Many journals require researchers to explain where the data underlying their publications can be found and how they can be accessed. Some also require datasets to be deposited in a suitable repository before a paper can be accepted. These requirements help others verify research findings and, where permitted, reuse the data. However, sensitive data, such as medical data, cannot always be shared openly.
When preparing a publication based on an existing dataset, you can make the data underlying your results identifiable and citable by preserving the version used in your research, registering its metadata and obtaining a persistent identifier. This allows others to identify and reference the dataset, even when the underlying data remain in a restricted archive. Publicly available metadata can also describe the access conditions and explain how access can be requested, where permitted.
Examples
I am a Radboudumc researcher preparing an article on lung nodules using existing chest CT scans and radiology reports from 50 patients. I analysed a subset of these data and derived additional variables, including nodule size and classification labels. My journal requires me to document the availability of the data supporting my findings. I want to make the exact dataset used in my research citable, even though the sensitive medical data cannot be shared openly.
Complexity
Low / Medium
Key Experts
Data Steward
Outcome
Dataset is citable in your publication
Your Journey
Identify and preserve the dataset to be cited
Identify exactly which data underpin the results in your publication, including any subsets or derived variables.
Create a fixed version of these data so that the dataset being cited does not change over time.
Store this version securely, following your institution's data management policies, and document its provenance.
Examples
Researcher
I create a fixed snapshot containing the specific CT scans, radiology reports and derived variables used in my analysis. I store this version in Radboudumc's internal archive and document its relationship to the original clinical data.
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Check publication requirements and choose a suitable repository
Check your journal's data availability requirements, including whether the data must be deposited in a repository and whether restricted access is permitted.
Look for a repository that meets these requirements and can register your dataset, even if the underlying data cannot be made openly accessible.
Check whether the repository provides a persistent identifier and a publicly accessible landing page describing the dataset.
Determine which identifier scheme is appropriate, taking into account the repository's capabilities and requirements.
Examples
Researcher
I check my journal's data availability requirements and investigate whether the Radboud Data Repository can meet them by registering my restricted dataset and assigning a DOI. The DOI would resolve to a publicly accessible landing page describing the dataset, while the underlying data remain in the internal archive.
Guidance steps
Select Identifier Scheme
Understand how to select, use and manage identifier schemes to ensure that data and metadata are uniquely identifiable, persistent and interoperable.
View step details
Register resource level metadata
Make their resources findable by selecting appropriate metadata catalogues and registering consistent, well-defined resource-level metadata.
View step details
Prepare the dataset metadata
Review the metadata requirements of the selected repository.
Collect the necessary information, such as the dataset title, creators, description, keywords and version.
Ensure that the metadata accurately describe the specific dataset used in your publication.
Examples
Researcher
I prepare the metadata describing the CT images, radiology reports and derived variables used in my research. I make sure the description corresponds to the fixed dataset version that I preserved.
Guidance steps
Assess availability of your metadata
Identify, evaluate and improve the completeness and quality of their metadata to ensure it is accurate, consistent and ready for reuse and publication.
View step details
Define the access conditions
Determine whether and under which conditions other researchers may access the dataset, considering applicable legal, ethical and institutional requirements.
Document the access conditions and restrictions on reuse, preferably as part of the dataset's metadata.
Where access requests are permitted, describe how interested researchers can request access.
Examples
Researcher
I check the applicable permissions and restrictions on accessing and reusing the clinical data. Because the data are sensitive, access is restricted. I document the conditions and, where supported by the metadata schema, include them in the publicly available metadata, along with information on how researchers can request access where permitted.
Guidance steps
Define access conditions
Define and document the conditions under which data can be accessed and reused, including access levels, policies, licences and agreements, ensuring compliance with legal, ethical and FAIR requirements.
View step details
Register the dataset and cite it
Register the dataset metadata in the selected repository, including the access conditions.
Obtain the persistent identifier and verify that it resolves to a landing page describing the correct dataset version.
Include the dataset citation in your publication, together with an appropriate data availability statement.
Examples
Researcher
I register the dataset metadata and obtain a DOI. I verify that the DOI resolves to a landing page describing the correct dataset version. I then cite the dataset in my publication and include a data availability statement explaining the access restrictions and how the data may be requested.
Guidance steps
Register resource level metadata
Make their resources findable by selecting appropriate metadata catalogues and registering consistent, well-defined resource-level metadata.
View step details
Dataset is citable in your publication
The dataset underlying your research results has a preserved, identifiable version and a repository record with a persistent identifier. You can cite it in your publication, even when access to the underlying data is restricted.
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