ADA Public Wiki - User contributions [en-gb]

Metadata guidelines for ADA Dataverse

2025-10-22T00:37:37Z

JMcDougall: /* Populating the Metadata fields */

← [[https://docs.ada.edu.au/index.php/Quick_Deposit_Guide#Step_4| Back to Quick Deposit Guide]]

Good metadata makes your dataset findable, citable, and reusable. It tells future users—including you—what the data are, who created them, and how they may be used. Complete the fields below as accurately as you can; richer descriptions mean greater impact.

= Steps for Depositors =

== Accessing the metadata fields ==
The metadata fields can be accessed by:
[[File:Accessing the Dataset Metadata fields.JPG|500px|right]]

1. Navigate to the metadata section on your deposit page, by selecting the "Metadata" Tab, followed by the "Add + Edit Metadata" button.

This will open up the dataset metadata fields ready for review and population.

== Populating the Metadata fields ==

2. Review and populate the Metadata fields. See [https://rdf-vocabulary.ddialliance.org/cv DDI Controlled Vocabularies - Overview] for recommended metadata TERMS.

===SECTION A. Citation metadata (always complete)===
* '''Project title''' – ''Required''. Clear, descriptive title. *Example:* Australian Election Study 2025
* '''Author''' – ''Required''. Lead researcher(s) in “Family, Given” order; add ORCID if known.
* '''Contact''' – ''Required''. Person or group who can answer questions (email only is fine).
* '''Description''' – ''Required''. 2–4 sentences on what the dataset contains, why it was collected, and key methods.
* '''Subject''' – ''Required''. Choose the closest category from the drop-down list.
* '''Keyword''' – ''Recommended''. Add 3–5 terms from a controlled vocabulary (e.g. ANZSRC, ELSST).
* '''Topic classification (ANZSRC FoR code)''' – ''Recommended''. 4- or 6-digit code plus description (e.g. 160601 – Australian Government and Politics).
* '''Related publication''' – ''Optional''. Full citation and DOI if a paper already uses the data.
* '''Notes''' – ''Optional''. Short, important notices only (e.g. ethics approval number, copyright statement).
* '''Language''' – ''Recommended''. Primary language of the data (usually English).
* '''Time period covered''' – ''Recommended''. Start and end dates the data refer to.
* '''Date of collection''' – ''Optional''. When the data were gathered.
* '''Kind of data''' – ''Optional''. Brief type description (e.g. Survey data, Administrative records).
* '''Series''' – ''Optional''. Name the study series if this dataset is part of one (e.g. HILDA Wave 20).
* '''Grant information''' – ''Optional''. Funder name and grant number.
* '''Software''' – ''Optional''. Software and version needed to read the files (e.g. SPSS v29).
* '''Related material / datasets''' – ''Optional''. Links or citations to questionnaires, codebooks, or previous waves.

[[File:MetadataSection1.jpg|400px|right]]
===SECTION B. Geospatial metadata (fill in if your data have a location element)===
* '''Geographic coverage''' – ''Recommended''. Country, region, or coordinates covered.
* '''Geographic unit''' – ''Optional''. Finer units such as postcode or mesh block.
* '''Bounding box''' – ''Optional''. Use the map tool if exact bounds are important.

===SECTION C. Social science & humanities metadata===
: Depositors should be able to complete most of this subset of DDI fields to describe the research methods used in data collection. The aim is to complete as many fields as possible to enhance data usability.
* '''Unit of Analysis '''
* '''Universe'''
* '''Time Method'''
* '''Frequency'''
* '''Sampling Procedure'''
* '''Collection Mode'''
* '''Type of Research Instrument'''
* '''Characteristics of Data Collection Situation'''
* '''Actions to Minimize Losses'''
* '''Weighting'''
* '''Response Rate'''

== Completion ==

3. Save changes and notify ADA
[[File: Savechanges.jpg|300px|right]]
# Click <code>Save changes</code>.
# Submit your files as instructed.
# Notify ADA once these steps are completed and we will review your submission.

== Need help? ==
Email us at [mailto:support@ada.edu.au support@ada.edu.au] and an archivist will get back to you.

Quick Deposit Guide

2025-10-22T00:35:45Z

JMcDougall: /* Step 4 - Provide metadata */

= Step 1 - Contact the ADA =
If you want to deposit research data with the ADA, please send an email to '''ada@ada.edu.au''' with the following information:

'''- Study Title:'''
'''- Study Year:'''
'''- Department or Research group: '''
'''- [https://vocabs.ardc.edu.au/viewById/316 Field of Research (FoR) code(s)]: '''
'''- List of Files and File Descriptions:'''

See [[Deposit Appraisal & Collection Policy]] for details on what data the ADA accepts. Licenses and access conditions will be discussed once the deposit is accepted for archiving with the ADA.

= Step 2 - Prepare data files and documentation =
== De-identification of sensitive data ==
Ensure that your data does not contain identifying information about your research participants. This includes, for instance, personal information about the respondents in a survey that could lead to the identification of an individual respondent.

For more information on the topic see:
*[https://docs.ada.edu.au/index.php/Legal_&_Ethical Legal & Ethical]
*[https://docs.ada.edu.au/index.php/De-Identification De-Identification]
*[https://docs.ada.edu.au/index.php/The_Privacy_Act_1988 The Privacy Act 1988]

== Levels of Curation ==
ADA will discuss with depositors levels of curation that may be offered:
* A. Content distributed as deposited
* B. Basic curation – e.g., brief checking, addition of basic metadata or documentation
* C. Enhanced curation – e.g., conversion to new formats, enhancement of documentation
* D. Data-level curation – as in C above, but with additional editing of deposited data for accuracy

== Reusability of data ==
Data deposited at the ADA should be understandable and reusable by a secondary user.
''' Please ensure that:'''
;Study variable names
: use a consistent naming convention and can be readily matched to corresponding questions and sections on the study questionnaire (if applicable).
;Variable name lengths
: STATA always supports 32 characters
: SPSS supports 64 characters. 8 or12-character restriction applies to versions below v12
: SAS supports 32 characters. 8 or12-character restriction applies to versions below v6
;All variables have appropriate labels
: Labels should enable secondary users to understand the meaning of each variable, and ADA recommends that variable label lengths should be 80 characters or less.
;All values of categorical variables have clear labels, preferably under 25 characters '''
: There are no comma or separators in value labels as this can cause problems in CSV files. Ensure also that any leading or trailing spaces are removed. '''

For more information see:
* [[Qualitative Data Processing]]
* [https://docs.ada.edu.au/index.php/Quality_Assurance Quality Assurance]
* [https://docs.ada.edu.au/index.php/Workflows Workflows]

== Data formats ==
ADA predominately archives and disseminates quantitative data. We have a small collection of qualitative data.

;Tabular data files
: ADA prefers submission in SPSS format for tabular survey data because that file format contains a metadata dictionary (.sav files). This format captures variable level metadata (variable and value labels, data formats etc.) and SPSS Statistics is adept at exporting multiple alternative file formats.

: The ADA also accepts Stata (.dta) SAS (.sas; .sas7bdat), and R (.rdata), as well as text formats (.csv; .tab) provided data including both value labels and codes can be provided. Other data formats will be considered on a case-by-case basis.

Other compatible formats are also generally accepted, provided variable and values labels can be associated with their data. We will export all tabular data to SPSS, STATA and SAS formats, as well as CSV for distribution.

;Qualitative data
: Data formats vary significantly and submitted formats will also be considered on a case-by-case basis. See ADA's [https://docs.ada.edu.au/index.php/Qualitative_Data_Processing Qualiltative Data Processing] guidelines.

;Other formats
If you are using an unusual format (e.g. a database set up), please let us know in advance and we can discuss options.

For more information see:
* [https://docs.ada.edu.au/index.php/Quality_Assurance Quality Assurance]
* [https://docs.ada.edu.au/index.php/Workflows Workflows]
* [https://docs.ada.edu.au/index.php/Preservation_plan Preservation plan]

== Documentation files ==
Please provide appropriate documentation for your data. As a minimum, you should supply the study questionnaire (or equivalent research materials that correspond to your data). Other appropriate supporting documentation can include:

* technical report

* instructions to the data collector

Note that related publications with an existing digital identifier (DOI) or webpage (URL) can be referenced in the project metadata on Dataverse.

==Qualitative Data Processing==

Support materials are available for qualitative researchers on this page.
Materials: [https://docs.ada.edu.au/index.php/Qualitative_Data_Processing Qualitative Data Processing]

= Step 3 - Upload files =

ADA File Naming Conventions for data depositors to follow when uploading documentation and data files.

Deposited data files should follow the below file naming conventions:
File Codes
* 0_ for ADA Data License (to be completed in consultation with ADA archivists as part of the deposit phase)
* 1_ for documentation files
* 2_ for GENERAL Release data files (as defined in the ADA Data License based on data sensitivity)
* 3_ for RESTRICTED release files (as defined in the ADA Data License based on data sensitivity)
* 99_ for ARCHIVE ONLY
* the ADA ID should be part of the filename

<pre> [File code]_[Proj Name]_[ADAID] Example: 2_ANUPOLL_53_100500.sav </pre>
where

<blockquote>
[File code]: is coding for different kind of file type, '''0''' data license, '''1''' documentation, '''2''' general data, and '''3''' restricted data

[Proj Name]: Usually an abbreviation for the dataset/research project name. If the data is longitudinal data, add the number for wave, like included. e.g. '''ANUPOLL_53''', '''GEN_W1''', '''FWFC_w3'''

[ADAID]: the ADAID that was assigned to this dataset, e.g. '''100500'''

</blockquote>

An ADA archivist will send you a link to the ADA Deposit Dataverse where you can securely upload your files. To access this website you will first be directed to create a user account. Please inform the ADA once you have done that step, so we can give you editing rights to your deposit page.

Please upload your data files and supporting documentation files to this site. Alternative file sharing services can be used by prior arrangement with ADA. For security reasons, please do not send data files by email.

= Step 4 - Provide metadata =

Good metadata is essential for findability and reusability of data. Please fill in as many metadata fields as you can in the provided deposit shell (where you uploaded your data). Navigate to the Metadata tab, and click ‘Add + Edit Metadata’ to edit the fields.

See our [[Metadata guidelines for ADA Dataverse]] and the [https://rdf-vocabulary.ddialliance.org/cv DDI Controlled Vocabularies - Overview] for recommended 'vocabulary TERMS'.

If you are still unsure about what information to provide in a given field, please refer to the [https://zenodo.org/records/5576412 Dataverse North Metadata Best Practises Guide] for more extensive documentation.

= Step 5 - License and Access conditions =
Before data can be published on the ADA Dataverse, the data rights holder must sign a license agreement with the ADA. This license specifies the conditions under which the ADA can disseminate the data. See the [https://docs.ada.edu.au/index.php/Rights_Management Rights Managment] section on the ADA wiki for more information.

The agreement allows you to specify the terms and conditions of access for data users, the details users must provide, and the process by which data requests will be assessed and approved, see [https://docs.ada.edu.au/index.php/Setting_Access_Conditions Access Conditions] for details. The ADA can advise on what access condition would suit your data.

Quick Deposit Guide

2025-10-22T00:34:30Z

JMcDougall: /* Step 4 - Provide metadata */

= Step 1 - Contact the ADA =
If you want to deposit research data with the ADA, please send an email to '''ada@ada.edu.au''' with the following information:

'''- Study Title:'''
'''- Study Year:'''
'''- Department or Research group: '''
'''- [https://vocabs.ardc.edu.au/viewById/316 Field of Research (FoR) code(s)]: '''
'''- List of Files and File Descriptions:'''

See [[Deposit Appraisal & Collection Policy]] for details on what data the ADA accepts. Licenses and access conditions will be discussed once the deposit is accepted for archiving with the ADA.

= Step 2 - Prepare data files and documentation =
== De-identification of sensitive data ==
Ensure that your data does not contain identifying information about your research participants. This includes, for instance, personal information about the respondents in a survey that could lead to the identification of an individual respondent.

For more information on the topic see:
*[https://docs.ada.edu.au/index.php/Legal_&_Ethical Legal & Ethical]
*[https://docs.ada.edu.au/index.php/De-Identification De-Identification]
*[https://docs.ada.edu.au/index.php/The_Privacy_Act_1988 The Privacy Act 1988]

== Levels of Curation ==
ADA will discuss with depositors levels of curation that may be offered:
* A. Content distributed as deposited
* B. Basic curation – e.g., brief checking, addition of basic metadata or documentation
* C. Enhanced curation – e.g., conversion to new formats, enhancement of documentation
* D. Data-level curation – as in C above, but with additional editing of deposited data for accuracy

== Reusability of data ==
Data deposited at the ADA should be understandable and reusable by a secondary user.
''' Please ensure that:'''
;Study variable names
: use a consistent naming convention and can be readily matched to corresponding questions and sections on the study questionnaire (if applicable).
;Variable name lengths
: STATA always supports 32 characters
: SPSS supports 64 characters. 8 or12-character restriction applies to versions below v12
: SAS supports 32 characters. 8 or12-character restriction applies to versions below v6
;All variables have appropriate labels
: Labels should enable secondary users to understand the meaning of each variable, and ADA recommends that variable label lengths should be 80 characters or less.
;All values of categorical variables have clear labels, preferably under 25 characters '''
: There are no comma or separators in value labels as this can cause problems in CSV files. Ensure also that any leading or trailing spaces are removed. '''

For more information see:
* [[Qualitative Data Processing]]
* [https://docs.ada.edu.au/index.php/Quality_Assurance Quality Assurance]
* [https://docs.ada.edu.au/index.php/Workflows Workflows]

== Data formats ==
ADA predominately archives and disseminates quantitative data. We have a small collection of qualitative data.

;Tabular data files
: ADA prefers submission in SPSS format for tabular survey data because that file format contains a metadata dictionary (.sav files). This format captures variable level metadata (variable and value labels, data formats etc.) and SPSS Statistics is adept at exporting multiple alternative file formats.

: The ADA also accepts Stata (.dta) SAS (.sas; .sas7bdat), and R (.rdata), as well as text formats (.csv; .tab) provided data including both value labels and codes can be provided. Other data formats will be considered on a case-by-case basis.

Other compatible formats are also generally accepted, provided variable and values labels can be associated with their data. We will export all tabular data to SPSS, STATA and SAS formats, as well as CSV for distribution.

;Qualitative data
: Data formats vary significantly and submitted formats will also be considered on a case-by-case basis. See ADA's [https://docs.ada.edu.au/index.php/Qualitative_Data_Processing Qualiltative Data Processing] guidelines.

;Other formats
If you are using an unusual format (e.g. a database set up), please let us know in advance and we can discuss options.

For more information see:
* [https://docs.ada.edu.au/index.php/Quality_Assurance Quality Assurance]
* [https://docs.ada.edu.au/index.php/Workflows Workflows]
* [https://docs.ada.edu.au/index.php/Preservation_plan Preservation plan]

== Documentation files ==
Please provide appropriate documentation for your data. As a minimum, you should supply the study questionnaire (or equivalent research materials that correspond to your data). Other appropriate supporting documentation can include:

* technical report

* instructions to the data collector

Note that related publications with an existing digital identifier (DOI) or webpage (URL) can be referenced in the project metadata on Dataverse.

==Qualitative Data Processing==

Support materials are available for qualitative researchers on this page.
Materials: [https://docs.ada.edu.au/index.php/Qualitative_Data_Processing Qualitative Data Processing]

= Step 3 - Upload files =

ADA File Naming Conventions for data depositors to follow when uploading documentation and data files.

Deposited data files should follow the below file naming conventions:
File Codes
* 0_ for ADA Data License (to be completed in consultation with ADA archivists as part of the deposit phase)
* 1_ for documentation files
* 2_ for GENERAL Release data files (as defined in the ADA Data License based on data sensitivity)
* 3_ for RESTRICTED release files (as defined in the ADA Data License based on data sensitivity)
* 99_ for ARCHIVE ONLY
* the ADA ID should be part of the filename

<pre> [File code]_[Proj Name]_[ADAID] Example: 2_ANUPOLL_53_100500.sav </pre>
where

<blockquote>
[File code]: is coding for different kind of file type, '''0''' data license, '''1''' documentation, '''2''' general data, and '''3''' restricted data

[Proj Name]: Usually an abbreviation for the dataset/research project name. If the data is longitudinal data, add the number for wave, like included. e.g. '''ANUPOLL_53''', '''GEN_W1''', '''FWFC_w3'''

[ADAID]: the ADAID that was assigned to this dataset, e.g. '''100500'''

</blockquote>

An ADA archivist will send you a link to the ADA Deposit Dataverse where you can securely upload your files. To access this website you will first be directed to create a user account. Please inform the ADA once you have done that step, so we can give you editing rights to your deposit page.

Please upload your data files and supporting documentation files to this site. Alternative file sharing services can be used by prior arrangement with ADA. For security reasons, please do not send data files by email.

= Step 4 - Provide metadata =

Good metadata is essential for findability and reusability of data. Please fill in as many metadata fields as you can in the provided deposit shell (where you uploaded your data). Navigate to the Metadata tab, and click ‘Add + Edit Metadata’ to edit the fields.

See our brief [[Metadata guidelines for ADA Dataverse]] and the [https://rdf-vocabulary.ddialliance.org/cv DDI Controlled Vocabularies - Overview] for recommended 'vocabulary TERMS'.

If you are still unsure about what information to provide in a given field, please refer to the [https://zenodo.org/records/5576412 Dataverse North Metadata Best Practises Guide]

= Step 5 - License and Access conditions =
Before data can be published on the ADA Dataverse, the data rights holder must sign a license agreement with the ADA. This license specifies the conditions under which the ADA can disseminate the data. See the [https://docs.ada.edu.au/index.php/Rights_Management Rights Managment] section on the ADA wiki for more information.

The agreement allows you to specify the terms and conditions of access for data users, the details users must provide, and the process by which data requests will be assessed and approved, see [https://docs.ada.edu.au/index.php/Setting_Access_Conditions Access Conditions] for details. The ADA can advise on what access condition would suit your data.

Quick Deposit Guide

2025-10-20T05:13:45Z

JMcDougall:

= Step 1 - Contact the ADA =
If you want to deposit research data with the ADA, please send an email to '''ada@ada.edu.au''' with the following information:

'''- Study Title:'''
'''- Study Year:'''
'''- Department or Research group: '''
'''- [https://vocabs.ardc.edu.au/viewById/316 Field of Research (FoR) code(s)]: '''
'''- List of Files and File Descriptions:'''

See [[Deposit Appraisal & Collection Policy]] for details on what data the ADA accepts. Licenses and access conditions will be discussed once the deposit is accepted for archiving with the ADA.

= Step 2 - Prepare data files and documentation =
== De-identification of sensitive data ==
Ensure that your data does not contain identifying information about your research participants. This includes, for instance, personal information about the respondents in a survey that could lead to the identification of an individual respondent.

For more information on the topic see:
*[https://docs.ada.edu.au/index.php/Legal_&_Ethical Legal & Ethical]
*[https://docs.ada.edu.au/index.php/De-Identification De-Identification]
*[https://docs.ada.edu.au/index.php/The_Privacy_Act_1988 The Privacy Act 1988]

== Levels of Curation ==
ADA will discuss with depositors levels of curation that may be offered:
* A. Content distributed as deposited
* B. Basic curation – e.g., brief checking, addition of basic metadata or documentation
* C. Enhanced curation – e.g., conversion to new formats, enhancement of documentation
* D. Data-level curation – as in C above, but with additional editing of deposited data for accuracy

== Reusability of data ==
Data deposited at the ADA should be understandable and reusable by a secondary user.
''' Please ensure that:'''
;Study variable names
: use a consistent naming convention and can be readily matched to corresponding questions and sections on the study questionnaire (if applicable).
;Variable name lengths
: STATA always supports 32 characters
: SPSS supports 64 characters. 8 or12-character restriction applies to versions below v12
: SAS supports 32 characters. 8 or12-character restriction applies to versions below v6
;All variables have appropriate labels
: Labels should enable secondary users to understand the meaning of each variable, and ADA recommends that variable label lengths should be 80 characters or less.
;All values of categorical variables have clear labels, preferably under 25 characters '''
: There are no comma or separators in value labels as this can cause problems in CSV files. Ensure also that any leading or trailing spaces are removed. '''

For more information see:
* [[Qualitative Data Processing]]
* [https://docs.ada.edu.au/index.php/Quality_Assurance Quality Assurance]
* [https://docs.ada.edu.au/index.php/Workflows Workflows]

== Data formats ==
ADA predominately archives and disseminates quantitative data. We have a small collection of qualitative data.

;Tabular data files
: ADA prefers submission in SPSS format for tabular survey data because that file format contains a metadata dictionary (.sav files). This format captures variable level metadata (variable and value labels, data formats etc.) and SPSS Statistics is adept at exporting multiple alternative file formats.

: The ADA also accepts Stata (.dta) SAS (.sas; .sas7bdat), and R (.rdata), as well as text formats (.csv; .tab) provided data including both value labels and codes can be provided. Other data formats will be considered on a case-by-case basis.

Other compatible formats are also generally accepted, provided variable and values labels can be associated with their data. We will export all tabular data to SPSS, STATA and SAS formats, as well as CSV for distribution.

;Qualitative data
: Data formats vary significantly and submitted formats will also be considered on a case-by-case basis. See ADA's [https://docs.ada.edu.au/index.php/Qualitative_Data_Processing Qualiltative Data Processing] guidelines.

;Other formats
If you are using an unusual format (e.g. a database set up), please let us know in advance and we can discuss options.

For more information see:
* [https://docs.ada.edu.au/index.php/Quality_Assurance Quality Assurance]
* [https://docs.ada.edu.au/index.php/Workflows Workflows]
* [https://docs.ada.edu.au/index.php/Preservation_plan Preservation plan]

== Documentation files ==
Please provide appropriate documentation for your data. As a minimum, you should supply the study questionnaire (or equivalent research materials that correspond to your data). Other appropriate supporting documentation can include:

* technical report

* instructions to the data collector

Note that related publications with an existing digital identifier (DOI) or webpage (URL) can be referenced in the project metadata on Dataverse.

==Qualitative Data Processing==

Support materials are available for qualitative researchers on this page.
Materials: [https://docs.ada.edu.au/index.php/Qualitative_Data_Processing Qualitative Data Processing]

= Step 3 - Upload files =

ADA File Naming Conventions for data depositors to follow when uploading documentation and data files.

Deposited data files should follow the below file naming conventions:
File Codes
* 0_ for ADA Data License (to be completed in consultation with ADA archivists as part of the deposit phase)
* 1_ for documentation files
* 2_ for GENERAL Release data files (as defined in the ADA Data License based on data sensitivity)
* 3_ for RESTRICTED release files (as defined in the ADA Data License based on data sensitivity)
* 99_ for ARCHIVE ONLY
* the ADA ID should be part of the filename

<pre> [File code]_[Proj Name]_[ADAID] Example: 2_ANUPOLL_53_100500.sav </pre>
where

<blockquote>
[File code]: is coding for different kind of file type, '''0''' data license, '''1''' documentation, '''2''' general data, and '''3''' restricted data

[Proj Name]: Usually an abbreviation for the dataset/research project name. If the data is longitudinal data, add the number for wave, like included. e.g. '''ANUPOLL_53''', '''GEN_W1''', '''FWFC_w3'''

[ADAID]: the ADAID that was assigned to this dataset, e.g. '''100500'''

</blockquote>

An ADA archivist will send you a link to the ADA Deposit Dataverse where you can securely upload your files. To access this website you will first be directed to create a user account. Please inform the ADA once you have done that step, so we can give you editing rights to your deposit page.

Please upload your data files and supporting documentation files to this site. Alternative file sharing services can be used by prior arrangement with ADA. For security reasons, please do not send data files by email.

= Step 4 - Provide metadata =

Good metadata is essential for findability and reusability of data. Please fill in as many metadata fields as you can in the provided deposit shell (where you uploaded your data). Navigate to the Metadata tab, and click ‘Add + Edit Metadata’ to edit the fields.

See our brief [[Metadata guidelines for ADA Dataverse]]

If you are still unsure about what information to provide in a given field, please refer to the [https://zenodo.org/records/5576412 Dataverse North Metadata Best Practises Guide]

= Step 5 - License and Access conditions =
Before data can be published on the ADA Dataverse, the data rights holder must sign a license agreement with the ADA. This license specifies the conditions under which the ADA can disseminate the data. See the [https://docs.ada.edu.au/index.php/Rights_Management Rights Managment] section on the ADA wiki for more information.

The agreement allows you to specify the terms and conditions of access for data users, the details users must provide, and the process by which data requests will be assessed and approved, see [https://docs.ada.edu.au/index.php/Setting_Access_Conditions Access Conditions] for details. The ADA can advise on what access condition would suit your data.

Main Page

2025-10-12T23:34:50Z

JMcDougall: /* ADA Archival Workflow Diagram */

The [https://ada.edu.au/ Australian Data Archive (ADA)] provides a national service for the collection and preservation of digital research data. ADA disseminates this data for secondary analysis by academic researchers and other users.

= Deposit Process Overview =
If you are interested in depositing data with the Australian Data Archive, please write an email to ada@ada.edu.au outlining the topic of your research and the nature of the data, e.g. sensitivity, data type, and quantity of files and size. The ADA will assess each deposit request against a set of criteria, see [[Deposit Appraisal & Collection Policy]]. Once the data has been accepted, the ADA will create a deposit shell on a secure system for the depositor to upload the data, the documentation files and enter metadata (see [[Quick Deposit Guide]] for instructions on what to upload). As part of the curation process, the ADA will view the deposit and make suggestions for changes if necessary (see [[Workflows]] for details). When the curation is complete, the depositor has the opportunity to preview the final version of the deposit on a designated review page. Once the depositor approves the review, the deposit is published on the [https://dataverse.ada.edu.au/|dataverse: ADA dataverse] and will receive a permanent DOI.

[[File:Deposit_graph_4.png|1200px|center]]

==Archival Steps explained once data has been approved for deposit==

===Deposit Shell===
* ADA creates a deposit dataset shell on ADA's DEPOSIT Dataverse whete the depositor/data custodian uploads data, and is able to enter study and file level metadata into the metadata fields (e.g. Title, Author...).
* As part of this process the archivist and depositor(s) discuss the ADA Data License agreement.
* Once the depositor confirms they have completed the file uploads and metadata they inform the archivist that their deposit is ready for ADA's archival processing. This entails the deposit internally being ingested into the archival and storage management system.

===Archival Data Curation Process===
* Archivists check the data for confidentiality and completeness.
* An archive Processing Report is sent to the depositor/data custodian to respond to any recommended changes. The archivist then makes any amendments and uploads the dissemination (publication) version of the data to ADA's test Dataverse.

===Review of data & metadata===
* The archivist provides the depositor/data custodian a link to the test Dataverse to verify that the dataset metadata and data are correct.

===Publication===
* Once approval of the test version has been received from the depositor/data custodian, the data and metadata are migrated to the [https://dataverse.ada.edu.au/ production Dataverse], and the dataset is published for user access, based on the ADA Data License agreement.

===ADA Data License Agreement===
* The archivist will provide the ADA Data License agreement and confirm suitable options with the data custodian throughout the deposit and curation process.

== To get started, go to [https://docs.ada.edu.au/index.php/Quick_Deposit_Guide Quick Deposit Guide]==

For more detailed information on all the steps in the process see [https://docs.ada.edu.au/index.php/Workflows Workflows]

ADA website, please go to https://ada.edu.au/

= ADA Archival Workflow Diagram =
ADA bases its archival workflow on the Open Archival Information System (OAIS) Reference Model (2012).

Diagram:[https://docs.ada.edu.au/images/8/8d/CTS_ADA-NCI_RDS-Storage_V7_2025-10-09_wiki.jpg ADA Archival Workflow based on OAIS Reference Model].

= Australian Data Archive Overview =

*[[Background Information and Context]]

Organisational Infrastructure

*[[Mission & Scope]]
*[[Rights Management]]
*[[Continuity of Service]]
*[[Legal & Ethical]]
*[[Governance & Resources]]
*[[Expertise & Guidance]]

Digital Object Management

*[[Provenance and authenticity]]
*[[Deposit Appraisal & Collection Policy]]
*[[Preservation plan]]
*[[Quality Assurance]]
*[[Workflows]]
*[[Discovery and Identification]]
*[[Reuse]]
*[[Setting Access Conditions]]

Information Technology & Security

*[[Storage & Integrity]]
*[[Technical Infrastructure]]
*[[Security]]

= Australian Data Archive Projects =

See the [[ADA Projects]] page for outlines in detail ADA's involvement in multiple projects etc

= Superseded page =
* [[ADA Self-Deposit - To Documentation Guides]]
* [[1. ADA Collection Policy Criteria Assessment]]
* [[2. Deposit Preparation]]

Main Page

2025-10-12T23:34:33Z

JMcDougall: /* ADA Archival Workflow Diagram */

The [https://ada.edu.au/ Australian Data Archive (ADA)] provides a national service for the collection and preservation of digital research data. ADA disseminates this data for secondary analysis by academic researchers and other users.

= Deposit Process Overview =
If you are interested in depositing data with the Australian Data Archive, please write an email to ada@ada.edu.au outlining the topic of your research and the nature of the data, e.g. sensitivity, data type, and quantity of files and size. The ADA will assess each deposit request against a set of criteria, see [[Deposit Appraisal & Collection Policy]]. Once the data has been accepted, the ADA will create a deposit shell on a secure system for the depositor to upload the data, the documentation files and enter metadata (see [[Quick Deposit Guide]] for instructions on what to upload). As part of the curation process, the ADA will view the deposit and make suggestions for changes if necessary (see [[Workflows]] for details). When the curation is complete, the depositor has the opportunity to preview the final version of the deposit on a designated review page. Once the depositor approves the review, the deposit is published on the [https://dataverse.ada.edu.au/|dataverse: ADA dataverse] and will receive a permanent DOI.

[[File:Deposit_graph_4.png|1200px|center]]

==Archival Steps explained once data has been approved for deposit==

===Deposit Shell===
* ADA creates a deposit dataset shell on ADA's DEPOSIT Dataverse whete the depositor/data custodian uploads data, and is able to enter study and file level metadata into the metadata fields (e.g. Title, Author...).
* As part of this process the archivist and depositor(s) discuss the ADA Data License agreement.
* Once the depositor confirms they have completed the file uploads and metadata they inform the archivist that their deposit is ready for ADA's archival processing. This entails the deposit internally being ingested into the archival and storage management system.

===Archival Data Curation Process===
* Archivists check the data for confidentiality and completeness.
* An archive Processing Report is sent to the depositor/data custodian to respond to any recommended changes. The archivist then makes any amendments and uploads the dissemination (publication) version of the data to ADA's test Dataverse.

===Review of data & metadata===
* The archivist provides the depositor/data custodian a link to the test Dataverse to verify that the dataset metadata and data are correct.

===Publication===
* Once approval of the test version has been received from the depositor/data custodian, the data and metadata are migrated to the [https://dataverse.ada.edu.au/ production Dataverse], and the dataset is published for user access, based on the ADA Data License agreement.

===ADA Data License Agreement===
* The archivist will provide the ADA Data License agreement and confirm suitable options with the data custodian throughout the deposit and curation process.

== To get started, go to [https://docs.ada.edu.au/index.php/Quick_Deposit_Guide Quick Deposit Guide]==

For more detailed information on all the steps in the process see [https://docs.ada.edu.au/index.php/Workflows Workflows]

ADA website, please go to https://ada.edu.au/

= ADA Archival Workflow Diagram =
ADA bases its archival workflow on the Open Archival Information System (OAIS) Reference Model (2012).

Diagram:[ https://docs.ada.edu.au/images/8/8d/CTS_ADA-NCI_RDS-Storage_V7_2025-10-09_wiki.jpg ADA Archival Workflow based on OAIS Reference Model].

= Australian Data Archive Overview =

*[[Background Information and Context]]

Organisational Infrastructure

*[[Mission & Scope]]
*[[Rights Management]]
*[[Continuity of Service]]
*[[Legal & Ethical]]
*[[Governance & Resources]]
*[[Expertise & Guidance]]

Digital Object Management

*[[Provenance and authenticity]]
*[[Deposit Appraisal & Collection Policy]]
*[[Preservation plan]]
*[[Quality Assurance]]
*[[Workflows]]
*[[Discovery and Identification]]
*[[Reuse]]
*[[Setting Access Conditions]]

Information Technology & Security

*[[Storage & Integrity]]
*[[Technical Infrastructure]]
*[[Security]]

= Australian Data Archive Projects =

See the [[ADA Projects]] page for outlines in detail ADA's involvement in multiple projects etc

= Superseded page =
* [[ADA Self-Deposit - To Documentation Guides]]
* [[1. ADA Collection Policy Criteria Assessment]]
* [[2. Deposit Preparation]]

Main Page

2025-10-12T23:32:20Z

JMcDougall: /* ADA Archival Workflow Diagram */

The [https://ada.edu.au/ Australian Data Archive (ADA)] provides a national service for the collection and preservation of digital research data. ADA disseminates this data for secondary analysis by academic researchers and other users.

= Deposit Process Overview =
If you are interested in depositing data with the Australian Data Archive, please write an email to ada@ada.edu.au outlining the topic of your research and the nature of the data, e.g. sensitivity, data type, and quantity of files and size. The ADA will assess each deposit request against a set of criteria, see [[Deposit Appraisal & Collection Policy]]. Once the data has been accepted, the ADA will create a deposit shell on a secure system for the depositor to upload the data, the documentation files and enter metadata (see [[Quick Deposit Guide]] for instructions on what to upload). As part of the curation process, the ADA will view the deposit and make suggestions for changes if necessary (see [[Workflows]] for details). When the curation is complete, the depositor has the opportunity to preview the final version of the deposit on a designated review page. Once the depositor approves the review, the deposit is published on the [https://dataverse.ada.edu.au/|dataverse: ADA dataverse] and will receive a permanent DOI.

[[File:Deposit_graph_4.png|1200px|center]]

==Archival Steps explained once data has been approved for deposit==

===Deposit Shell===
* ADA creates a deposit dataset shell on ADA's DEPOSIT Dataverse whete the depositor/data custodian uploads data, and is able to enter study and file level metadata into the metadata fields (e.g. Title, Author...).
* As part of this process the archivist and depositor(s) discuss the ADA Data License agreement.
* Once the depositor confirms they have completed the file uploads and metadata they inform the archivist that their deposit is ready for ADA's archival processing. This entails the deposit internally being ingested into the archival and storage management system.

===Archival Data Curation Process===
* Archivists check the data for confidentiality and completeness.
* An archive Processing Report is sent to the depositor/data custodian to respond to any recommended changes. The archivist then makes any amendments and uploads the dissemination (publication) version of the data to ADA's test Dataverse.

===Review of data & metadata===
* The archivist provides the depositor/data custodian a link to the test Dataverse to verify that the dataset metadata and data are correct.

===Publication===
* Once approval of the test version has been received from the depositor/data custodian, the data and metadata are migrated to the [https://dataverse.ada.edu.au/ production Dataverse], and the dataset is published for user access, based on the ADA Data License agreement.

===ADA Data License Agreement===
* The archivist will provide the ADA Data License agreement and confirm suitable options with the data custodian throughout the deposit and curation process.

== To get started, go to [https://docs.ada.edu.au/index.php/Quick_Deposit_Guide Quick Deposit Guide]==

For more detailed information on all the steps in the process see [https://docs.ada.edu.au/index.php/Workflows Workflows]

ADA website, please go to https://ada.edu.au/

= ADA Archival Workflow Diagram =
ADA bases its archival workflow on the Open Archival Information System (OAIS) Reference Model (2012).
Diagram: [https://docs.ada.edu.au/index.php/File:CTS_ADA-NCI_RDS-Storage_V7_2025-10-09_wiki.jpg ADA Archival Workflow based on OAIS Reference Model].

= Australian Data Archive Overview =

*[[Background Information and Context]]

Organisational Infrastructure

*[[Mission & Scope]]
*[[Rights Management]]
*[[Continuity of Service]]
*[[Legal & Ethical]]
*[[Governance & Resources]]
*[[Expertise & Guidance]]

Digital Object Management

*[[Provenance and authenticity]]
*[[Deposit Appraisal & Collection Policy]]
*[[Preservation plan]]
*[[Quality Assurance]]
*[[Workflows]]
*[[Discovery and Identification]]
*[[Reuse]]
*[[Setting Access Conditions]]

Information Technology & Security

*[[Storage & Integrity]]
*[[Technical Infrastructure]]
*[[Security]]

= Australian Data Archive Projects =

See the [[ADA Projects]] page for outlines in detail ADA's involvement in multiple projects etc

= Superseded page =
* [[ADA Self-Deposit - To Documentation Guides]]
* [[1. ADA Collection Policy Criteria Assessment]]
* [[2. Deposit Preparation]]

File:CTS ADA-NCI RDS-Storage V7 2025-10-09 wiki.jpg

2025-10-12T23:29:57Z

JMcDougall: Architecture Diagram - ADA archival workflows based on the OAIS Functional Model, ADAPT with PROV-O logging. NCI infrastructure. NOTE: NCI/ADA VMWare Datastore Snapshot policy (DR/HA) removed from this diagram as it is more focussed on ADA's archival workflows. Infrastructure is background. October 2025

== Summary ==
Architecture Diagram - ADA archival workflows based on the OAIS Functional Model, ADAPT with PROV-O logging. NCI infrastructure.

NOTE: NCI/ADA VMWare Datastore Snapshot policy (DR/HA) removed from this diagram as it is more focussed on ADA's archival workflows. Infrastructure is background.
October 2025

Metadata guidelines for ADA Dataverse

2025-10-09T03:58:23Z

JMcDougall: /* SECTION C. Social science & humanities metadata */

← [[https://docs.ada.edu.au/index.php/Quick_Deposit_Guide#Step_4| Back to Quick Deposit Guide]]

Good metadata makes your dataset findable, citable, and reusable. It tells future users—including you—what the data are, who created them, and how they may be used. Complete the fields below as accurately as you can; richer descriptions mean greater impact.

= Steps for Depositors =

== Accessing the metadata fields ==
The metadata fields can be accessed by:
[[File:Accessing the Dataset Metadata fields.JPG|500px|right]]

1. Navigate to the metadata section on your deposit page, by selecting the "Metadata" Tab, followed by the "Add + Edit Metadata" button.

This will open up the dataset metadata fields ready for review and population.

== Populating the Metadata fields ==

2. Review and populate the Metadata fields.

===SECTION A. Citation metadata (always complete)===
* '''Project title''' – ''Required''. Clear, descriptive title. *Example:* Australian Election Study 2025
* '''Author''' – ''Required''. Lead researcher(s) in “Family, Given” order; add ORCID if known.
* '''Contact''' – ''Required''. Person or group who can answer questions (email only is fine).
* '''Description''' – ''Required''. 2–4 sentences on what the dataset contains, why it was collected, and key methods.
* '''Subject''' – ''Required''. Choose the closest category from the drop-down list.
* '''Keyword''' – ''Recommended''. Add 3–5 terms from a controlled vocabulary (e.g. ANZSRC, ELSST).
* '''Topic classification (ANZSRC FoR code)''' – ''Recommended''. 4- or 6-digit code plus description (e.g. 160601 – Australian Government and Politics).
* '''Related publication''' – ''Optional''. Full citation and DOI if a paper already uses the data.
* '''Notes''' – ''Optional''. Short, important notices only (e.g. ethics approval number, copyright statement).
* '''Language''' – ''Recommended''. Primary language of the data (usually English).
* '''Time period covered''' – ''Recommended''. Start and end dates the data refer to.
* '''Date of collection''' – ''Optional''. When the data were gathered.
* '''Kind of data''' – ''Optional''. Brief type description (e.g. Survey data, Administrative records).
* '''Series''' – ''Optional''. Name the study series if this dataset is part of one (e.g. HILDA Wave 20).
* '''Grant information''' – ''Optional''. Funder name and grant number.
* '''Software''' – ''Optional''. Software and version needed to read the files (e.g. SPSS v29).
* '''Related material / datasets''' – ''Optional''. Links or citations to questionnaires, codebooks, or previous waves.

[[File:MetadataSection1.jpg|400px|right]]
===SECTION B. Geospatial metadata (fill in if your data have a location element)===
* '''Geographic coverage''' – ''Recommended''. Country, region, or coordinates covered.
* '''Geographic unit''' – ''Optional''. Finer units such as postcode or mesh block.
* '''Bounding box''' – ''Optional''. Use the map tool if exact bounds are important.

===SECTION C. Social science & humanities metadata===
: Depositors should be able to complete most of this subset of DDI fields to describe the research methods used in data collection. The aim is to complete as many fields as possible to enhance data usability.
* '''Unit of Analysis '''
* '''Universe'''
* '''Time Method'''
* '''Frequency'''
* '''Sampling Procedure'''
* '''Collection Mode'''
* '''Type of Research Instrument'''
* '''Characteristics of Data Collection Situation'''
* '''Actions to Minimize Losses'''
* '''Weighting'''
* '''Response Rate'''

== Completion ==

3. Save changes and notify ADA
[[File: Savechanges.jpg|300px|right]]
# Click <code>Save changes</code>.
# Submit your files as instructed.
# Notify ADA once these steps are completed and we will review your submission.

== Need help? ==
Email us at [mailto:support@ada.edu.au support@ada.edu.au] and an archivist will get back to you.

Metadata guidelines for ADA Dataverse

2025-10-09T03:57:00Z

JMcDougall: /* SECTION C. Social science & humanities metadata */

← [[https://docs.ada.edu.au/index.php/Quick_Deposit_Guide#Step_4| Back to Quick Deposit Guide]]

Good metadata makes your dataset findable, citable, and reusable. It tells future users—including you—what the data are, who created them, and how they may be used. Complete the fields below as accurately as you can; richer descriptions mean greater impact.

= Steps for Depositors =

== Accessing the metadata fields ==
The metadata fields can be accessed by:
[[File:Accessing the Dataset Metadata fields.JPG|500px|right]]

1. Navigate to the metadata section on your deposit page, by selecting the "Metadata" Tab, followed by the "Add + Edit Metadata" button.

This will open up the dataset metadata fields ready for review and population.

== Populating the Metadata fields ==

2. Review and populate the Metadata fields.

===SECTION A. Citation metadata (always complete)===
* '''Project title''' – ''Required''. Clear, descriptive title. *Example:* Australian Election Study 2025
* '''Author''' – ''Required''. Lead researcher(s) in “Family, Given” order; add ORCID if known.
* '''Contact''' – ''Required''. Person or group who can answer questions (email only is fine).
* '''Description''' – ''Required''. 2–4 sentences on what the dataset contains, why it was collected, and key methods.
* '''Subject''' – ''Required''. Choose the closest category from the drop-down list.
* '''Keyword''' – ''Recommended''. Add 3–5 terms from a controlled vocabulary (e.g. ANZSRC, ELSST).
* '''Topic classification (ANZSRC FoR code)''' – ''Recommended''. 4- or 6-digit code plus description (e.g. 160601 – Australian Government and Politics).
* '''Related publication''' – ''Optional''. Full citation and DOI if a paper already uses the data.
* '''Notes''' – ''Optional''. Short, important notices only (e.g. ethics approval number, copyright statement).
* '''Language''' – ''Recommended''. Primary language of the data (usually English).
* '''Time period covered''' – ''Recommended''. Start and end dates the data refer to.
* '''Date of collection''' – ''Optional''. When the data were gathered.
* '''Kind of data''' – ''Optional''. Brief type description (e.g. Survey data, Administrative records).
* '''Series''' – ''Optional''. Name the study series if this dataset is part of one (e.g. HILDA Wave 20).
* '''Grant information''' – ''Optional''. Funder name and grant number.
* '''Software''' – ''Optional''. Software and version needed to read the files (e.g. SPSS v29).
* '''Related material / datasets''' – ''Optional''. Links or citations to questionnaires, codebooks, or previous waves.

[[File:MetadataSection1.jpg|400px|right]]
===SECTION B. Geospatial metadata (fill in if your data have a location element)===
* '''Geographic coverage''' – ''Recommended''. Country, region, or coordinates covered.
* '''Geographic unit''' – ''Optional''. Finer units such as postcode or mesh block.
* '''Bounding box''' – ''Optional''. Use the map tool if exact bounds are important.

===SECTION C. Social science & humanities metadata===
: Depositors should be able to complete most of this subset of DDI fields to describe the research methods used to collect the data. The aim is to complete as many fields as possible to facilitate usability.
* '''Unit of Analysis '''
* '''Universe'''
* '''Time Method'''
* '''Frequency'''
* '''Sampling Procedure'''
* '''Collection Mode'''
* '''Type of Research Instrument'''
* '''Characteristics of Data Collection Situation'''
* '''Actions to Minimize Losses'''
* '''Weighting'''
* '''Response Rate'''

== Completion ==

3. Save changes and notify ADA
[[File: Savechanges.jpg|300px|right]]
# Click <code>Save changes</code>.
# Submit your files as instructed.
# Notify ADA once these steps are completed and we will review your submission.

== Need help? ==
Email us at [mailto:support@ada.edu.au support@ada.edu.au] and an archivist will get back to you.

Metadata guidelines for ADA Dataverse

2025-10-09T03:50:31Z

JMcDougall: /* Populating the Metadata fields */

← [[https://docs.ada.edu.au/index.php/Quick_Deposit_Guide#Step_4| Back to Quick Deposit Guide]]

Good metadata makes your dataset findable, citable, and reusable. It tells future users—including you—what the data are, who created them, and how they may be used. Complete the fields below as accurately as you can; richer descriptions mean greater impact.

= Steps for Depositors =

== Accessing the metadata fields ==
The metadata fields can be accessed by:
[[File:Accessing the Dataset Metadata fields.JPG|500px|right]]

1. Navigate to the metadata section on your deposit page, by selecting the "Metadata" Tab, followed by the "Add + Edit Metadata" button.

This will open up the dataset metadata fields ready for review and population.

== Populating the Metadata fields ==

2. Review and populate the Metadata fields.

===SECTION A. Citation metadata (always complete)===
* '''Project title''' – ''Required''. Clear, descriptive title. *Example:* Australian Election Study 2025
* '''Author''' – ''Required''. Lead researcher(s) in “Family, Given” order; add ORCID if known.
* '''Contact''' – ''Required''. Person or group who can answer questions (email only is fine).
* '''Description''' – ''Required''. 2–4 sentences on what the dataset contains, why it was collected, and key methods.
* '''Subject''' – ''Required''. Choose the closest category from the drop-down list.
* '''Keyword''' – ''Recommended''. Add 3–5 terms from a controlled vocabulary (e.g. ANZSRC, ELSST).
* '''Topic classification (ANZSRC FoR code)''' – ''Recommended''. 4- or 6-digit code plus description (e.g. 160601 – Australian Government and Politics).
* '''Related publication''' – ''Optional''. Full citation and DOI if a paper already uses the data.
* '''Notes''' – ''Optional''. Short, important notices only (e.g. ethics approval number, copyright statement).
* '''Language''' – ''Recommended''. Primary language of the data (usually English).
* '''Time period covered''' – ''Recommended''. Start and end dates the data refer to.
* '''Date of collection''' – ''Optional''. When the data were gathered.
* '''Kind of data''' – ''Optional''. Brief type description (e.g. Survey data, Administrative records).
* '''Series''' – ''Optional''. Name the study series if this dataset is part of one (e.g. HILDA Wave 20).
* '''Grant information''' – ''Optional''. Funder name and grant number.
* '''Software''' – ''Optional''. Software and version needed to read the files (e.g. SPSS v29).
* '''Related material / datasets''' – ''Optional''. Links or citations to questionnaires, codebooks, or previous waves.

[[File:MetadataSection1.jpg|400px|right]]
===SECTION B. Geospatial metadata (fill in if your data have a location element)===
* '''Geographic coverage''' – ''Recommended''. Country, region, or coordinates covered.
* '''Geographic unit''' – ''Optional''. Finer units such as postcode or mesh block.
* '''Bounding box''' – ''Optional''. Use the map tool if exact bounds are important.

===SECTION C. Social science & humanities metadata===
: it would be expected a depositor should be able to complete most of this subset of DDI fields to describe the methods implemented to collect data:
* '''Unit of Analysis '''
* '''Universe'''
* '''Time Method'''
* '''Frequency'''
* '''Sampling Procedure'''
* '''Collection Mode'''
* '''Type of Research Instrument'''
* '''Characteristics of Data Collection Situation'''
* '''Actions to Minimize Losses'''
* '''Weighting'''
* '''Response Rate'''

== Completion ==

3. Save changes and notify ADA
[[File: Savechanges.jpg|300px|right]]
# Click <code>Save changes</code>.
# Submit your files as instructed.
# Notify ADA once these steps are completed and we will review your submission.

== Need help? ==
Email us at [mailto:support@ada.edu.au support@ada.edu.au] and an archivist will get back to you.

Metadata guidelines for ADA Dataverse

2025-10-09T03:48:00Z

JMcDougall: /* Populating the Metadata fields */

← [[https://docs.ada.edu.au/index.php/Quick_Deposit_Guide#Step_4| Back to Quick Deposit Guide]]

Good metadata makes your dataset findable, citable, and reusable. It tells future users—including you—what the data are, who created them, and how they may be used. Complete the fields below as accurately as you can; richer descriptions mean greater impact.

= Steps for Depositors =

== Accessing the metadata fields ==
The metadata fields can be accessed by:
[[File:Accessing the Dataset Metadata fields.JPG|500px|right]]

1. Navigate to the metadata section on your deposit page, by selecting the "Metadata" Tab, followed by the "Add + Edit Metadata" button.

This will open up the dataset metadata fields ready for review and population.

== Populating the Metadata fields ==

2. Review and populate the Metadata fields.

;SECTION A. Citation metadata (always complete)
* '''Project title''' – ''Required''. Clear, descriptive title. *Example:* Australian Election Study 2025
* '''Author''' – ''Required''. Lead researcher(s) in “Family, Given” order; add ORCID if known.
* '''Contact''' – ''Required''. Person or group who can answer questions (email only is fine).
* '''Description''' – ''Required''. 2–4 sentences on what the dataset contains, why it was collected, and key methods.
* '''Subject''' – ''Required''. Choose the closest category from the drop-down list.
* '''Keyword''' – ''Recommended''. Add 3–5 terms from a controlled vocabulary (e.g. ANZSRC, ELSST).
* '''Topic classification (ANZSRC FoR code)''' – ''Recommended''. 4- or 6-digit code plus description (e.g. 160601 – Australian Government and Politics).
* '''Related publication''' – ''Optional''. Full citation and DOI if a paper already uses the data.
* '''Notes''' – ''Optional''. Short, important notices only (e.g. ethics approval number, copyright statement).
* '''Language''' – ''Recommended''. Primary language of the data (usually English).
* '''Time period covered''' – ''Recommended''. Start and end dates the data refer to.
* '''Date of collection''' – ''Optional''. When the data were gathered.
* '''Kind of data''' – ''Optional''. Brief type description (e.g. Survey data, Administrative records).
* '''Series''' – ''Optional''. Name the study series if this dataset is part of one (e.g. HILDA Wave 20).
* '''Grant information''' – ''Optional''. Funder name and grant number.
* '''Software''' – ''Optional''. Software and version needed to read the files (e.g. SPSS v29).
* '''Related material / datasets''' – ''Optional''. Links or citations to questionnaires, codebooks, or previous waves.

[[File:MetadataSection1.jpg|400px|right]]
;SECTION B. Geospatial metadata (fill in if your data have a location element)
* '''Geographic coverage''' – ''Recommended''. Country, region, or coordinates covered.
* '''Geographic unit''' – ''Optional''. Finer units such as postcode or mesh block.
* '''Bounding box''' – ''Optional''. Use the map tool if exact bounds are important.

;SECTION C. Social science & humanities metadata - it would be expected a depositor should be able to complete most of this subset of DDI fields to describe the methods implemented to collect data:
* '''Unit of Analysis '''
* '''Universe'''
* '''Time Method'''
* '''Frequency'''
* '''Sampling Procedure'''
* '''Collection Mode'''
* '''Type of Research Instrument'''
* '''Characteristics of Data Collection Situation'''
* '''Actions to Minimize Losses'''
* '''Weighting'''
* '''Response Rate'''

== Completion ==

3. Save changes and notify ADA
[[File: Savechanges.jpg|300px|right]]
# Click <code>Save changes</code>.
# Submit your files as instructed.
# Notify ADA once these steps are completed and we will review your submission.

== Need help? ==
Email us at [mailto:support@ada.edu.au support@ada.edu.au] and an archivist will get back to you.

Metadata guidelines for ADA Dataverse

2025-10-09T03:40:05Z

JMcDougall: /* Quick-reference table */

← [[https://docs.ada.edu.au/index.php/Quick_Deposit_Guide#Step_4| Back to Quick Deposit Guide]]

Good metadata makes your dataset findable, citable, and reusable. It tells future users—including you—what the data are, who created them, and how they may be used. Complete the fields below as accurately as you can; richer descriptions mean greater impact.

= Steps for Depositors =

== Accessing the metadata fields ==
The metadata fields can be accessed by:
[[File:Accessing the Dataset Metadata fields.JPG|500px|right]]

1. Navigate to the metadata section on your deposit page, by selecting the "Metadata" Tab, followed by the "Add + Edit Metadata" button.

This will open up the dataset metadata fields ready for review and population.

== Populating the Metadata fields ==

2. Review and populate the Metadata fields.

;SECTION A. Citation metadata (always complete)
* '''Project title''' – ''Required''. Clear, descriptive title. *Example:* Australian Election Study 2025
* '''Author''' – ''Required''. Lead researcher(s) in “Family, Given” order; add ORCID if known.
* '''Contact''' – ''Required''. Person or group who can answer questions (email only is fine).
* '''Description''' – ''Required''. 2–4 sentences on what the dataset contains, why it was collected, and key methods.
* '''Subject''' – ''Required''. Choose the closest category from the drop-down list.
* '''Keyword''' – ''Recommended''. Add 3–5 terms from a controlled vocabulary (e.g. ANZSRC, ELSST).
* '''Topic classification (ANZSRC FoR code)''' – ''Recommended''. 4- or 6-digit code plus description (e.g. 160601 – Australian Government and Politics).
* '''Related publication''' – ''Optional''. Full citation and DOI if a paper already uses the data.
* '''Notes''' – ''Optional''. Short, important notices only (e.g. ethics approval number, copyright statement).
* '''Language''' – ''Recommended''. Primary language of the data (usually English).
* '''Time period covered''' – ''Recommended''. Start and end dates the data refer to.
* '''Date of collection''' – ''Optional''. When the data were gathered.
* '''Kind of data''' – ''Optional''. Brief type description (e.g. Survey data, Administrative records).
* '''Series''' – ''Optional''. Name the study series if this dataset is part of one (e.g. HILDA Wave 20).
* '''Grant information''' – ''Optional''. Funder name and grant number.
* '''Software''' – ''Optional''. Software and version needed to read the files (e.g. SPSS v29).
* '''Related material / datasets''' – ''Optional''. Links or citations to questionnaires, codebooks, or previous waves.

[[File:MetadataSection1.jpg|400px|right]]
;SECTION B. Geospatial metadata (fill in if your data have a location element)
* '''Geographic coverage''' – ''Recommended''. Country, region, or coordinates covered.
* '''Geographic unit''' – ''Optional''. Finer units such as postcode or mesh block.
* '''Bounding box''' – ''Optional''. Use the map tool if exact bounds are important.

;SECTION C. Social science & humanities metadata - it would be expected a depositor should be able to complete most of the fields listed describing the methods to collect data for the project:
* '''Unit of Analysis '''
* '''Universe'''
* '''Time Method'''
* '''Frequency'''
* '''Sampling Procedure'''
* '''Collection Mode'''
* '''Type of Research Instrument'''
* '''Characteristics of Data Collection Situation'''
* '''Actions to Minimize Losses'''
* '''Weighting'''
* '''Response Rate'''

== Completion ==

3. Save changes and notify ADA
[[File: Savechanges.jpg|300px|right]]
# Click <code>Save changes</code>.
# Submit your files as instructed.
# Notify ADA once these steps are completed and we will review your submission.

== Need help? ==
Email us at [mailto:support@ada.edu.au support@ada.edu.au] and an archivist will get back to you.

Metadata guidelines for ADA Dataverse

2025-10-09T03:39:26Z

JMcDougall: /* Populating the Metadata fields */

← [[https://docs.ada.edu.au/index.php/Quick_Deposit_Guide#Step_4| Back to Quick Deposit Guide]]

Good metadata makes your dataset findable, citable, and reusable. It tells future users—including you—what the data are, who created them, and how they may be used. Complete the fields below as accurately as you can; richer descriptions mean greater impact.

= Steps for Depositors =

== Accessing the metadata fields ==
The metadata fields can be accessed by:
[[File:Accessing the Dataset Metadata fields.JPG|500px|right]]

1. Navigate to the metadata section on your deposit page, by selecting the "Metadata" Tab, followed by the "Add + Edit Metadata" button.

This will open up the dataset metadata fields ready for review and population.

== Populating the Metadata fields ==

2. Review and populate the Metadata fields.

;SECTION A. Citation metadata (always complete)
* '''Project title''' – ''Required''. Clear, descriptive title. *Example:* Australian Election Study 2025
* '''Author''' – ''Required''. Lead researcher(s) in “Family, Given” order; add ORCID if known.
* '''Contact''' – ''Required''. Person or group who can answer questions (email only is fine).
* '''Description''' – ''Required''. 2–4 sentences on what the dataset contains, why it was collected, and key methods.
* '''Subject''' – ''Required''. Choose the closest category from the drop-down list.
* '''Keyword''' – ''Recommended''. Add 3–5 terms from a controlled vocabulary (e.g. ANZSRC, ELSST).
* '''Topic classification (ANZSRC FoR code)''' – ''Recommended''. 4- or 6-digit code plus description (e.g. 160601 – Australian Government and Politics).
* '''Related publication''' – ''Optional''. Full citation and DOI if a paper already uses the data.
* '''Notes''' – ''Optional''. Short, important notices only (e.g. ethics approval number, copyright statement).
* '''Language''' – ''Recommended''. Primary language of the data (usually English).
* '''Time period covered''' – ''Recommended''. Start and end dates the data refer to.
* '''Date of collection''' – ''Optional''. When the data were gathered.
* '''Kind of data''' – ''Optional''. Brief type description (e.g. Survey data, Administrative records).
* '''Series''' – ''Optional''. Name the study series if this dataset is part of one (e.g. HILDA Wave 20).
* '''Grant information''' – ''Optional''. Funder name and grant number.
* '''Software''' – ''Optional''. Software and version needed to read the files (e.g. SPSS v29).
* '''Related material / datasets''' – ''Optional''. Links or citations to questionnaires, codebooks, or previous waves.

[[File:MetadataSection1.jpg|400px|right]]
;SECTION B. Geospatial metadata (fill in if your data have a location element)
* '''Geographic coverage''' – ''Recommended''. Country, region, or coordinates covered.
* '''Geographic unit''' – ''Optional''. Finer units such as postcode or mesh block.
* '''Bounding box''' – ''Optional''. Use the map tool if exact bounds are important.

;SECTION C. Social science & humanities metadata - it would be expected a depositor should be able to complete most of the fields listed describing the methods to collect data for the project:
* '''Unit of Analysis '''
* '''Universe'''
* '''Time Method'''
* '''Frequency'''
* '''Sampling Procedure'''
* '''Collection Mode'''
* '''Type of Research Instrument'''
* '''Characteristics of Data Collection Situation'''
* '''Actions to Minimize Losses'''
* '''Weighting'''
* '''Response Rate'''

== Completion ==

3. Save changes and notify ADA
[[File: Savechanges.jpg|300px|right]]
# Click <code>Save changes</code>.
# Submit your files as instructed.
# Notify ADA once these steps are completed and we will review your submission.

== Quick-reference table ==

{| class="wikitable"
! Field !! Status
|-
| Project title || Required
|-
| Author || Required
|-
| Contact || Required
|-
| Description || Required
|-
| Subject || Required
|-
| Keyword || Recommended
|-
| Topic classification (ANZSRC FoR) || Recommended
|-
| Language || Recommended
|-
| Time period covered || Recommended
|-
| Related publication || Optional
|-
| Notes || Optional
|-
| Date of collection || Optional
|-
| Kind of data || Optional
|-
| Geographic coverage || Recommended†
|-
| Geographic unit || Optional†
|-
| Bounding box || Optional†
|-
| Series || Optional‡
|-
| Grant information || Optional‡
|-
| Software || Optional‡
|-
| Related material / datasets || Optional‡
|}

''† Only for datasets with spatial content • ‡ Social-science block (visible when “Add + Edit Metadata” ▶ Social Science & Humanities)''

== Need help? ==
Email us at [mailto:support@ada.edu.au support@ada.edu.au] and an archivist will get back to you.

Metadata guidelines for ADA Dataverse

2025-10-09T03:38:44Z

JMcDougall: /* Populating the Metadata fields */

← [[https://docs.ada.edu.au/index.php/Quick_Deposit_Guide#Step_4| Back to Quick Deposit Guide]]

Good metadata makes your dataset findable, citable, and reusable. It tells future users—including you—what the data are, who created them, and how they may be used. Complete the fields below as accurately as you can; richer descriptions mean greater impact.

= Steps for Depositors =

== Accessing the metadata fields ==
The metadata fields can be accessed by:
[[File:Accessing the Dataset Metadata fields.JPG|500px|right]]

1. Navigate to the metadata section on your deposit page, by selecting the "Metadata" Tab, followed by the "Add + Edit Metadata" button.

This will open up the dataset metadata fields ready for review and population.

== Populating the Metadata fields ==

2. Review and populate the Metadata fields.

;SECTION A. Citation metadata (always complete)
* '''Project title''' – ''Required''. Clear, descriptive title. *Example:* Australian Election Study 2025
* '''Author''' – ''Required''. Lead researcher(s) in “Family, Given” order; add ORCID if known.
* '''Contact''' – ''Required''. Person or group who can answer questions (email only is fine).
* '''Description''' – ''Required''. 2–4 sentences on what the dataset contains, why it was collected, and key methods.
* '''Subject''' – ''Required''. Choose the closest category from the drop-down list.
* '''Keyword''' – ''Recommended''. Add 3–5 terms from a controlled vocabulary (e.g. ANZSRC, ELSST).
* '''Topic classification (ANZSRC FoR code)''' – ''Recommended''. 4- or 6-digit code plus description (e.g. 160601 – Australian Government and Politics).
* '''Related publication''' – ''Optional''. Full citation and DOI if a paper already uses the data.
* '''Notes''' – ''Optional''. Short, important notices only (e.g. ethics approval number, copyright statement).
* '''Language''' – ''Recommended''. Primary language of the data (usually English).
* '''Time period covered''' – ''Recommended''. Start and end dates the data refer to.
* '''Date of collection''' – ''Optional''. When the data were gathered.
* '''Kind of data''' – ''Optional''. Brief type description (e.g. Survey data, Administrative records).

[[File:MetadataSection1.jpg|400px|right]]
;SECTION B. Geospatial metadata (fill in if your data have a location element)
* '''Geographic coverage''' – ''Recommended''. Country, region, or coordinates covered.
* '''Geographic unit''' – ''Optional''. Finer units such as postcode or mesh block.
* '''Bounding box''' – ''Optional''. Use the map tool if exact bounds are important.

;SECTION C. Social science & humanities metadata - it would be expected a depositor should be able to complete most of the fields listed describing the methods to collect data for the project:
* '''Unit of Analysis '''
* '''Universe'''
* '''Time Method'''
* '''Frequency'''
* '''Sampling Procedure'''
* '''Collection Mode'''
* '''Type of Research Instrument'''
* '''Characteristics of Data Collection Situation'''
* '''Actions to Minimize Losses'''
* '''Weighting'''
* '''Response Rate'''
* '''Series''' – ''Optional''. Name the study series if this dataset is part of one (e.g. HILDA Wave 20).
* '''Grant information''' – ''Optional''. Funder name and grant number.
* '''Software''' – ''Optional''. Software and version needed to read the files (e.g. SPSS v29).
* '''Related material / datasets''' – ''Optional''. Links or citations to questionnaires, codebooks, or previous waves.

== Completion ==

3. Save changes and notify ADA
[[File: Savechanges.jpg|300px|right]]
# Click <code>Save changes</code>.
# Submit your files as instructed.
# Notify ADA once these steps are completed and we will review your submission.

== Quick-reference table ==

{| class="wikitable"
! Field !! Status
|-
| Project title || Required
|-
| Author || Required
|-
| Contact || Required
|-
| Description || Required
|-
| Subject || Required
|-
| Keyword || Recommended
|-
| Topic classification (ANZSRC FoR) || Recommended
|-
| Language || Recommended
|-
| Time period covered || Recommended
|-
| Related publication || Optional
|-
| Notes || Optional
|-
| Date of collection || Optional
|-
| Kind of data || Optional
|-
| Geographic coverage || Recommended†
|-
| Geographic unit || Optional†
|-
| Bounding box || Optional†
|-
| Series || Optional‡
|-
| Grant information || Optional‡
|-
| Software || Optional‡
|-
| Related material / datasets || Optional‡
|}

''† Only for datasets with spatial content • ‡ Social-science block (visible when “Add + Edit Metadata” ▶ Social Science & Humanities)''

== Need help? ==
Email us at [mailto:support@ada.edu.au support@ada.edu.au] and an archivist will get back to you.

Metadata guidelines for ADA Dataverse

2025-10-09T03:37:39Z

JMcDougall: /* Populating the Metadata fields */

← [[https://docs.ada.edu.au/index.php/Quick_Deposit_Guide#Step_4| Back to Quick Deposit Guide]]

Good metadata makes your dataset findable, citable, and reusable. It tells future users—including you—what the data are, who created them, and how they may be used. Complete the fields below as accurately as you can; richer descriptions mean greater impact.

= Steps for Depositors =

== Accessing the metadata fields ==
The metadata fields can be accessed by:
[[File:Accessing the Dataset Metadata fields.JPG|500px|right]]

1. Navigate to the metadata section on your deposit page, by selecting the "Metadata" Tab, followed by the "Add + Edit Metadata" button.

This will open up the dataset metadata fields ready for review and population.

== Populating the Metadata fields ==

2. Review and populate the Metadata fields.

;SECTION A. Citation metadata (always complete)
* '''Project title''' – ''Required''. Clear, descriptive title. *Example:* Australian Election Study 2025
* '''Author''' – ''Required''. Lead researcher(s) in “Family, Given” order; add ORCID if known.
* '''Contact''' – ''Required''. Person or group who can answer questions (email only is fine).
* '''Description''' – ''Required''. 2–4 sentences on what the dataset contains, why it was collected, and key methods.
* '''Subject''' – ''Required''. Choose the closest category from the drop-down list.
* '''Keyword''' – ''Recommended''. Add 3–5 terms from a controlled vocabulary (e.g. ANZSRC, ELSST).
* '''Topic classification (ANZSRC FoR code)''' – ''Recommended''. 4- or 6-digit code plus description (e.g. 160601 – Australian Government and Politics).
* '''Related publication''' – ''Optional''. Full citation and DOI if a paper already uses the data.
* '''Notes''' – ''Optional''. Short, important notices only (e.g. ethics approval number, copyright statement).
* '''Language''' – ''Recommended''. Primary language of the data (usually English).
* '''Time period covered''' – ''Recommended''. Start and end dates the data refer to.
* '''Date of collection''' – ''Optional''. When the data were gathered.
* '''Kind of data''' – ''Optional''. Brief type description (e.g. Survey data, Administrative records).

[[File:MetadataSection1.jpg|400px|right]]
;SECTION B. Geospatial metadata (fill in if your data have a location element)
* '''Geographic coverage''' – ''Recommended''. Country, region, or coordinates covered.
* '''Geographic unit''' – ''Optional''. Finer units such as postcode or mesh block.
* '''Bounding box''' – ''Optional''. Use the map tool if exact bounds are important.

;SECTION C. Social science & humanities metadata - it would be expected a depositor should be able to complete most of the fields listd:
* '''Unit of Analysis '''
* '''Universe'''
* '''Time Method'''
* '''Frequency'''
* '''Sampling Procedure'''
* '''Collection Mode'''
* '''Type of Research Instrument'''
* '''Characteristics of Data Collection Situation'''
* '''Actions to Minimize Losses'''
* '''Weighting'''
* '''Response Rate'''
* '''Series''' – ''Optional''. Name the study series if this dataset is part of one (e.g. HILDA Wave 20).
* '''Grant information''' – ''Optional''. Funder name and grant number.
* '''Software''' – ''Optional''. Software and version needed to read the files (e.g. SPSS v29).
* '''Related material / datasets''' – ''Optional''. Links or citations to questionnaires, codebooks, or previous waves.

== Completion ==

3. Save changes and notify ADA
[[File: Savechanges.jpg|300px|right]]
# Click <code>Save changes</code>.
# Submit your files as instructed.
# Notify ADA once these steps are completed and we will review your submission.

== Quick-reference table ==

{| class="wikitable"
! Field !! Status
|-
| Project title || Required
|-
| Author || Required
|-
| Contact || Required
|-
| Description || Required
|-
| Subject || Required
|-
| Keyword || Recommended
|-
| Topic classification (ANZSRC FoR) || Recommended
|-
| Language || Recommended
|-
| Time period covered || Recommended
|-
| Related publication || Optional
|-
| Notes || Optional
|-
| Date of collection || Optional
|-
| Kind of data || Optional
|-
| Geographic coverage || Recommended†
|-
| Geographic unit || Optional†
|-
| Bounding box || Optional†
|-
| Series || Optional‡
|-
| Grant information || Optional‡
|-
| Software || Optional‡
|-
| Related material / datasets || Optional‡
|}

''† Only for datasets with spatial content • ‡ Social-science block (visible when “Add + Edit Metadata” ▶ Social Science & Humanities)''

== Need help? ==
Email us at [mailto:support@ada.edu.au support@ada.edu.au] and an archivist will get back to you.

Qualitative Data Processing

2025-10-07T05:38:07Z

JMcDougall: /* Resources */

== Qualitative Data Guidelines and Support Materials ==

  Qualitative data deposits require that the data owners process and curate their data as much as possible prior to deposit with ADA. The qualitative research process is not easily automated so requires a higher level of knowledge specific to the data and research process of the deposited materials. Qualitative data is not appropriate for ADA's more automated processing scripts that are suitable for quantitative data processing.

Please see an example of qualitative data published with ADA, in collaboration with a research team from University of Melbourne Studies of Childhood Education & Youth (SOCEY) Dataverse https://dataverse.ada.edu.au/dataverse/SOCEY.

==Resources==
*[https://docs.ada.edu.au/index.php/Main_Page ADA deposit documentation]
*[https://docs.ada.edu.au/index.php/Quick_Deposit_Guide#Step_3_-_Upload_files ADA deposit data file naming conventions]
* See [https://www.socey.net/repository/discussion-paper/ Studies of Childhood, Education & Youth] for a discussion paper which provides practical support in preparing qualitative data for reuse.
===Other Archives===
* [https://ukdataservice.ac.uk/help/other-data-providers/other-data-providers-qualitative-data/uk-archives/ UK Qualitative Archives]
* [https://qdr.syr.edu/  Syracuse Qualitative Data Repository]
* [https://ukdataservice.ac.uk/help/other-data-providers/other-data-providers-qualitative-data/international-qualitative-archives/ International Archives]

===Research and Discussion Papers===
* 2000 [https://doi.org/10.17169/fqs-1.3.1019 Progress and Problems of Preserving and Providing Access to Qualitative Data for Social Research—The International Picture of an Emerging Culture]. Corti, Louise

* 2004 - [https://journals.sagepub.com/doi/abs/10.1177/0038038504039366 Whose Data are They Anyway?: Practical, Legal and Ethical Issues in Archiving Qualitative Research Data] Odette Parry, Natasha S. Mauthner 
** 2009 seminar at the University of Melbourne, run by Natasha Mauthner raising dilemmas to do with ethics, consent and context in qualitative data reuse.

* 2009 - [https://journals.sagepub.com/doi/epdf/10.1177/0038038509345704 Qualitative Researchers’ Understandings of Their Practice and the Implications for Data Archiving and Sharing] Alex Broom, Lynda Cheshire, Michael Emmison
** [https://pdfs.semanticscholar.org/2aeb/058b607093c5babb66a12bea1924af93b898.pdf Presented IASSIST 2009 Conference ]

* 2018 [https://repository.essex.ac.uk/24598/ 20 years of archiving and sharing qualitative data in the UK] Corti, Louise

*2020 [https://dataverse.ada.edu.au/dataset.xhtml?persistentId=doi:10.26193/ICYRQG ‘Yes, I Can!’ adult literacy campaign]
** This qualitative data deposited with ADA relied on summarising some of the transcripts due to the high change of participant identification due to the study topic area.

*2020 [https://dataverse.ada.edu.au/dataverse/SOCEY ADA Dataverse: Studies of Childhood Education & Youth (SOCEY)]
** [https://www.socey.net/repository/discussion-paper/ SOCEY - Our discussion paper], Doing Research Differently: Archiving & Sharing Qualitative Data in Studies of Childhood, Education and Youth, explores directions and dilemmas in the archiving and sharing of qualitative research, taking a specific focus on studies of childhood, education and youth, predominantly from across the social sciences (McLeod, O’Connor & Davis).

*2023 [https://virtual.oxfordabstracts.com/event/4479/program?session=80251&s=0 Australian Social Policy Conference (ASPC) 2023 - "Creating a Qualitative Data Sharing Future" ]
** A panel session run by ADA and qualitative researchers to bring together qualitative data users, producers, and archivists to discuss experiences and to facilitate discussion where participants are encouraged to share their thoughts on the future of archiving and re-using qualitative data, and how these practices might change the future of qualitative research practices.

*2024 [https://apo.org.au/node/328065 Archiving and sharing qualitative data: implications for data management platforms]. This report explores the implications of the [https://cadre5safes.org.au CADRE platform] (ARDC) for qualitative data (McLeod, O’Connor & Davis).

File & Folder Naming Conventions

2025-10-07T05:36:29Z

JMcDougall:

THE DOCUMENTATION IN THIS PAGE HAS BEEN SUPERCEDED. PLEASE SEE https://docs.ada.edu.au/index.php/Quick_Deposit_Guide#Step_3_-_Upload_files

It is important that each version of the data and its supporting documentation is clearly identified using the correct file naming convention. This helps to prevent erroneous access conditions from being applied to the published data, and potentially unauthorised access to the material. All data files and supporting documentation that is to be uploaded to Dataverse should therefore be named in accordance with the ADA guidance, this also makes the files easily identifiable to ADA Staff and standardises the naming convention across datasets and Dataverse’s.

= Dataverse Uploads =
All data and their supporting documentation should be simple to locate and identify. Dataverse automatically lists uploaded files in numerical and alphabetical order. Therefore, in order to list materials in a more meaningful order, the ADA have developed a standardised naming convention for files.

= ADA Standard Naming Convention =
The ADA standardised naming convention for Self-Deposit files uses the following format:

<q>'''DataverseNumber_StudyName_Year_StudyArtefact_ADAID'''</q> note that the Dataverse application will include a file extension to the name during the upload process.

== Dataverse Number: ==
The number 0, 1, 2, 3 or 99, indicating the order that the files are to be arranged in.

- “0” is to be applied to all licensing information files (e.g. License Agreement Forms, License Terms and Conditions of Use Supporting Information, License Access Guestbook Supporting Information).

- “1” is applied to all other supporting document files (e.g. Questionnaires, Codebooks, Technical documents).

- All Data files (including all Double-Zipped Data files e.g. SPSS, Stata, SAS, CSV and Excel format files) are to be labelled with the prefix “2”.

- "3" is used by ADA Staff to identify Processing Reports that have been raised during the curation of your data. Processing Reports will be archived as part of the Archival Information Pack (AIP) for the dataset and [[Glossary of Terms|Data Owners]] should only see these files within their datasets if it has been returned to you for corrective action.

- Files that are uploaded for ARCHIVING ONLY as part of the Submission Information Pack (SIP), and which are not to be included as part of the published dataset are to be labelled with the Dataverse Number "99_ARCHIVE_ONLY".

Due to compatibility issues with Dataverse, all individual data files and any supporting documentation files that are in any of the following formats must be double-zipped prior to uploading to the dataset to preserve their formatting. Where multiple files are uploaded to the dataset as a folder and at least one of those files is of one of the following formats, the folder will need to be double-zipped.

File Formats requiring Double-Zipping prior to upload to a dataset are:

- SPSS

- SAS

- Stata

- CSV

- Excel

=== Folders containing multiple files ===
'''''Note''''' - Although it is possible to upload multiple files in a folder to a Dataset, it is not recommended unless absolutely necessary as in doing so you reduce the findability of the files contained within the folder. This is due to the fact that both File Tags and Description Notes can only be added at the folder level in this case. For more information refer to: [https://docs.ada.edu.au/index.php/Adding_File_Tags_and_Description_Notes Adding File Tags and Description Notes].

In certain cases, a complete double-zipped folder of supporting documentation or data files may be produced (e.g. many longitudinal studies will have multiple files and it would be time consuming to double-zip and upload each file individually). Where packages of such files are to be uploaded as a single folder, the folder should be annotated with the term "-Z" immediately following the Dataverse Number. For example a double-zipped collection of supporting documents that contains at least one file that would require double-zipping if uploaded individually, when uploaded as part of a folder the folder would be identified with the prefix "1-Z".

Each file contained within the folder should still be individually named using the standard naming convention detailed in this section. In addition, as all individual data files in one of the aforementioned file formats are already required to be double-zipped, there is no need to identify these separately with a "-Z" addendum, this term is used purely to identify packages of files uploaded as a folder that contain one or more of these types of file.

Where a large number of Supporting Documents (i.e. greater than 40-50) are to be uploaded together as a folder, as long as the files within the folder would not require double-zipping if they were uploaded individually (for example the folder is a package of supporting documentation files that are not SPSS, SAS, Stata, CSV or Excel file formats), then the folder need not be double-zipped. A good example of this would be the License Document suite of forms. These could be uploaded directly as a folder, with no double-zipping required.

=== Files or Folders containing Sensitive or Personal Information ===
The suffix ‘-S’ is to be used to identify data files that contain [[Glossary of Terms|Sensitive Information]] or [[Glossary of Terms|Personal Information]]. Typically this is used to differentiate between those data files that may be available for public release as [[Glossary of Terms|Open Data]] and those that contain some form of information that requires access to be managed. Many [[Glossary of Terms|Data Owners]] will choose to upload both an open source version of their data as well as a version of the data that requires some form of access restriction. The former is most likely to have far fewer safeguards when sharing, and therefore requires less management and maximises the potential benefits of the data for sharing.

=== Data Files used to create a Derived Dataset ===
Finally, for derived datasets (i.e. those made up from multiple sources of separate data), the suffix's ‘a’ through ‘z’, should be used to identify the individual data files used in the creation of the derived data file. Thus if a new data file was created through the linking of data from the ATO and Medicare, the ATO data may have the Dataverse Number ‘2a’ whilst the Medicare data may have the identifier ‘2b-S’, the latter denoting that the data is also Sensitive.

=== Dataverse Number Examples: ===

0. Licensing Information files (License Agreement Form, License Terms and Conditions of Use, License Access Guestbook)

1. [[Collect and Prepare Supporting Documentation|Supporting Documentation]] (Questionnaires, Codebooks, Technical documents, Data Dictionary etc... remember to double-zip those files with SPSS, Stat, SAS, CSV and Excel file extensions)

2. Data files (all CSV, Stata, SPSS, SAS and Excel file formats are to be double-zipped prior to upload)

2a. Data file used in creation of a derived data file (all CSV, Stata, SPSS, SAS and Excel file formats are to be double-zipped prior to upload)

3. Processing Report created during the curation of the dataset and used for the recording of issues that require action prior to publication. Processing Reports may also include recommendations made by the ADA to improve the quality of the data.

99_ARCHIVE_ONLY. Files uploaded for archiving with the ADA only (for example Signed Consent forms or original interview transcripts that are not to be published as part of the dataset but are submitted to complete the deposit and to retain a full audit trail)

-S. The ‘S’ suffix when displayed after the Dataverse number is used to denote that the Data file contains ‘Sensitive’ data

-Z. The ‘Z’ suffix when displayed after the Dataverse number is used to denote that multiple files are contained in a double-zipped folder. In addition, it identifies that at least one of these file would require double-zipping if uploaded individually.

By way of example, the Dataverse Number ‘2-SZ’ would denote a double-zipped package of data files, which contain sensitive data.

== Study Name: ==
This relates to the name of the Project or Study that the dataset(s) belong to. If the full name is unreasonably long this can be abbreviated. For example, ‘The Australian Longitudinal Study on Women’s Health’ is abbreviated to ‘ALSWH’. Where the Study Name is more than a single word, you can either leave the space between words or use an underscore to separate the words. Either is accepted in Dataverse.

== Year: ==
Refers to the year that the Project or Study was conducted in. If this spans multiple years you can enter the period in question. For example, 2018-19.

== Study Artefact: ==
This should refer to the specific item in question. For supporting documentation it could be the item (e.g. Questionnaire, Codebook or Report), for data this is typically the file type (e.g. SAS, SPSS or Stata Data File). Where the Study Artefact is more than a single word, for example: Plain Language Statement, you can either leave the space between words or use an underscore to separate the words. Either is accepted in Dataverse. All Processing Report files should be assigned the study artefact name Processing Report. Where there is more than one Processing Report in the dataset, each should be differentiated using study artefact terms such as 'Processing Report 1 of 2' or Processing Report Sensitive Data Version etc...

== ADAID: ==
This refers to the five digit ADA Identification number assigned to the Project or Study. For Self-Deposits it is unlikely that this number will have been allocated, although it may have been provided by the ADA Archivist when the ‘Shell Dataverse and dataset(s)’ were created. In the event that it has not been provided, use ‘ADAID’ and the ADA Archivist will enter the correct identification details once you have uploaded the file to the dataset.

== File Extension: ==
A file extension (e.g. .pdf, .zip and .xlsx) must be present for every file contained and listed within a dataset. This will be automatically added by Dataverse during the upload process and should not be added by the Data Owner.

== Correctly named folder example: ==
A full example of a correct file name, adhering to the above naming conventions where the ADAID is known is: ‘1_ANUPoll_2018_Questionnaire_01212.pdf’.

Where the ADAID is unknown and the Study Artefact is multiple words, a correct file name would be: '2_ANUPoll_2018_Data_File_Number_1_ADAID.CSV'

Where the ADAID is unknown and the file is uploaded for Archiving Only, the correct file name would be: '99_ARCHIVE_ONLY_ANUPoll_2018_Signed_Consent_Form_ADAID.pdf'.

2025-09-22T04:28:40Z

JMcDougall: /* Archival Curation Process */

The [https://ada.edu.au/ Australian Data Archive (ADA)] provides a national service for the collection and preservation of digital research data. ADA disseminates this data for secondary analysis by academic researchers and other users.

= Deposit Process Overview =
If you are interested in depositing data with the Australian Data Archive, please write an email to ada@ada.edu.au outlining the topic of your research and the nature of the data, e.g. sensitivity, type, quantity. The ADA will assess each deposit request against a set of criteria, see [[Deposit Appraisal & Collection Policy]]. Once the data has been accepted, the ADA will create a deposit shell on a secure system for the depositor to upload the data, the documentation files and enter metadata (see [[Quick Deposit Guide]] for instructions on what to upload). As part of the curation process, the ADA will view the deposit and make suggestions for changes if necessary (see [[Workflows]] for details). When the curation is complete, the depositor has the opportunity to preview the final version of the deposit on a designated review page. Once the depositor is happy with it, the deposit is published on the [https://dataverse.ada.edu.au/|dataverse: ADA dataverse] and will receive a permanent DOI.

[[File:Deposit_graph_4.png|1200px|center]]

==Archival Steps explained once data has been approved for deposit==

===Deposit Shell===
* ADA creates a deposit shell on ADA's DEPOSIT Dataverse for depositor/data custodian to upload data and provide study and file level metadata.
* As part of this process the archivist and depositor(s) discuss the ADA Data License agreement.
* Once the depositor confirms they have completed the file uploads and metadata they inform the archivist that their deposit is ready for ADA's archival processing. This entails the deposit being ingested into the archival and storage management system.

===Archival Data Curation Process===
* Archivists check the data for confidentiality and completeness.
* An archive Processing Report is sent to the depositor/data custodian to respond to any recommended changes. The archivist then makes any amendments and uploads the dissemination (publication) version of the data to ADA's test Dataverse.

===Review of data & metadata===
* The archivist provides the depositor/data custodian a link to the test Dataverse to verify that the dataset metadata and data are correct.

===Publication===
* Once approval of the test version has been received from the depositor/data custodian, the data and metadata are migrated to the production Dataverse, and the dataset is PUBLISHED for user access, based on the ADA Data License agreement.

===ADA Data License Agreement===
* The archivist will provide the license agreement and confirm suitable options with the data custodian throughout the deposit and curation process.

To get started, go to [https://docs.ada.edu.au/index.php/Quick_Deposit_Guide Quick Deposit Guide]

For more detailed information on all the steps in the process see [https://docs.ada.edu.au/index.php/Workflows Workflows]

For assistance navigating this wiki, please refer to [https://www.mediawiki.org/wiki/Special:MyLanguage/Help:Navigation navigation help]

To return to the ADA website, please go to [https://ada.edu.au/ ADA Website]

= ADA Archival Workflow Diagram =
ADA bases its archival workflow on the Open Archival Information System (OAIS) Reference Model (2012).
Diagram: [https://docs.ada.edu.au/images/2/22/CTS_ADA-NCI_RDS-Storage_JM_V5_2025-04-08_wiki.jpg ADA Archival Workflow based on OAIS Reference Model].

= Australian Data Archive Overview =

*[[Background Information and Context]]

Organisational Infrastructure

*[[Mission & Scope]]
*[[Rights Management]]
*[[Continuity of Service]]
*[[Legal & Ethical]]
*[[Governance & Resources]]
*[[Expertise & Guidance]]

Digital Object Management

*[[Provenance and authenticity]]
*[[Deposit Appraisal & Collection Policy]]
*[[Preservation plan]]
*[[Quality Assurance]]
*[[Workflows]]
*[[Discovery and Identification]]
*[[Reuse]]
*[[Setting Access Conditions]]

Information Technology & Security

*[[Storage & Integrity]]
*[[Technical Infrastructure]]
*[[Security]]

= Australian Data Archive Projects =

See the [[ADA Projects]] page for outlines in detail ADA's involvement in multiple projects etc

= Superseded page =
* [[ADA Self-Deposit - To Documentation Guides]]
* [[1. ADA Collection Policy Criteria Assessment]]
* [[2. Deposit Preparation]]

Main Page

2025-09-22T04:28:20Z

JMcDougall: /* Deposit */

The [https://ada.edu.au/ Australian Data Archive (ADA)] provides a national service for the collection and preservation of digital research data. ADA disseminates this data for secondary analysis by academic researchers and other users.

= Deposit Process Overview =
If you are interested in depositing data with the Australian Data Archive, please write an email to ada@ada.edu.au outlining the topic of your research and the nature of the data, e.g. sensitivity, type, quantity. The ADA will assess each deposit request against a set of criteria, see [[Deposit Appraisal & Collection Policy]]. Once the data has been accepted, the ADA will create a deposit shell on a secure system for the depositor to upload the data, the documentation files and enter metadata (see [[Quick Deposit Guide]] for instructions on what to upload). As part of the curation process, the ADA will view the deposit and make suggestions for changes if necessary (see [[Workflows]] for details). When the curation is complete, the depositor has the opportunity to preview the final version of the deposit on a designated review page. Once the depositor is happy with it, the deposit is published on the [https://dataverse.ada.edu.au/|dataverse: ADA dataverse] and will receive a permanent DOI.

[[File:Deposit_graph_4.png|1200px|center]]

==Archival Steps explained once data has been approved for deposit==

===Deposit Shell===
* ADA creates a deposit shell on ADA's DEPOSIT Dataverse for depositor/data custodian to upload data and provide study and file level metadata.
* As part of this process the archivist and depositor(s) discuss the ADA Data License agreement.
* Once the depositor confirms they have completed the file uploads and metadata they inform the archivist that their deposit is ready for ADA's archival processing. This entails the deposit being ingested into the archival and storage management system.

===Archival Curation Process===
* Archivists check the data for confidentiality and completeness.
* An archive Processing Report is sent to the depositor/data custodian to respond to any recommended changes. The archivist then makes any amendments and uploads the dissemination (publication) version of the data to ADA's test Dataverse.

===Review of data & metadata===
* The archivist provides the depositor/data custodian a link to the test Dataverse to verify that the dataset metadata and data are correct.

===Publication===
* Once approval of the test version has been received from the depositor/data custodian, the data and metadata are migrated to the production Dataverse, and the dataset is PUBLISHED for user access, based on the ADA Data License agreement.

===ADA Data License Agreement===
* The archivist will provide the license agreement and confirm suitable options with the data custodian throughout the deposit and curation process.

To get started, go to [https://docs.ada.edu.au/index.php/Quick_Deposit_Guide Quick Deposit Guide]

For more detailed information on all the steps in the process see [https://docs.ada.edu.au/index.php/Workflows Workflows]

For assistance navigating this wiki, please refer to [https://www.mediawiki.org/wiki/Special:MyLanguage/Help:Navigation navigation help]

To return to the ADA website, please go to [https://ada.edu.au/ ADA Website]

= ADA Archival Workflow Diagram =
ADA bases its archival workflow on the Open Archival Information System (OAIS) Reference Model (2012).
Diagram: [https://docs.ada.edu.au/images/2/22/CTS_ADA-NCI_RDS-Storage_JM_V5_2025-04-08_wiki.jpg ADA Archival Workflow based on OAIS Reference Model].

= Australian Data Archive Overview =

*[[Background Information and Context]]

Organisational Infrastructure

*[[Mission & Scope]]
*[[Rights Management]]
*[[Continuity of Service]]
*[[Legal & Ethical]]
*[[Governance & Resources]]
*[[Expertise & Guidance]]

Digital Object Management

*[[Provenance and authenticity]]
*[[Deposit Appraisal & Collection Policy]]
*[[Preservation plan]]
*[[Quality Assurance]]
*[[Workflows]]
*[[Discovery and Identification]]
*[[Reuse]]
*[[Setting Access Conditions]]

Information Technology & Security

*[[Storage & Integrity]]
*[[Technical Infrastructure]]
*[[Security]]

= Australian Data Archive Projects =

See the [[ADA Projects]] page for outlines in detail ADA's involvement in multiple projects etc

= Superseded page =
* [[ADA Self-Deposit - To Documentation Guides]]
* [[1. ADA Collection Policy Criteria Assessment]]
* [[2. Deposit Preparation]]