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Research output Submission Guide

Introduction

The purpose of this guide is to help users enter metadata and submit research outputs to the UCLR platform in accordance with good practice, FAIR (Findable, Accessible, Interoperable, Reusable).

Required fields are marked with (*), other fields are optional, but are recommended to best describe the research output.

Step 1: Description – Describe your research output

Metadata Language*

This field specifies the main language used for the metadata in a research output. It indicates the language of the descriptive information (descriptions, titles, subtitles, etc.) in the research output.

Recommendation:

  • The use of English in metadata can increase the visibility of your research output.

Note:

  • The language of the files attached to the research output may be different.
  • The language of the metadata cannot be changed once the research output has been published. Please make sure you select the correct language before confirming.

Title *

This field is a fundamental element of the description. Its purpose is to provide a clear and explicit name to identify a research output. It should give users an immediate overview of the content and theme of the resource, making it easier to search for and discover information.

Abbreviations should be avoided and the wording use should be understandable to people who are not experts in the field.

Recommendations:

  • Descriptive : Refers directly to the content or main purpose of the resource.
  • Concise: Neither too long nor too vague (10 to 15 words, max 255 characters).
  • Clear : Understandable to a wide audience, without too much technical jargon.

Examples: "Mapping of wetlands in France in 2023", "Survey on cultural practices in Europe in 2023", "Conductivity measurements in saline solutions"

Subhead

This field provides additional information explaining the main title. Although optional, it is still useful for providing contextual details clarifying the scope, method or target audience of the resource.

Recommendations:

  • Additional information: Provides useful details without repeating the title
  • Clarity: Simple, accessible wording
  • Relevance: Contains only those elements that are essential for understanding the content.

Examples: "Analysis of recent changes in wetlands", "Cultural practices and political involvement", "Variations of conductivity depending on concentration"

Description(s) *

You can duplicate the following fields by clicking on: "Add a description in another language"

Language *

This field is used to identify the language of the associated "Description" field.

Recommendation:

  • You should also provide an English version of the description if the metadata is in French. This increases the visibility of the data and makes it easier for an international audience to find.

Summary *

This field is an essential element of the metadata, providing a description of the research output to explain its value and relevance. Its main purpose is to make the overall significance and conceptual advances of the work easily accessible to a wide audience, avoiding abbreviations as much as possible to ensure clarity. The description must give an overview of the nature of the research output, its objectives, the context in which it was compiled, the method of acquisition and the main information it contains. This field is limited to around 300 words to ensure that it is concise.

Recommendations:

  • Nature of data: Describe the type of data collected (e.g.geospatial data, environmental measurements, health statistics).
  • Objectives of the research output: Explain the main purpose of the research output, highlighting the questions or needs it addresses.
  • Production context: Provide information on the context in which the data was collected (e.g. research project, European project, environmental monitoring).
  • Acquisition method: Describe concisely the collection method (e.g. sensors, surveys, simulations).
  • Key information: Summarise the key data contained and its potential for reuse. You should provide an English version of the description if the metadata is in French, to widen the international audience and visibility.

Examples :

Example 1: Analysis of recent changes in wetlands

Summary (EN): "This research output captures recent transformations in wetlands across various coastal and inland regions of France as part of the WetlandsObserv project. Data were collected between 2018 and 2023 using field surveys and satellite imagery, covering surface area changes, water quality, and vegetation. The goal is to understand the impact of climate change and human activities on these fragile ecosystems. This research output supports wetland management and conservation efforts and can be used for trend analysis and future scenario modeling."

Example 2: Cultural practices and political participation

Summary (EN): "This research output examines the relationship between cultural practices and political participation in France, based on the CultuPol national survey conducted in 2021. Data includes information on attendance at cultural institutions (museums, theaters, libraries), media consumption, reading habits, and political engagement (election participation, activism). The study aims to analyze how cultural practices influence political attitudes and forms of civic engagement. This research output provides a valuable perspective for sociological and political science research and can be reused for comparative or longitudinal studies."

Example 3: Variations in conductivity with concentration

Summary (EN): "This research output presents the variations in electrical conductivity as a function of saline solution concentration at different temperatures. Data were collected in a laboratory setting in 2022 as part of the ConduSal project to better understand the relationship between ionic concentration and conductivity in aqueous media. The research output includes conductivity measurements for different concentrations of NaCl, KCl, and CaCl₂, across a temperature range of 0°C to 50°C. This research output is relevant for studies in physical chemistry and materials engineering and can be used for modeling in sensor technology or industrial processes."

Dates

Production

This field specifies the date from which you have made no further changes. This may be the year of collection, the date on which processing was completed, the date on which the code was finalised or the days of the experiment, etc.

Recommendations:

  • Format: YYYY-MM-DD HH:MM:SS or YYYY-MM-DD or YYYY
  • Dates before Jesus Christ: Add the code "BC" at the end of the date.

Temporal coverage

This field specifies the period covered by the research output, i.e., the time interval to which the data refers. It indicates the start and end dates of the period observed or measured, giving users a precise idea of the time range over which the research output is valid.

Recommendations:

  • Format: YYYY-MM-DD HH:MM:SS or YYYY-MM-DD or YYYY
  • Precision: Indicate dates that are as precise, as exact timing help users to understand the topicality and reliability of the data.
  • Use a time period: If data spans multiple years or cycles, indicate the full time range.
  • No dates: Dates can be omitted if they are unknown or irrelevant.
  • Dates before Jesus Christ: Add the code "BC" at the end of the date.

Examples:

Production date: 2023 or 2023-11-15 or 2023-11-15 09:30

Temporal coverage: 300 BC ; 150 BC or 2023-07-15 ; 2023-10-15

Step 2: Choosing Your Repository

A data repository is a storage collection designed to host, store, make visible and accessible research data. It differs from a catalogue, which is limited to referencing and displaying metadata. Each repository applies a specific data submission, description and distribution policy. UCLR makes the submission phase easier and supplies the catalogue internally. Recommended to meet funding bodies’ requirements for open data.

List of Available Repositories

Recherche Data Gouv

Access data on Recherche Data Gouv

Recherche Data Gouv is a national repository of multidisciplinary research data with international ambitions, managed by the French government (CNRS-Inist). It is designed to ensure the durability, visibility and accessibility of data sets, whatever the scientific field.

Why choose this repository?
  • Generalist repository: suitable for all disciplines
  • Interoperability: compliance with metadata standards for better reuse.
  • Guaranteed longevity: DOI associated with your research output, hosted and managed by the government.
  • Increased visibility: referenced in national and international open science infrastructures.

Recommendations:

  • Ideal if no specific disciplinary repository is suitable for your data.
  • Suitable for researchers who want a centralised repository.
  • Default repository recommended by UCLR

Resource: Access the Recherche Data Gouv deposit guide

The addition of Nakala, ODATIS: Sextant and Data.InDoRES research data repositorys is underway.

These repositories are part of a strategy to share and open up data in accordance with FAIR principles.

Access resources for choosing repositories

Nakala

Access data on Nakala

Nakala is a specialised repository for the Humanities and Social Sciences (SHS). The metadata fields, themes and licences are targeted at SHS disciplines, using the ISIDORE thesaurus.

Why choose this repository?
  • Warehouse dedicated to SHS: designed to meet the specific needs of researchers in the humanities.
  • Dynamic sharing network: widely used and recognised by the SHS community.
  • Advanced interoperability: compatible with SHS repositories and infrastructures (e.g. HumaNum).
  • Guaranteed durability: Obtaining a DOI associated with your research output guarantees stable referencing.

Recommendation:

  • Ideal for SHS researchers looking for hosting adapted to their discipline.

I want to describe my research output without submitting it

It is possible not to upload your research output to a repository but to create the research output metadata sheet to make your research output researchable in the UCLR catalogue.

Recommendations:

  • Take great care when drafting the metadata, as it will be the only trace of your research output in the catalogue.
  • Identify a permanent contact person to whom users can turn if they want more information about the research output.

Note: You can draft your metadata now and add your research output to the repository later.

Access the FAQ

Step 3: Subject

Data Type*

This field is used to enter the different types of files to characterise the nature of the resource in the catalogue.

Recommendations:

  • Choose the main or most appropriate type for your repository.
  • Most surveys are classified as “datasets”, but they may be supported by "Text" (analysis report) or "Audiovisual" (recorded interview) files

Domain(s)*

This field indicates the specific domain(s) of the research output. It is mandatory and is used to classify research outputs according to well-defined categories, making them easier to find and use. By providing information on domains of application, this field helps to improve the organisation of data in repositories and its accessibility to users.

Recommendations:

  • Select all relevant domains to ensure a complete and accurate description of the research output.
  • The first domain selected will be used to illustrate the research output in the catalogue.
List of domains

  • Business and Management: Studies in business administration, finance, accounting, marketing, human resources management and the organisation of public and private institutions. Examples: Corporate strategy, risk management, business economics, organisational innovation.

  • Arts and Humanities: Disciplines studying culture, history, philosophy, linguistics and arts. Examples: Archaeology, art history, music, literature, cultural studies, languages, ethics.

  • Astronomy and Astrophysics: Study of celestial phenomena and the structure and evolution of the universe. Examples: Observation of exoplanets, study of black holes, analysis of gravitational waves.

  • Chemistry: Study of the composition, properties and transformations of matter at different scales. Examples: Organic chemistry, analytical chemistry, materials chemistry, biochemistry.

  • Law: Study of legal systems, regulations and the evolution of laws over time and across countries. Examples: Criminal law, international law, business law, environmental law.

  • IT and Information Sciences: Design and application of information technologies, including artificial intelligence and cybersecurity. Examples: Algorithms, databases, networks, programming, data science, signal processing.

  • Engineering: Applying scientific and technical principles to the design and improvement of systems and technologies. Examples: Civil engineering, electrical engineering, mechanical engineering, materials engineering.

  • Medicine, Health and Life Sciences: Medical and biomedical sciences and all studies relating to human and animal health. Examples: Epidemiology, neuroscience, biotechnology, pharmaceutical research, ecology, genetics, ecotoxicology.

  • Physics: Study of the fundamental laws that govern the universe, from classical mechanics to quantum physics. Examples: Optics, nuclear physics, thermodynamics, particle physics, mechanics, electronics.

  • Agricultural Sciences: Study of agricultural systems and the impact of agricultural practices on the environment and society. Examples: Agronomy, agroecology, agricultural biotechnologies, animal sciences.

  • Earth and Environmental Sciences: Study of geological, climatic and environmental processes, as well as the impact of human activities on ecosystems. Examples: Climatology, oceanography, geology, biology, natural resource management.

  • Mathematical Sciences: Theorical and applied research into mathematical structures and relationships. Examples: Analysis, algebra, statistics, mathematical modeling, arithmetic.

  • Social Sciences: Study of human behavior and societal structures. Examples: Demographic studies, sociology, anthropology, psychology, political science, behavioural economics, human geographies, civilisations.

  • Other: Category for disciplines that do not fit into the other defined domains.

Note: the lists of domains are drawn up by the OECD to ensure the uniformity and interoperability of classifications. The list proposed in the form is adapted according to the target repository. Access the OECD archive

Examples:

"Earth and Environmental Sciences", "Social Sciences; Arts and Humanities", "Chemistry; Earth and Environmental Sciences"

Theme(s)*

The Theme field describes the main themes covered by the research output. It is used to classify and organise the information so that it is easily accessible and understandable to users. The use of a controlled vocabulary ensures the uniformity in the classification of research outputs and improves their visibility. The lists in the form are taken from the LOTERRE, INRAE and ISIDORE thesauri.

LOTERRE (Linked Open TErminology REsources) is a platform for displaying and sharing multidisciplinary and multilingual scientific terminologies, in compliance with the standards of the web of Linked Open Data (LOD) and the FAIR principles. Access Loterre

INRAE Thesaurus is an organised set of terms that express concepts useful for describing content specific to a field of knowledge within the INRAE domains. It also complies with LOD web standards and FAIR principles. Access INRAE Thesaurus

ISIDORE uses a number of repositories to enrich its data: the HAL repository, the Open Edition index of thematic categories, the Rameau vocabulary, the Pactols, GEMET and GéoEthno thesauri, and the Geonames geographical repository. A number of enhancements have been made, including the “categorisation” of data, which makes it possible to link data to a scientific discipline or theme, and the addition of terms from the various repositories, specialising in social and human sciences. Access ISIDORE

Recommendations:

  • Use terms from standardised vocabulary
  • Make sure you choose the right language before carrying out your vocabulary search.

Notes: When a theme is chosen for the research output, a URL link to the theme’s page in its thesaurus is automatically created. Once the research output has been published, visitors can go directly the theme’s page by clicking on it. The first theme selected appears on the catalogue thumbnail.

Examples:

"Wetlands"; "Aquatic ecosystems" (INRAE Thesaurus), "Cultural practices"; "Civic engagement" (Social Sciences Vocabulary), "Electrical conductivity"; "Chemical analysis" (INRAE Thesaurus)

Keyword(s)*: based on a standard & free vocabulary

These fields allow you to specify terms and expressions that represent and describe important aspects of the research output. Keywords are essential for making it easier to search, sort and classify in a repository, improving its visibility and accessibility for users.

By providing a series of keywords, these fields help to simplify the access and reuse of research outputs by making them easier to find for researchers and interested users.

Keywords based on a standard vocabulary:

The keywords are based on a standardised vocabulary derived from the LOTERRE and INRAE thesauri.

  • LOTERRE (Linked Open TErminology REsources) is a platform for displaying and sharing multidisciplinary and multilingual scientific terminologies, in compliance with the standards of the web of Linked Open Data (LOD) and the FAIR principles. Access the Loterre thesaurus
  • INRAE Thesaurus is an organised set of terms that express concepts useful for describing content specific to a field of knowledge within the INRAE domains. It also complies with LOD web standards and FAIR principles. Access the INRAE Thesaurus
  • ISIDORE uses a number of repositories to enrich its data: the HAL repository, the Open Edition index of thematic categories, the Rameau vocabulary, the Pactols, GEMET and GéoEthno thesauri, and the Geonames geographical repository. A number of enhancements have been made, including the “categorisation” of data, which makes it possible to link data to a scientific discipline or theme, and the addition of terms from the various repositories, specialising in social and human sciences. Access ISIDORE

Free Keywords:

Free keywords are free text, with no restrictions on vocabulary based on standard vocabulary.

Recommendations:

  • Relevance and precision: Choose keywords that are representative of the research output.
  • Number of keywords: You should provide at least three keywords to represent the content of the research output.
  • Keyword type combination: Use both controlled keywords for standardisation and free keywords to capture specific nuances, enriching the data description.
  • Updating: Review and update keywords according to changes in research output content or terminologies in use.

Examples:

research output Example 1 Example 2 Example 3
Controlled Keywords Wetlands
Aquatic ecosystems
Biodiversity		 Civic engagement
Cultural practices
Political participation		 Electrical conductivity
Chemical analysis
Aqueous solutions
Free Keywords Impact of climate change on wetlands
Ecosystem restoration
Water resource management		 Community mobilization
Cultural influence on politics
Cultural activism		 Salinity effects on conductivity
Experimental conductivity measurements
Result variability based on concentration

Step 4: Contact person

Contact person(s)*

This field is used to identify one or more people or organizations available in the long term to replys to requests from users of the catalogue or users of the published research output. Naming a permanent person in the organization or function ensures the long-term viability of the contact.

Recommendations:

  • Provide at least one permanent contact : i.e., people who are available on a regular basis to answer questions about the research output. This ensures continuity in communcation

  • Check the accuracy of the information : make sure that the information provided is correct to avoid users ending up with out-of-date contacts.

  • Use ORCID codes : codes to identify researchers individually.

  • If sensitive information is shared, make sure you comply with regulations on the protection of data.


Creating a contact form:
You can search a person in two directories: ORCID or La Rochelle University. If the person is listed in these directories, fields will be filled automatically. If the person or the organisation is not listed, your are free to fill in Surname, First name, Email and Affiliation fields. The affiliation must be selected from the list in the Research Organization Registry (ROR).


Searching for a contact:
If you have already created a contact record for a person, simply type the name in the search bar. The person will be automatically added to the list of contacts with the information provided in their file. be sure to check the information if you notice a change in status or affiliation.


Modifying a contact record:
Once a contact has been added, you can edit their contact record by clicking the pencil icon at the top right of the contact card.

Author(s)*

This field is used to identify one or more people or organisations that played a key role in the creation, analysis, or processing of the published research output.

Recommendations:

  • Check the accuracy of the information : make sure that the information provided is correct to avoid users ending up with out-of-date contacts.

  • Use ORCID codes : to identify researchers individually.

  • If sensitive information is shared, make sure you comply with regulations on the protection of data.


Creating a contact form:
You can search a person in two directories: ORCID or La Rochelle Université. If the person is listed in these directories, the fields will be filled in automatically. If the person or organisation is not listed, you are free to fill in the Surname, First name, Email and Affiliation fields. The affiliation must be selected from the list in the Research Organization Registry (ROR).


Searching for a contact:
If you have already created a contact record for a person, simply type the name in the search bar. The person will automatically be added to the list of contacts with the information provided in their file. Be sure to check the information if you notice a change in status or affiliation.


Modifying a contact record:
Once a contact has been added, you can edit their contact record by clicking on the pencil icon at the top right of the contact record.

Contributor(s)

This field is used to identify any person or organisation involved in the creation, analysis, processing, accessibility or funding of the research output. A contributor is defined by his/her role and contact sheet.

Recommendations:

  • Check the accuracy of the information : make sure that the information provided is correct to avoid users ending up with out-of-date contacts.

  • Use ORCID codes : to identify researchers individually.

  • If sensitive information is shared, make sure to comply with regulations on the protection of the data.

Selecting the contributor’s role:

A drop-down list can be used to define the role of the contributor to be added on the contact form for the published research output.

List of possible roles
  • Data Manager: Person responsible for the organisation, storage and accessibility of data.
  • Metadata Manager: Person or entity responsible for creating and updating the metadata describing the data
  • Data Collector: Person or group responsible for collecting data according to a defined methodology.
  • Project Manager: Main person in charge of the project, ensuring its coordination and smooth running.
  • Work group leader: Person supervising a team working on a specific aspect of the project.
  • Researcher: Person who conducts research and uses the data to draw scientific conclusions.
  • Data Curator: Professional responsible for managing, preserving and making data available.
  • Rights Holder: Person or entity owning the intellectual property rights to the data.
  • Publisher: Organisation or person publishing and disseminating the data or research results.
  • Hosting Institution: Institution/Organisation hosting the project or database.
  • Project Manager: Responsible for organising, monitoring and carrying out the project.
  • Research Group: Group of researchers working together on a particular project.
  • Project Member: Any person actively involved in the project.
  • Funder: Entity/Organisation funding the project or data collection.
  • Associated Person: Individual with an indirect link to the project (e.g., advisor, external collaborator).
  • Registration Agency: Organisation assigning unique identifiers to research outputs.
  • Registration Authority: Entity regulating the allocation and management of data identifiers.
  • Sponsor: Organisation or individual providing financial or material support for the project.
  • Responsible Party: Person or organisation with official responsibility for the project or data management.
  • Other: Category covering roles not explicitly included in this list.


Creating a contact form:
You can search a person in two directories: ORCID or La Rochelle Université. If the person is listed in these directories, the fields will be filled in automatically. If the person or organisation is not listed, you are free to fill in the SURNAME, First name, Email and Affiliation fields. The affiliation must be selected from the list in the Research Organization Registry (ROR) list.


Searching for a contact:
If you have already created a contact record for a person, simply type the name in the search bar. The person will automatically be added to the list of contacts with the information provided in their file. Be sure to check the information if you notice a change in status or affiliation.


Modifying a contact record:
Once a contact has been added, you can edit their contact record by clicking on the pencil icon at the top right of the contact record.

Step 5: Location

Country

This field is used to indicate in which country the data is geolocated. It is mandatory if the City field and/or the Other field is filled in. This field is automatically filled in with the value of the City if the latter has a value.

To enter the country, start typing the name of the country in the search bar, then select it from the drop-down list to add it to the metadata.

The "Add area to map" option automatically draws a rectangle around the selected country.

The list of proposed countries comes from the Dataverse application which itself comes from ISO 3166-1. The geographical coverage comes from the OpenStreetMap database.

Examples:

France, Spain, Canada...

City

This field is used to indicate the city to which the data relates. Start typing the name of a city in the search bar before confirming it in the drop-down list to add it to the metadata.

The “Add area to map” option automatically draws a rectangle around the selected town.

The list of proposed cities and their geographical areas are taken from the Geonames database.

Recommendation:

  • The Country field is mandatory if a city is entered in the metadata.

Examples:

La Rochelle, Niort, Bordeaux...

Other

This field allows you to specify one or more other locations (district, region, département, nature reserve, monument, company, well-known place, etc.) covered by the data. Type the name of the place in the search bar and press “Search”. Select the appropriate location from the drop-down list to add it to the metadata.

The “Add area to map” option automatically draws a rectangle around the selected area.

The names and locations are taken from the OpenStreetMap database.

Recommendation:

  • The Country field is mandatory if this field is filled in

Example:

Marais Poitevin Regional Nature Reserve

Area(s)

This field is used to add precise geographical areas with latitude/longitude (north/south, east/west). They are automatically generated from the Country, City and Other fields if the option has been selected, but is also possible to add the area of your choice.

Recommendation:

  • Unit of measurement: longitudes and latitudes are in degrees.
  • Precision: it is not necessary to go beyond a hundredth of a degree.
  • Coordinate system: WGS84 (most commonly used)

Example:

West longitude: -5.45 ; East longitude: 9.87 ; North latitude: 51.27 ; South latitude: 41.26

Spatial Resolution

This field is used to describe the level of geographical detail in the research output.

  • Raster data: meters kilometers
  • Vector data: in scale of ground sensors, in metres

Recommendation:

  • Make sure that the advertised resolution matches the actual data submitted.

Examples:

10m ; 1:25000 ; GPS readings every 5 meters

Coordinate System

This field is used to enter the coordinate system chosen for the data, from a predefined list.

This list comes from the PROJlibrary database, which lists international coordinate systems (including those of IGN France for French coordinates such as Lambert 93).

Recommendations:

  • Use common systems such as WGS84 (EPSG:4326) or Lambert 93 (EPSG:2154): these systems are standardised and used by most GPS data and online services such as Google Maps and OpenStreetMap.
  • Avoid obsolete or overly specific systems : certain local or historical systems can make data interoperability difficult (e.g., NTF France, ED50).
  • Record any conversion from one coordinate system to another to ensure data accuracy.
  • Enter the EPSG code when searching to avoid any confusion. Access the EPSG search engine

Examples:

WGS84 (EPSG:4326) RGF93 v2/Lambert-93 (EPSG:9794) RGM04/UTM zone 38S (EPSG:4471)

Step 6: Submission

Drag and drop your files into the space provided. You can add up to 100 files per upload. A file cannot exceed 5 GB. The total volume authorised per repository is 10 GB.

Recommendations:

  • Check the submission limits : maximum size, maximum number of files.
  • Choose open format: to ensure interoperability and ease of use for users.
  • Access FACILE here : CINES format validation service.
  • Access the CNRS quiz here on Doranum for open formats.

Note: the files are stored on our server as long as the research output is in "draft" status (not published). Our storage space on our server is limited, each user has a quota of 25 GB of "drafts". Therefore, we recommend that you do not create too many "drafts" containing large files. Filing limits may also vary depending on the repository. Contact us if you need additional space.

License*

This field is used to indicate the licence under which the submitted research output is available. A licence defines the restrictions and authorisations for using the data and specifies what users can do with it.

The chosen licence will apply to all submitted files.

Recommendations:

  • The Etalab Open License and Creative Commons licences are the most commonly used for their adaptability and the authorisations adapted to research.
  • Available licenses depend on the repository selected.
  • The license can be modified after publication.

The full list of licenses from the Nakala repository can be found here

You can find more information on Doranum, including a module to help you choose your licence.

Note: If you reuse data, make sure that the licence is compatible with the licence you have chosen for your own repository.

Examples:

The Etalab 2.0 is a free, open licence that allows data to be reused, redistributed and adapted, even for commercial gain. It requires data to be transparent and of high quality, and requires authorship to be acknowledged. Source: Etalab

Access resources

Embargo

Use this field to add an embargo to your files. The embargo allows users to read the associated metadata sheet without being able to download the files.

This embargo protects your files until they are available (after publication, at the end of a contract, a project, etc.).

Recommendation:

  • EThe end of the embargo will automatically make your files available for download.

Embargo End Date & Comment

These fields allow you to indicate the end date of the embargo and the reason for the embargo or a comment.

Note: the embargo period lasts a maximum of 18 months.

Please note!

Once an embargo date has been set and the research output published, it can longer be modified or deleted.

Recommendations:

  • Date format: via the date picker.
  • The end of the embargo will automatically make your files available for download.
  • The end of embargo date cannot be changed after publication, so be careful not to make any mistakes.

Step 7: Appendices

Appendices are documents that complete your application.

Although there are not compulsory, it is strongly recommended that you review the list of different types of appendices, in order to provide as much information as possible.

Appendices contribute to better referencing of publications and associated projects and can also provide solutions or ways of using your data.

The following fields describe the different types of appendices.

Publication

This field is used to indicate the publications linked to the submitted data.

Note: the publication must have its DOI to appear as an appendix to your research output.

Citation

Indicate the name(s) of the author(s), the date, the title and the date of publication.

Recommendation:

  • Use standard scientific citation format.

DOI

Indicate the DOI of the publication.

URL

Provide the direct URL to the journal's webpage where your publication is published.

Data Sources

This field is used to indicate the origin of the raw data: book, article, database. It is essential to ensure transparency, reproducibility and proper citation of sources.

Recommendation:

  • Cite the source precisely with a reference or DOI if possible, add a permanent link and mention the version or date of the source used.

Examples:

Official research outputs such as INSEE, Copernicus; existing databases (OpenStreetMap...) or historical data; scientific publications (report, thesis, article...)

Dataset

This field is used to indicate whether the files submitted are linked to another dataset already submitted. It makes it possible to create a link and improve the traceability, reuse and contextualisation of the data.

Recommendation:

  • Clarify the relationship between research outputs: addition, reuse, update....

Note: the appended research output must have its DOI to appear in the metadata of your research output.

Reference

Indicate the reference or title of the research output to be appended.

DOI

Indicate the DOI of the research output to be appended.

URL

Indicate the direct web link to the metadata page for the research output to be appended.

Project

The field identifies the project to which your research output relates. It is used to document the research project that led to the data. This ensures better traceability and visibility of the context in which the data was generated, and allows you to filter research outputs by research project.

Title

Example:

LIFE Résilience climatique du Marais Poitevin; WP2, 2.2

Project Acronym

Recommendation:

  • Add identifiers specific to your projects, such as the CORDIS identifier for European Union projects.

Example:

LIFE MARAISILIENCE

URL

Direct link to the project webpage.

Software / Programming Language

This field is used to indicate the name and version of the software or computer language used to create, analyse or read the research output.

Recommendations:

  • Do not use acronyms or abbreviations that are not commonly used.
  • Indicate the most accurate version possible.
  • Indicate a list of any plugins and/or complementary modules.

Examples:

QGIS 3.42.0, ArcGIS Pro 3.0, RStudio, Visual Studio Code, Python 3.8, Jupyter Notebooks...

Code / Code Repository

This field is used to attach to the research output a link to a code repository (GitLab, GitHub, Software Heritage...) where the codes needed to read, analyse or generate the data are store.

Recommendation:

  • Make sur your code is publicly accessible.

Examples:

Gitlab, GitHub...

Data Management Plan

This field is used to enter a URL to the Data Management Plan linked to the research output.

Recommendation:

  • If you don’t have a Data Management Plan for your project but would like one, please contact us.

Visit DMP OPIDoR for information, templates and support on writing a Data Management Plan.

README

This field can be used to add text or a link to a README file to provide detailed information about the production context and/or the data in the files. It complements the metadata entered when the research output was submitted, the data dictionary (which it can also include) and other accessible documentation. A README is generally released in an open and widely used format, such as plain text (txt) or markdown (md).

Examples:

Recherche Data Gouv offers a complete README template here.

Other

This field allows you to add any text or link to any other type of information, such as a permanent identifier or a citation, concerning any material linked to this research output, for example appendices or samples.

Illustration

This field is used to provide a link to an image representing the research output. This can be a representation of the data or a map based on it. This image will appear on the metadata record in the catalogue.

By default, an image from the chosen themes will be assigned to the catalogue thumbnail.

Recommendations:

  • Choose open formats: jpg, jpeg, bmp, gif, tif or png.
  • Make sure the image is copyright-free.

Genealogy

This field is used to indicate the processing history and/or general quality of the data.

Recommendations:

  • Indicate whether a particular method was applied during processing, or whether significant modifications were made to the raw data.
  • Indicate as precisely as possible the name of the methods, whether statistical or computational, so that you can easily search for their content.

Examples:

ACP, decrementation...