Creating & editing datasets
Overview
All datasets on Redivis are owned by either an individual user or an organization.
When creating a dataset, make sure to create it within the correct context (your workspace vs. one of your organizations), as datasets can't currently be easily moved across contexts.
If you accidentally create a dataset in the wrong context, you'll need to copy over its content to the correct context.
To create a dataset owned by you, navigate to your workspace, and under Datasets, choose to create a new dataset.
To create a dataset owned by an organization that you administer, navigate to the organization's administrator panel, and under Datasets, choose to create a new dataset.
For step-by-step guides for creating and editing datasets, see the accompanying Create & manage datasets guide
Dataset visibility
When first creating a dataset, you will be able to specify certain access rules for the dataset. However, these access rules will only take effect once the dataset is published, and can be modified before the dataset's publication.
While in the unpublished state, only dataset editors will be able to view the dataset, and the dataset won't be accessible to other users nor will it show up in any search results.
Dataset editors
If a dataset is owned by a user, that user has full ability to edit and modify the dataset. If a dataset is owned by an organization, all administrators of the organization will have such rights.
You can also add other editors to the dataset by selecting Configure access at the top right of the dataset, and adding the specific individuals as editors. Editors will be able to upload data, modify metadata, and release new versions of the dataset, but they cannot modify any of the dataset's access rules or change the dataset's published status.
Dataset editors will be able to find this dataset in their workspace on the Datasets tab.
Dataset editors cannot release the initial version of a dataset, since doing so would change the dataset's published status, which has implications for access to the dataset. Once the initial version is released, editors will be able to create and release subsequent versions.
Dataset settings
Under the dataset settings, additional options for the dataset can be configured:
Dataset name
You can rename the dataset here (or by clicking on the dataset title within the dataset editor).
Administrator notes
These notes are only visible to editors of the dataset, and may provide helpful documentation for administrative processes around maintaining the dataset.
Published status
Control whether the dataset is published. If a dataset is unpublished, only editors will have access to the dataset, though you can configure access for other users such that they'll gain access when the dataset becomes published.
All datasets are initially unpublished when created, and become published when the first version is released. If you ever need to quickly remove a dataset from circulation, you can unpublish the dataset.
Featured status
[Organization datasets only]. Whether the dataset should be featured on your organization's landing page.
DOI status
[Organization datasets only]. If your organization has configured a DOI provider, you can enable DOI issuance for your organization's datasets. Based on your organization's settings, this will either be default-enabled or default-disabled for new datasets.
If you enable DOI issuance on an existing dataset, DOIs will be back-issued for all non-deleted version of the dataset. These DOIs will become permanent after 7 days.
If you disable DOI issuance on an existing dataset, any draft DOIs (less than 7 days old, or on an unreleased version) will be deleted. Any future versions will not be issued a DOI.
Learn more about dataset DOIs below.
Dataset deletion
You can permanently delete the dataset here. Once deleted, the dataset will no longer be discoverable, though it will still show up in users' projects that reference the dataset, and bookmarked URLs and DOIs will still resolve to the dataset's landing page.
To ensure future reproducibility, dataset metadata and documentation is preserved upon deletion. However, all data will be fully expunged, and the dataset will no longer by queryable.
The dataset's public access level will be persisted in its deleted state – meaning that if the dataset was previously visible, it will still be visible (but less discoverable) once deleted. Additionally, any users who explicitly had overview or metadata access to the dataset prior to deletion will have their access persisted upon deletion.
About dataset DOIs
When enabled, DOIs are issued for all released versions of a dataset. For datasets with more than one version, a "canonical" DOI for the dataset will be issued as well.
When issued, DOIs remain in a draft state for 7 days, and will be deleted if the dataset's DOI configuration is changed. After 7 days, DOIs become permanent (this 7 day counter only begins once a version is released; unreleased versions always have a draft DOI).
DOI lifecycle
DOIs are issued for all released versions of a dataset. For datasets with more than one version, a "canonical" DOI for the dataset will be issued as well.
When issued, DOIs remain in a draft state for 7 days, and will be deleted if the dataset's DOI configuration is disabled while still a draft. After 7 days, DOIs become permanent (this 7 day counter only begins once a version is released; unreleased versions always have a draft DOI).
If a dataset is not publicly visible, its DOI will be registered, but it won't be findable – meaning that web crawlers won't index the DOI, and it won't be part of search results on platforms like DataCite. In such a case, the dataset's metadata will be redacted as well (see below).
When a dataset or version is deleted, any draft DOIs will be deleted. All other DOIs will be moved to the registered (non-findable) state, and they will continue to resolve to appropriate "tombstone" page for the dataset.
DOI metadata
DOIs are more than just persistent identifiers — they are accompanied by rich metadata that allows other tools to surface your datasets and link them to the broader body of academic work. Every field on the dataset page maps to corresponding entries in the DataCite metadata; you can view these metadata by clicking Metadata -> DataCite on the right of the "Overview" section of the dataset page. Redivis will automatically sync the DataCite metadata whenever your dataset is updated.
A note on metadata and access:
Redivis will only ever publish metadata to DataCite that is publicly visible. This means that if your dataset is completely hidden from public view, no metadata will be propagated to DataCite (including the dataset's name). Instead, a placeholder mentioning that "This dataset has been hidden from public view" will be used in place, and only the name of the dataset owner, and the dataset's contact information (if present), will be published.
While this situation isn't ideal, it allows DOIs to still be used for disambiguation when discussing the dataset, and provides a potential pathway for future investigators to contact the data owner.
Note that metadata associated with your dataset will automatically be updated if you change the public access level of your dataset.
DOIs and dataset versions
Redivis creates a DOI for every version of a dataset, allowing for authoritative references and reproducibility of data used in researchers' work. Once a dataset has more than one version, Redivis will also issue a DOI for the dataset as a whole, whose metadata will reflect the latest version of the dataset. All version DOIs will point to this canonical DOI, and also link to each other (as previous / next versions) in the DataCite metadata. This structure improves discoverability and disambiguation when referencing versioned datasets.
Discontinue or prevent DOIs
If you've uploaded your DOI issuing credentials in the Setting tab, all new datasets will by default be issued a DOI upon publishing and on every version released. If you would like to disable issuing DOIs for a specific dataset you can do so in the Setting tab of that dataset. Here you'll see a switch you can turn off to stop issuing DOIs. If the dataset is already published it will have a DOI for the dataset and all published versions that will not be removed. If you turn this switch on at any point in the future all versions will be back-issued DOIs.
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