Share & Publish Stage

Share & Publish Stage

Share & Publish Stage

Share & Disseminate Stage — Detailed Summary

Category	Details & Best Practices (UCPH · reNEW · EU funders)
Stage Purpose	Make research outputs discoverable, accessible, and reusable in line with FAIR and Open Science expectations; enable verification, reuse, and impact tracking.
Drivers & Policies	Journals: data availability statements and links to repositories.EU funders (e.g., Horizon Europe/ERC): require open access to publications and responsible sharing of underlying data when possible; justify restrictions.UCPH/reNEW: align with institutional RDM and Open Science guidance.
When to Share (Timing/Triggers)	Pre‑publication (preprints) when appropriate; upon journal acceptance (common); project milestones/close; funder‑mandated timelines; whenever a dataset is sufficiently curated to be reused.
What to Share (Scope)	Data: underlying datasets that support figures/tables/claims; derived datasets where raw data cannot be shared.Code & Workflows: scripts, notebooks, containers, pipelines, environment files.Documentation: README, data dictionary, methodology, provenance (who/what/when/how).
Where to Deposit (Repositories)	Discipline‑specific: GEO, PRIDE, ENA, ArrayExpress, PANGAEA, etc.Generalist: Zenodo, Figshare, Dataverse.Institutional/National: UCPH/ERDA or approved national services.Choose a repository that issues PIDs (DOIs), supports metadata indexing, and offers access controls for sensitive data.
How to Cite & Identify (PIDs)	Datasets: DOI (preferably DataCite).Publications: DOI.People: ORCID iDs in author/creator fields.Affiliations: ROR IDs for institutions (e.g., UCPH/reNEW).Projects/Grants: include grant numbers in metadata.
Metadata & Documentation (Minimum Set)	Descriptive metadata: title, creators (with ORCID), abstract, keywords/subjects, funder, grant, affiliation (ROR), DOI.Technical metadata: file formats, units, instruments/platforms, software versions, parameters.Provenance: methods, processing steps, links to code/workflows.README + Data Dictionary: variable names, definitions, value ranges, missing‑data codes.
File Formats (Interoperability)	Prefer open, non‑proprietary formats where feasible: CSV/TSV, JSON, TIFF, HDF5, NetCDF, PNG, TXT, XML; include conversion notes when proprietary formats are unavoidable.
Licensing & Terms of Use	Assign an appropriate open data license (e.g., CC BY 4.0, CC0, ODC‑BY/ODbL) when possible; for code use OSI‑approved licenses (MIT, Apache‑2.0, GPL). Clearly state reuse conditions in metadata and README.
Sensitive/Restricted Data (GDPR)	If data contain personal/clinical/confidential information, share via controlled access: keep metadata public (to enable discovery) and provide access request procedures (DUA/ethics approvals). Use pseudonymization/anonymization, aggregation, or synthetic data where appropriate.
Data Availability Statement (DAS)	Every publication should include a DAS with: repository name + persistent link/DOI, access conditions (open, embargoed, controlled), license, and contact/steward info for requests.
Quality Control Before Release	Validate files and checksums (e.g., SHA‑256); verify completeness vs. figures/tables; run schema/format checks; confirm metadata fields and PID links; ensure README/data dictionary are present; test download and openability.
Roles & Responsibilities	PI: approves scope and timing; ensures compliance.Data Steward/Manager: curates metadata, selects repository, prepares DUA/embargo, validates QC checklist.Researchers/Analysts: finalize datasets, code, and documentation; respond to reviewer queries.IT/Support: storage, transfer, and repository onboarding.
Access Models	Open: immediate public access.Embargoed: released after a defined period (journal/funder policy).Controlled: access via application/DUA/ethics approval. Document rationale and procedures.
Records to Keep (Audit Trail)	Copies of submitted datasets, exact metadata exports, DAS text, license files, reviewer exchanges, approval emails, and repository receipt/DOI assignment.
Post‑Publication Maintenance	Versioning policy (e.g., v1.0 → v1.1 for minor fixes); maintain changelogs; update links if article moves; respond to data access requests; plan for long‑term preservation or migration to archival tiers.
Benefits & Impact	Increases citations and visibility, supports reproducibility, meets UCPH/reNEW/EU mandates, enables societal and scientific reuse, and strengthens grant/reporting narratives.
Common Risks & Mitigations	Risk: sharing incomplete/undocumented data → Mitigation: enforce QC checklist & steward review.Risk: GDPR breach → Mitigation: de‑identify, controlled access, DUA, steward sign‑off.Risk: link rot → Mitigation: use DOIs, archive code with releases.