Data Sharing and Long-Term 
Preservation
Astrid Recker
CESSDA Training at the Data Archive for the Social Sciences
GESIS - Leibniz Institute for the Social Sciences
@CESSDA_Data
This work is licensed under  Creative Commons Namensnennung 4.0 International Lizenz.
Data Sharing
The What, Why, and How
What is data sharing (for)?
• “Data sharing is the practice of making data 
used for scholarly research available to other 
investigators” (https://en.wikipedia.org/wiki/Data_sharing)
– creates transparency
– enables re-use of data in new research contexts
 thereby contributes to the efficient use of public 
funds (i.e. tax money)
Sharing data the end of the project
Image: “The Data Spectrum”. Adapted from http://theodi.org/data-spectrum (Open Data Institute, cc-by)
Private Research 
Domain
Access and sharing during the research 
process
Who? Access for core 
research team
What? “Everything” is 
shared (working files, raw 
data…)
Icons: RRZE Erlangen (CC-by-sa) https://github.com/RRZE-PP/rrze-icon-set
Private Research 
Domain
Access and sharing during the research 
process
Who? Access for core 
research team
What? “Everything” is 
shared (working files, raw 
data…)
Shared Research 
Domain
Who? Limited access for 
researchers outside core 
team (e.g. for peer 
review, replication)
What? “Stable” versions 
of data and 
documentation 
Icons: RRZE Erlangen (CC-by-sa) https://github.com/RRZE-PP/rrze-icon-set
Private Research 
Domain
Access and sharing during the research 
process
Who? Access for core 
research team
What? “Everything” is 
shared (working files, raw 
data…)
Shared Research 
Domain
Who? Limited access for 
researchers outside core 
team (e.g. for peer 
review, replication)
What? “Stable” versions 
of data and 
documentation 
Publication 
Domain
Who? (Long-term) access 
for research community 
or public
What? “Final” versions of 
data and documentation 
Icons: RRZE Erlangen (CC-by-sa) https://github.com/RRZE-PP/rrze-icon-set
Private Research 
Domain
Access and sharing during the research 
process
Shared Research 
Domain
Publication 
Domain
Icons: RRZE Erlangen (CC-by-sa) https://github.com/RRZE-PP/rrze-icon-set
Amount of shared information decreases
Amount of required metadata increases
Archives in the 
Research Process
Research
Study 
planning
Data 
collectionData analysis
Archiving & 
registering
We keep data safe!
Image: www.digitalbevaring.dk (CC-by)
We keep data safe!
• Back-up and secure storage
• Long-term preservation
• Legal and ethical security
– for data producers 
(IPR, licensing terms)
– for participants in research 
(data protection)
Image: www.digitalbevaring.dk (cc-by)
We make data accessible!
Image: www.digitalbevaring.dk (CC-by)
We make data accessible!
• Accessible formats
• Increased visibility in the world wide web 
(e.g. through machine-readable metadata)
• Persistent identification
• High-quality 
documentation
Image: www.digitalbevaring.dk (CC-by)
We offer support!
Image: www.digitalbevaring.dk (CC-by)
We offer support!
Image: www.digitalbevaring.dk (CC-by)
• We advise on
– documentation
– metadata
– anonymization and 
data protection
1. Identify a suitable archive or repository 
Possible selection criteria:
• data type and format
• discipline
• region or funder
• service and reputation
Search tool:
2. Contact the archive as early as possible
Find out 
• if the archive is 
interested in taking 
your data
• which criteria for 
submission apply
3. Discuss when, how, and in which 
format the data will be submitted
Clarify access 
conditions, legal 
and ethical issues.
4. Sign the Deposit Agreement
Contractual agreement clarifying rights and obligations of 
archive and data depositor as well as access conditions. 
5. Submit the data in the agreed format 
at the agreed time
Possible submission channels include
• upload,
• e-mail,
• secure file sharing service 
(e.g. Cryptshare). 
Conclusion: Sharing and Preservation
• Start thinking about this early
• Contact potential archives at the beginning 
of your research
• Pay specific attention to: informed consent 
and legal restrictions
Research Data and Self-
Deposit Repositories
Research
Study 
planning
Data 
collectionData analysis
Archiving & 
registering
What is ReShare?
• Self-deposit repository for 
research data-open to all
• Features:
–Part of UK Data Service, but anyone can use it!
–Set permissions at the file-level
–DOI minted
• UKDS staff review data collections before publishing:
–Confidentiality and copyright
–Documentation and file formats
• reshare.ukdataservice.ac.uk
ReShare Homepage
ReShare in Discover