Research data and ACRIS

How to import metadata of the datasets to ACRIS via Data Monitor

1. Log in to ACRIS at https://acris.aalto.fi/ and.Click the green “add new” button and then select Dataset and Import from online source from the left hand list. 

2. Search data using e.g. DOI  or Title. Click Import-button to edit the record. You can also check the original record in the repository by clicking Source data. 

3. Click import and review at the appearing pop-up window.

4. Check and add the missing information. The required fields are marked with red asterisk. Some information e.g. title are automatically imported.

• Check the names and affiliations are right. Managing organization unit should be department not e.g. your research group (if you are student, you can leave e.g. ELEC Common affiliation). 
• Publisher - e.g. data repository name like Zenodo
• Date made available (publishing date).

4. Add also the following optional fields which will increase the visibility and findability of your dataset:

• Description
• Dataset licences
• DOI (If you are adding the actual dataset to ACRIS one will be issued during validation process.)
• Contact person
• Keywords: FIELD OF SCIENCE, STATISTICS FINLAND BY DEPARTMENTS
• Relations to publications which might be in ACRIS.

5. Save the record with For validation-status. ACRIS-validators will validate your contribution.

How to add metadata of the datasets to ACRIS using dataset template

1. In the backend side of ACRIS acris.aalto.fi, click the green Add new button. Pop-up window will appear. Select Dataset and choose submission method: Create from template.

The required fields are marked with red asterisk. 

• Title - Use the same title as in the data repository or in the case you are publishing metadata only in ACRIS, create an informative title which describes what the dataset contains.
• Description - Use the same description as, e.g. in the data repository or give informative description of the data set. E.g. describe what kind of data is used and file formats. If your data is not open, but you are able to share the data if requested, you may express the willingness and contact information here. NB! If you open metadata only in ACRIS, your metadata will be CC0-licenced. You can add the licence information to the end of the description, e.g "This metadata is published under CC0-licence."
• Add all the persons involved and check their affiliations are right. Create new 
  external persons if necessary by using the Add person function. All persons 
  previously created into the system will be listed in Search. Note! A person's role is a Creator by default. Edit the role if necessary.
• Managing organizational unit refers to the instance of editors handling this output in ACRIS and does not affect statistics. Unit should be department not e.g. your research group (if you are student, you can leave e.g. ELEC Common affiliation). 
• Publisher is e.g. the name of the particular repository/archive in which the data can be found. If you are only publishing the metadata in ACRIS, the publisher will be Aalto University.
• Date made available (publishing date).
• Access options to your data, e.g. open, restricted, embargoed (Note! If your data is not open or it is restricted or embargoed, please specify the reason in Field "Grounds for access restriction".)Add also the following optional fields if applicable to your dataset. They will increase the visibility and findability of your dataset:

• Dataset licence
• DOI (If you are publishing the metadata only in ACRIS and the actual dataset is not published in any repository, ACRIS-validators will mint DOI during validation process to your metadata record.)
• Contact person
• Keywords: FIELD OF SCIENCE, STATISTICS FINLAND BY DEPARTMENTS
• Relations to publications which might be in ACRIS.

Save the record with For validation-status. ACRIS-validators will validate your contribution.

How to publish datasets in ACRIS

Note! Use this option only if you do not find any other repository. Dataset can be uploaded in multiple file formats up to 1024 MB.2.

1. In the backend side of ACRIS acris.aalto.fi, click the green Add new button. Pop-up window will appear. Select Dataset and choose submission method: Create from template.

2. Fill in fields which you feel will to help the identification of the dataset. Mandatory fields are marked with red asterisk. 

• Title - Give short but descriptive name. (Mandatory)
• Description - Give informative description of the data set. E.g. describe what kind of data you are adding and what type of files you will attach and in which formats, consider numbering the different versions. When you are adding metadata of data and you have not made your data open, but you are able to share the data if requested, you may express the willingness and contact information here. (Not mandatory, but recommended). 
• Indicate the date range coverage of the data by using ‘Temporal coverage’.
• Specify the date or period of time for data collection. This field becomes mandatory 
  if you tick either of the two options.
• Add all the persons involved and check their affiliations are right. Create new 
  external persons if necessary by using the Add person function. All persons 
  previously created into the system will be listed in Search. Note! A person's role is a Creator by default. Edit the role if necessary.
• Managing organizational unit refers to the instance of editors handling this output in ACRIS and does not affect statistics. Unit should be department not e.g. your research group (if you are student, you can leave e.g. ELEC Common affiliation). 

• Publisher - Aalto University
• DOI - DOI will be issued during validation 

3. Drag files or browse your computer (maximum size 1024 MB)

4. Choose the level of Visibility for the data set. Select next the License: If you wish to publish 
citable data, choose  license to allow and restrict the ways to reuse data, for example allow or deny the right for commercial use https://creativecommons.org/share-your-work/. If you  choose  No value no one knows how this  data can be used. If data is created together by several researchers, also you may not reuse data without a license.  

5. Indicate the Type of the data set. 

6. (Optional) Embargo end date: Set the opening up date for your data set. With embargo you retain for yourself the advantage to use data first as underlying data for publications. Data will be published for the use of others after the embargo.

7. Date made available (publishing date). Date made available means the date when the data set becomes publicly available.

8. Access options: define the access level of the data set. 

9. Add also the following optional fields which will increase the visibility and findability of your dataset:

• Keywords: Field of science, Statistics Finland by departments
• Relations to publications, projects or activities which might be in ACRIS.

5. Save the record with For validation-status. ACRIS-validators will validate your contribution.