  
Examples 
o The University of Queensland 
o PANGAEA 
o Dryad 
 
 
Published Date (Date the data was published or deposited in a data repository)  
 
 If you are uploading your data into UQ eSpace, the published date will be the year you upload the file.  
 If you have previously deposited your research data into a data depository, the published date will be 
date you uploaded your data to that repository. 
 If you are not uploading your data or linking to it, then leave this field blank.  
 
 1 December 2014 
 
 
*Copyright notice (The copyright statement required to appear on the record)  
 Copyright statement should reflect the copyright owner. 
 
Example 
o 2014, The University of Queensland  
 
 
*Access conditions (Mediated Access or Open Access) 
 Select from drop down box 
 Open Access (upload your data, or link to the open data) 
 Mediated Access (Contact researcher directly. Data will only be released by the researcher under 
certain conditions) 
 
 
Licensing 
 Select from the dropdown menu, ensuring the Creative Commons license you choose best meets 
your needs. 
 For more detailed explanation of the types of Creative Commons licenses, click on the link to 
Creative Commons licenses found on the form. 
 
 
*Deposit Agreement  
 Read the agreement and tick the box to indicate that you agree to the terms of describing and/or 
depositing your dataset/data collection 
 
 
Upload your work – Open Access (File less than 10GB containing the data or related material)  
If you have selected mediated access skip this section, uploading your data now will make it available Open 
Access 
 Click on ‘Select Files’, and browse to the fi le you are uploading 
 Complete the following options for more information 
o Select the file type: Data collection Open Access 
o Add a description for the fi le as this will  appear on the final record. It can be the name of the fi le as 
long as it is descriptive 
o Open access release date: Generally leave blank.  For use only where a future date for open access is 
required, or an embargo period is in place. 
 Additional fi les – click on ‘Select More Files’ to upload multiple data fi les . 
 Text fi les may be uploaded as DOC, RTF, TXT or PDF.  
 Most image and video fi le formats are supported.  
 Best practice for fi le name: surname-first words of title-year  
 1 December 2014 
 
 
 
Description for Link(s)  (Primarily used if the dataset you describe is stored in another open data repository to 
provide links to an electronic version. May also be used for description of another resource that is helpful or 
related to the data in some way that is stored elsewhere. Provide a brief description of material linked to)  
If you have selected mediated access skip this section, linking to your data will make it available Open Access 
 Links may be included to the published version of the data if known, or to a guide or website from 
which users may purchase or download software to read the data.  
 More Description for Link(s) input boxes will appear as you type. 
Examples  
  Dataset from Publisher 
  Research Centre Website 
  Database 
  Software 
 
 
 
 
URL (URL connecting to the data or additional resources)  
 
*Do not use this field if your published open data has a DOI.  Enter the DOI in the next field instead.  
 
 Enter only persistent URL(s). 
 More URL input boxes will appear as you type.  
Example  
  http://spss.pmstation.com/spssr_index.jsp   
 
 
 
DOI (for the dataset) 
 
 If your data has been allocated a DOI or permanent handle from a publisher or repository record enter it 
here. 
 If you are depositing your dataset directly into eSpace, a DOI will be generated for you – leave blank. 
 
 
Additional Notes (Additional information about the data)  
 Add anything important that a user should know about the data which cannot be accommodated in 
other fields.  
 
Examples  
This data collection was chiefly sourced from interviews conducted in person and over the 
telephone.  
These datasets were sourced from various resources produced by the Australian Bureau of 
Statistics  
Guide available with the collection as notes 
The data was collected on the University’s Survey Monkey account  
The data should be retained indefinitely. In years to come it will be useful for journalists to know 
what journalism students were thinking at this point in time.  
 1 December 2014 
 
 
 
Click ‘Submit for approval’ and your Data Collections Form will be sent to the Data Management 
Team for verification and publishing.you may need to log in to access this list). To contact eSpace, 
email espace@library.uq.edu.au 


Guidance for Research Data Collection entries in UQ eSpace

http://espace.library.uq.edu.au/view/UQ:308153/DataCollection_UQeSpace.pdf

Guidance for Research Data Collection entries in UQ eSpace

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