Lingnan Data Repository

Managing access to data files

After uploading the data files, researchers can opt to manage access to their data files. In Lingnan Data Repository, you may choose to restrict access to your dataset and/or impose an embargo on it.

In general, access restriction is needed when the dataset contains sensitive data, whereas embargo is needed when researchers plan to publish relevant studies before releasing their data.

Access Restriction: require users to submit a request for accessing files

Enable request access...

1. Check the box(es) next to the file you want to edit

2. Click on the "Edit Files" button on the top-right corner, then select "Restrict"
   

3. Check "Enable access request"

4. You are recommended to fill in the "Terms of Access for Restricted Files" to indicate how and if users can access the restricted files (e.g. the data will be made available to researchers upon request)
   

Embargo: delay public access to files for a limited period of time (Embargo period), usually up to 2 years

Embargo your files...

1. Check the box(es) next to the file you want to edit
2. Click on the "Edit Files" button on the top-right corner, then select "Embargo"
   

lightbulbPlease note that embargoes can only be set, changed, or removed before a file has been published. Contact us if you would like make any changes to the embargo for a published dataset.

Organizing data files

A consistent and logical data organization can make it easier for others to navigate and understand your data. Here are some tips to organize your data files in Lingnan Data Repository:

Modifying File Name, Description & Folder Structure

1. Check the box(es) next to the file you want to edit

2. Click on the "Edit Files" button on the top-right corner, then select "Metadata"

• File Name

  • By default, the file name corresponds to the name of the uploaded file. However, it is recommended to further rename it using a short, descriptive name that provides useful hints about the content, status, and version of the file.

    lightbulbAlthough using underscores (_) as separators in filenames is a common practice, it is recommended to avoid using underscores in Lingnan Data Repository, as the platform does not interpret them as separators.

• Descriprtion

  • A good file description should contain key information about the data file, such as its format, content, or purpose. Providing a comprehensive file description not only helps users understand your file but also assists them in searching for it.

• Folder Structure

  • A hierarchical folder structure helps users navigate complex datasets with multiple files efficiently. To define the folder structure, you can upload a zip file that already has a folder structure, the existing structure will be preserved, and there is no need to manually edit the file path.

Organizing files with tags

For data files that cannot fit into a hierarchical structure, you can use tags for flexible organization and easier file retrieval. Here are the steps to add tags to data files in Lingnan Data Repository:

1. Check the box(es) next to the file you want to edit
2. Click on the "Edit Files" button on the top-right corner, then select "Tags"
3. You can choose from three default file tags: Documentation, Data, and Code
4. Alternatively, you can create custom file tags to categorize and label files based on different criteria