Lingnan Data Repository

There are no restrictions on the file formats for uploading data to Lingnan Data Repository. You can upload data files in any format as long as they are collected, observed, generated, or created during the research process and support or validate research findings. However, if your data files are large in size (exceeding 2GB) or if you have more than 1000 files to upload, please contact us for further assistance.

For details, please refer to this guide.

Dataset Metrics

You can track the download count of a dataset using the "Dataset Metrics" feature located in the top right corner of the dataset page. Within the "Downloads" section, you can view the total number of downloads your dataset has received. Each time a file within your dataset is downloaded, it counts as one download. For example, if your dataset contains 50 files and a user downloads all of them, the download count will increase by 50.

Guestbook

Alternatively, you can enable the Guestbook feature for your dataset to gather more detailed information about the download activity. In Lingnan Data Repository, the default guestbook asks downloaders to provide their name, email, institution, and position. By enabling the default guestbook, you can easily gather this essential information about the users downloading your data.

For more information on how to set up a guestbook for your dataset, please refer to this guide.

Currently, the option to create sub-collections within Lingnan Data Repository is not available to users. However, our administrators can assist you with creating sub-collections. Please contact us for further support.

Yes, you can gather information about the individuals who download files from your datasets by enabling the guestbook feature. The default guestbook in Lingnan Data Repository allows you to collect important information about the users downloading your data, including their name, email, institution, and position. If you require tailored questions or have specific requirements for gathering additional details, such as download purposes, please feel free to contact us for assistance.

For more information on how to set up a guestbook for your dataset, please refer to this guide.

Yes, you can make edits to your published dataset at any time. When you edit the dataset, a new draft version will be created. To publish the updated version, simply click on the "Submit for Review" button located on the top right side of the page. Our repository administrators will review the changes before publishing the updated dataset. Depending on the nature of your changes, the draft version can be published as either version 1.1 or version 2.0. However, please remember that embargoes can only be set, changed, or removed before a file has been published.

Yes, you can restrict access to your files to specific users or groups using the "Custom Dataset Terms" feature. This feature allows you to customize the licensing terms according to your specific requirements, e.g. restricting access to Lingnan users only.

Please refer to this example dataset on Harvard Dataverse for guidance on how to write custom dataset terms and restrict access.

There are two options available to share unpublished datasets with individuals who do not have a Lingnan Data Repository account.

Case 1: Working with Collaborators on the Same Dataset

If you are working with individuals on the same dataset, you can contact us to create an external account for your collaborators. However, please note that the creation of an external account is subject to review and approval.

Case 2: Sharing Unpublished Datasets for Viewing

If you only want to allow collaborators to view your unpublished datasets without making any changes, you can share the dataset with them via a private URL. By accessing the private URL, your collaborators will be able to view the unpublished dataset and its contents without the ability to modify or edit it.

For more about how to share unpublished datasets privately, please visit this guide.

Once a dataset is published in Lingnan Data Repository, all its data files become publicly searchable, viewable, and accessible. It is NOT recommended to unpublish a published dataset. Therefore, it is important to exercise caution before publishing any data files that may contain sensitive, confidential, or proprietary information. If you need assistance in deleting the dataset, please contact us and provide justifications for deleting the dataset.

After leaving Lingnan University, your datasets will remain published on Lingnan Data Repository, but you will no longer have access for data management. If you would like the public to contact you regarding your published datasets/folders after your departure, you can change the contact email in the metadata of these datasets to your personal email.

If you choose to keep your Lingnan email as the contact email after leaving, our administrators will handle any inquiries about your datasets. Please update the contact email accordingly to ensure smooth communication regarding your data even after you have left Lingnan University.

During the review process, peer reviewers may sometimes request to review the datasets used in your research. In Lingnan Data Repository, you can easily share your unpublished datasets with them for review purposes by generating a private URL. For a step-by-step guide on how to generate a private URL for your data, please visit this page.

By depositing your data in Lingnan Data Repository, you can benefit from secure long-term data preservation, increased visibility for your research, compliance with funding requirements, robust data management, and proper citation for your datasets, enhancing the impact and integrity of your research.