Share Data - Guidelines

Publishing a Dataset that Accompanies a Peer-Reviewed Journal Publication


If you are in the process of submitting your dataset for publication along with a manuscript for a peer-reviewed journal, you have the three options outlined below. In option 1 (recommended) you publish your dataset via EBRAINS and use the assigned DOI to reference your dataset in your manuscript. However, datasets can be withheld from public access for a specified time period to be determined on a case by case basis (e.g., the review period of a peer-reviewed journal) in options 2 and 3. During this period you may still grant the reviewers of your manuscript access to your dataset through a temporary and private URL. All datasets curated and stored at EBRAINS will be released to the public with a DOI once the article has been accepted for publication.

Select the use case that applies to your data best:

Option 1
You may choose to publish your dataset on EBRAINS before submitting your manuscript to a journal. Submit your dataset using the EBRAINS curation request form. Once your dataset is ready for publication, a DOI will be issued that links to the landing page where the dataset is described and the dataset is accessible to the public. The author must ensure this DOI is referenced in the corresponding publication so the dataset is properly linked to the paper.

Option 2
You may choose to make your dataset discoverable - but not accessible - on EBRAINS before submitting your manuscript to a journal. To select this option, submit your dataset using the EBRAINS curation request form and request an embargo period until your publication is accepted. After your dataset is curated and stored at EBRAINS, the metadata for the dataset will be described on a landing page (and thus have a URL during the embargo period). You may request a temporary and private URL to allow reviewers to have access to your dataset during the review process. Your dataset will be released to the public and assigned a DOI after the embargo period ends.

The detailed steps are as follows:

a. Upon completion of the curation process, the metadata for the dataset will be published on its EBRAINS landing page. In addition, the author will be provided with a temporary and private URL (not discoverable for search engines) providing access to the dataset.

b. The author will submit his/her paper to the chosen peer-reviewed journal along with the URL for their landing page and the temporary URL to the dataset. This temporary URL will grant the journal’s editor and reviewers access to the embargoed dataset during the whole review period.

c. During the review process, modifications may be requested by editors and/or reviewers. Modifications must be requested by the author via our ticketing system (curation-support@ebrains.eu).

d. Once the paper is accepted for publication and in the proof-read stage, the author needs to notify the assigned curator that the dataset is ready to be released on EBRAINS together with the (in press) citation details. At this juncture, the embargo will be removed, a DOI will be assigned and the dataset will be accessible to the public via EBRAINS. The author must ensure this DOI is referenced in the corresponding publication so the dataset is properly linked to the paper.

e. Once the paper is published, the author must notify the assigned curator of the full citation for the journal article to be included in their EBRAINS landing page. If the published paper is a data paper (e.g., articles in Scientific Data), it may be used to replace the data descriptor on the EBRAINS landing page.

Option 3
Request that your dataset be withheld from public access until your journal article is published. To select this option, submit your dataset using the EBRAINS curation request form and request an embargo period until your publication is accepted. After your dataset is curated and stored at EBRAINS, you will receive a temporary and private URL to grant the reviewers of your manuscript access to your dataset during the review process. Your dataset will be released to the public and assigned a DOI when your article has been accepted for publication.

The detailed steps are as follows:

a. Upon completion of the curation process, the author will be provided with a temporary and private URL (not discoverable for search engines) providing access to the dataset.

b. The author will submit his/her paper to the chosen peer-reviewed journal along with the temporary URL to the dataset. This temporary URL will grant the journal’s editor and reviewers access to the embargoed dataset during the whole review period.

c. During the review process, modifications may be requested by editors and/or reviewers. Modifications must be requested by the author via our ticketing system (curation-support@ebrains.eu).

d. Once the paper is accepted for publication and in the proof-read stage, the author needs to notify the assigned curator that the dataset can be released on EBRAINS together with the (in press) citation details. At this juncture, a DOI will be assigned and the dataset will be accessible to the public via EBRAINS. The author must ensure this DOI is referenced in the corresponding publication so the dataset is properly linked to the paper.

e. Once the paper is published, the author must notify the assigned curator of the full citation for the journal article to be included in their EBRAINS landing page. If the published paper is a data paper (e.g., articles in Scientific Data), it may be used to replace the data descriptor on the EBRAINS landing page.

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