Manage data descriptions in DORIS

On this page, you will find information about the features available for managing data descriptions in DORIS. You will also gain access to further information and guidance on how to review data, metadata, file formats, and documentation. 

• Incoming data descriptions 
• Request additional information
• Forward to SND and publish data description
• Delay dataset publication (closed review)
• The workflow for a data description

Incoming data descriptions

When you log in to DORIS, you will see a list of the data descriptions created by colleagues within your organization. This page can be accessed via the Data descriptions tab in the top menu in DORIS. You can find information on how to switch between different views in DORIS on the page Introduction to DORIS.

By default, the page displays the most recent incoming data descriptions that have not yet been assigned a reviewer. On the right side of this list, there are three quick filters to help you sort the data descriptions: All, Assigned to me, Unassigned.

Below the quick filters, you can choose how to sort the list of data descriptions. You can also use the search function to find, for example, a title or owner, or sort the list by title, status, last modified, or assigned reviewer by clicking the corresponding column header. 

Assign a reviewer 

To assign a reviewer to a data description, click the Assign reviewer icon in the Actions column in the list of data descriptions. You can also assign a reviewer from within the data description by clicking Activities and settings and selecting Responsible reviewer. You can assign the description to yourself or to a colleague. If you assign it to someone else, you can choose whether DORIS should send them an e-mail notification.

Review data, metadata and documentation

To begin reviewing a data description in DORIS, click the dataset title. The form will open in the same window. On the left-hand side, the Sections menu lists the different sections of the data description. Clicking a section heading displays its content in the form. By default, you will start at section 1: Files and access.

The Activities and settings menu provides quick access to features such as Activity log, Notes, Messages, and Responsible reviewer. 

On the right-hand side of the window (or below Sections in the left-hand menus on smaller screens) are menus with general actions for the dataset: Save, Preview, Update status, and Delete. Under Other actions, you find the options Duplicate data description and Download agreement. 

Please note that some of these actions are only visible to reviewers and SND. If you need support during the review process, you are always welcome to contact SND at snd@snd.se. 

Access to files 

Data and documentation files uploaded to SND CARE can be downloaded from DORIS for review using the Download uploaded files action under section 1. Files and access. 

It is currently possible to upload data files of up to 2 GB per file directly via the data description form. Larger files are uploaded to SND CARE via an SFTP account. If a researcher needs help setting up an SFTP account, you or they can contact SND at incoming@snd.se. If the total data storage for an organization exceeds 1 TB, SND may in the future introduce a storage fee, applied to the organization as a whole.

If the data are stored locally, your own institutional procedures for access apply.  

Reserved DOI 

When a data description is created using the form in DORIS, a reserved DOI is automatically generated for the dataset (see section 1: Files and access). This DOI is visible to both the researcher and you as a reviewer.

Please remember to inform the researcher that the DOI will not be active – that is, it will not resolve to a landing page – until the dataset has been published on Researchdata.se. If the researcher needs to provide a link to the dataset before publication, for example to a journal for a closed review, you can share the preview link to the forthcoming catalogue entry. You can access this link by clicking Preview.

Read more about closed review below.

Request additional information

If you find that something is missing from the data description, you can request more information from the researcher. To do so, click Change status and select Requesting additional information from depositor. When changing the status, leave a message to the researcher outlining what needs to be improved or added. Even if you have already communicated with the researcher, for example via e-mail, it can be helpful to briefly summarize the requested changes again to ensure all information is recorded in DORIS. You may also document this in Notes under Activities and settings, so that a colleague can later follow what has happened in the case.

Please note that the researcher cannot see comments on status changes or communication between a reviewer and SND in their view of the activity log. If a reviewer or SND sends a request for revisions to the researcher, any information exchanged internally between the reviewer and SND must be repeated in the message to the researcher. This is done at the time of the status change, as described above.

Forward the data description to SND and publish the data description

Currently, only staff at the SND office can publish datasets to Researchdata.se. Once a reviewer has completed the review of a data description, it is forwarded to SND for publication. This also applies if the data are to be made available for closed review (see below).

To forward a data description, change its status to Under review by SND. You may also include a message at this point, for example if there was anything worth noting during the review or if there are any outstanding questions you would like assistance with. Status changes between SND and reviewers are not visible to the researcher – the researcher will only see that the data description is Under review.  

Depending on your organization’s solution for data storage, there are two scenarios for SND’s involvement in the review process: 

1. For datasets stored in SND CARE, SND must be involved in the review process. When you complete your review, the data description is sent to SND for a final check before the dataset can be published. If SND’s reviewer identifies any missing information, the description will be returned for revision. You may then return it to the researcher if needed. 

2. For datasets stored locally, SND does not need to be involved in the review process. Once you complete the review, the data description is forwarded to SND, who publishes it directly. Contact SND at snd@snd.se if your organization wishes to handle the review process independently.

Confirmation checkboxes – researcher assurance and reviewer verification

In DORIS, the researcher who submits the data description must confirm that the shared data do not contain any information whose dissemination or availability would breach any laws or agreements. If the data are to be made directly downloadable, the researcher must also declare that the data can be shared without restrictions. These declarations must be confirmed using checkboxes for assurance before a data description can be submitted for review.

Reviewers at a research data support function or at SND must verify that the researcher’s assurances have been checked before the review is completed. This means that, as a reviewer, you should do what is reasonably possible to verify legal compliance, following the routines established at your organization.

As a reviewer, it may be difficult to know the legal requirements for different types of data or research. In case of uncertainty, it is important to maintain a dialogue with both the researcher and colleagues, such as your organization’s data protection officer. Asking questions about the data or the project usually helps clarify how the data should be handled.

SND recommends that, in cases of uncertainty, you follow the precautionary principle, which could, for instance, mean making the data available with restricted access. 

Both the researcher’s assurance declarations and the reviewer’s verification, whether from the research data support or SND, are logged in the activity log in DORIS. 

Delay dataset publication (closed review)

Some journals require data to be accessible while an article is under peer review. DORIS supports this through a feature that allows the researcher to mark the checkbox “Delay dataset publication (closed review)” for a data description in section 1: Files and access. When this checkbox is marked, SND will delay publishing the data description on Researchdata.se until the researcher notifies us that the article has been reviewed. 

The data description will be reviewed by research data support staff following normal routines to ensure that the journal will review the version of the dataset that will be published, not a preliminary version that may need extensive revisions. When the review has completed and the researcher has made possible amendments of the dataset, you can provide the researcher with the preview link that can be shared with the journal. 

When referring to the dataset during closed review, researchers should use the reserved DOI that can be found in the same section in DORIS. However, this DOI will not be activated and lead to the landing page of the dataset until the dataset has been published on Researchdata.se. 

Researchers can request a preview link to use for review purposes. This link can be included in the article’s Data Availability Statement, but note that it is only intended for editors and reviewers. It should therefore be deleted when the final revisions are submitted.  

Read more about writing a Data Availability Statement in the quick guide to sharing data on Researchdata.se.

Datasets under closed review are only accessible via the preview link and they are not searchable in the research data catalogue. It is important that the researcher informs SND when it is time to publish the data – SND does not have automated monitoring for this.

When the dataset is published, the DOI that was reserved for the dataset is activated as the permanent link for accessing the dataset. 

If the dataset shall be published before the article, we recommend citing the coming article as best possible, followed by “under review”, and to later update the data description with the full reference and DOI when the article has been published. 

The workflow for a data description

A data description will be processed in a workflow in DORIS with three roles: researcher, DAU, and SND. The workflow is visualized below, featuring the statuses a data description can have, and what each role can do, in DORIS. 

The following is true regardless of which status a data description has:

• Only the role with an active status in the current step of the workflow can edit a data description; the other roles have read-only access.
• Multiple users cannot edit a data description at the same time. When one person opens the data description for editing, it becomes locked for others.
• Messages can be exchanged between the researcher and the reviewer at any stage, regardless of the status of the data description.
• You will receive an e-mail notification when the status changes so you get edit access. 

 

You can find more information about the workflow, the various statuses for a data description, and additional features and tools in DORIS on the Workflow in DORIS page for researchers.