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  1. Official DataCORE Pages
  2. Submission Metadata
    1. Licenses
  3. Files
  4. Relationships

IU DataCORE Help Pages

NOTE: these will need to be updated with accurate URLS 

Submission Metadata


The title of the dataset. Note that this should not be the title of the related/published work. Consider including the words “data” or “dataset” and terms related to the methods, discipline, and topic associated with your research. Subtitles should be included after a colon following the main title.

You may add additional titles, but please note that the first title entered will be used as the primary title for search/indexing purposes.


List the name(s) of the person(s) and/or organization(s) responsible for creating the Work; for names, use the following format: Last name, First name MI. Select "Add another Creator" for each individual author or contributing organization. 

Contact Information

Enter the email address for the individual who can best respond to questions about the Work. This field can only contain a single email address- if you would like to include additional contact info or email addresses, please create an additional Description field later in the submission process.


Explain the methods you used to collect and process the data included in this Work. This involves a description of how the data set was generated, acquired and/or processed, and should include any software, instrumentation or equipment used.

Resource Type

The file format and/or physical medium of datasets contained in the work. The three options listed in the screenshot below- "Dataset", "Software", and "Interactive Object", are the only resource types recommended for IU DataCORE. If you would like to deposit a different resource, you may need to utilize IUScholarWorks.

Abstract or Summary

Enter the abstract of the item below. An abstract of an item varies from a description as it describes/summarizes the content (actual subject matter) rather than the context of an item (file format, size, etc). Keep that in mind as you will have the option to add distinct Descriptions for your item here. 


Description fields can be used to provide any additional context for your dataset that is not covered by metadata on the rest of this submission form. This can include a general description of the research that produced this data, a brief description of the datafiles, what they contain and any accompanying documentation. If specific software or scripts are required to access your data, this is a good place to document that as well.


The person, organization or service responsible for making the work available. For names, the standard format Last name, First name MI. applies. Select "Add another Publisher" for each individual author or contributing organization. 

Date Coverage

Select the dates that correspond to the span of time that the data were collected, processed, or relates to, as determined by its author(s). NOTE that once you create the item, a separate publication date field will automatically be generated- this field focuses on when data was collected to provide context for users rather than determine when it was made available online. The default setting provides a single date, but you can select "Add Date Range" to allow for a date range.

Select "Remove End Date" to return to the single date option.

Funding Agency

Select the primary funding agency that supported the research and data collection from the drop-down list.


Enter any terms or topics related to the research subject or methods that you would like associated with the Work. Enter any terms on which you would like users to be able to search to find your Work. Generally, we recommend providing 4-6 keywords, in either single words or short phrases. Select "Add another Keyword" for each of these phrases/words to ensure your item is indexed properly.


List the language(s) in which the data and supplementary content are written. These could be spoken languages or formal languages, such as programming languages. Select "Add another Language" for each distinct language you wish to include.

Citation to related material

Include a citation, URL, or DOI for any publications that make use of or refer to this dataset. If your data deposit is reported on in an article, please include a citation for that article (if the article is still in press, provisional citations are acceptable and can be updated when finalized).

We would recommend selecting "Add another Citation to related material" for each distinct type of citation; for example, one row for citation in the preferred format, another for DOI, etc.

Please note that this is for related material, not the dataset itself. A DOI and citation will be automatically generated and included once deposit is complete.

Geographic Metadata

Geographic metadata includes a generic "Location" field, where you can specify a place with varying degrees of specificity (for example, an exact town or an entire world region) depending on the info available for your dataset. 

The second field allows you to optionally submit coordinates associated with the resource. A bounding box is a rectangular region, often used to define the extents of a map or a rough area of interest. A box contains two space separate latitude-longitude pairs, with each pair separated by whitespace. The first pair is the lower corner, the second is the upper corner. A sample coordinate looks like: 42.943 -71.032 43.039 -69.856.


During the submission process, you will be required to provide a license for your dataset, regardless of its eventual visibility/availability to the general public. Be aware that the license you attach will apply to any files you upload as part of this item record. There are three licenses preloaded into the system that we recommend for our data, but you also have the option to link to other widely used licenses, as well as add personalized licensing information. 

The three default licenses offered as options include:

  • Public Domain. Also known as a CC0 license, this is the ultimate open license. It allows for complete open access, with unlimited reuse and redistribution, and you waive all copyright to your work worldwide. You can read the exact terms of this license here:
  • Creative Commons Attribution License. This license lets others distribute, remix, adapt, and build upon your work, even commercially, as long as they credit you for the original creation. You can read the exact terms of this license here:
  • Creative Commons Non-Commercial Attribution License. This license lets others remix, adapt, and build upon your work non-commercially, and although their new works must also acknowledge you and be non-commercial, they don’t have to license their derivative works on the same terms. You can read the exact terms of this license:

These three are pre-selected, as they meet the needs of a majority of major funders for open data, and are commonly recognized terms for reuse. If any of these three licenses do not meet your needs or funding specifications, you can add your own License under "Other License".

Other License Options

Adding a unique license to your data will require you to potentially fill out two additional metadata fields. The first field, "Other License", should contain the the Title of the license. If you are utilizing an official, commonly known license (you can view additional examples below), then this field is used simply to list the formal name of that license. If you are creating a unique license of retaining copyright, you can quickly summarize your intentions in this field.

The "License Comments" field is thus used to either list or link to the official terms of your license. If you are using a formal, recognized license with a legal code/description available online, simply linking to that description in this field is sufficient. If you are editing an existing license in any way, or are creating a unique license for this data, please make sure to lay out the terms for reuse and distribution here. 

Here are some additional open data license recommendations for these fields, including license titles and legal code links for both fields:

Other Creative Commons licenses: There are other varieties of Creative Commons licenses that require different terms for reuse and distribution. For example, you can ensure that no one creates derivates of your work, all users must share your work under identical licenses, or a combination of several terms. You can view the full licenses, and find their associated links, here:

  • Open Data Licenses: These open data licenses, created by the Open Data Commons, mimic Creative Commons language but specify that the content involved includes data or databases. These can be more useful if you only want to make data, but not documentation, openly available. You can find a list of these three licenses, as well as links to provide in the metadata, here:
  • MIT Open Software license: also known as the "MIT License", this license is often utilized by the open source software community for any code you want to make openly available and easily usable. The exact text of this license can be found here: 

Embargoes and Restrictions

If your work has an embargo or limited visibility, make sure you understand how these licenses interact with such standards. 

  • Embargoes: The license you apply to your item will apply as soon as the embargo release date ends.
  • Restricted Visibility: If you have set your visibility to "Restricted", or the "Lease" for your data has ended, then the data's license willl be removed, as the data will no longer be accessible. 

If you have any questions about the available licenses, or need help crafting licensing information to meet the needs of your data, please contact the IU Libraries Copyright Program.


One of the required steps for submitting your data to IU DataCORE involves the visibility of your future item. This refers to how many people will be able to access the metadata and files for your item, and when. There are five visibility settings available for submitters:

  • Open Access: This default setting means that as soon as your item is published, your data will available to anyone on the internet as well as fully indexed/searchable. You will not be able to restrict access in the future without intervention from an administrator due to our preservation and access policy.
  • Institution: This option will limit access to your dataset to only Indiana University affiliates with IU Login credentials.
  • Embargo: This option will allow you to place an embargo on the files of your dataset, a feature commonly requested by publishers. Users will still be able to find the item record and metadata for your item, but access and download options for your files will not be permitted until the release date you set has passed. Make sure you enter the release date in the YYYY-MM-DD format. After this release date, the item will be made Open Access.

  • Lease: A lease functions oppositely from an embargo. You can make a data set available either Open Access or for the IU Institution for a set amount of time, before the item record and accompanying files will become restricted and then hidden from the public. This option is usually used for commercial datasets that are only made available by contract for a limited amount of time.

  • Restricted: With this option, the item record/metadata and files for your item will not be available to the public or institutional members. This option is recommended for data storage or incomplete datasets, as you will have the option to open up access at a later date if you so wish. 


You can add one or more files to associate with this work. Add files from your local system or a cloud provider. Select "Add files" or drag and drop your files to add files directly from your computer.

Note that if you use a cloud provider to upload a large number of files within a short period of time, the provider may not be able to accommodate your request. If you experience errors uploading from the cloud, let us know via the contact form.


TBA, more collection work needs to be done. 


If you have any questions about this submission process, please contact