Submitting research data

If your research data is to be submitted, we will contact you to assist you with the submission.

How the submission process for research data works

1.

Start the submission

If the Danish National Archives determines that you should submit your data, we will send you two questionnaires to fill out. Based on the information you provide in those questionnaires, we will guide you through the rest of the process.

2.

Different data formats

Each type of data comes with specific requirements. Read the instructions for the different data formats (such as statistics files, document collections and databases).

3.

Prepare your data and documentation

You run a QA on your data and metadata and ensure that your documentation has been converted into the correct format.

4.

Produce and test your submission

You/your research institution produce the submission and test it with our tools.

5.

Submission

Your submission should include a delivery note that you have filled out. Find out how to send research data to the Danish National Archives.

6.

Approval

We test whether the submission complies with all the relevant regulations. Once everything has been approved, the research institution and researcher will receive an approval notice from the Danish National Archives.

We will send you a submission notice

After the Danish National Archives has received the completed questionnaire forms, we will respond with a submission notice.

The notice will specify how and when your data should be submitted. It may include information such as what data the submission should contain, submission deadlines and documentation you must include.

Information about your data

In the two forms we send you, you are expected to enter information about your research data that makes it easily accessible for future use.

Based on the information you provide, we will send you two index files in an XML format:

an archive description file, describing the content of the submission
a context documentation file, describing the data documentation

You have to include these two files in your submission.

Different rules for different data types

The rules and instructions vary on how to submit your research data depending on whether it includes statistics files, CSV files and spreadsheets, document collections or databases. You can read more about the specific requirements for different data types in the pages below.

Choose data formats

Submitting statistics files

Data in the formats SAS, STATA, SPSS and R

Submitting spreadsheets and CSV files

Data in Excel and other spreadsheet formats, as well as data in CSV files.

Submitting document collections

Data in text, image, audio or video formats.

Submitting databases

Data in various database formats.

Combination of data types

Multiple types of data in the same transfer of submission information package, including statistics files, documents and/or databases.

Other data formats

If your data consists of other formats, the Danish National Archives will look into the possibilities of long-term preservation on a case-by-case basis. In that event, we may need to contact you for more information.

We will contact you directly in both cases.

Help with your submission

If you encounter any issues while testing or creating your submission copy, you can contact us by e-mail at mailbox@rigsarkivet.dk. Enter ‘Reporting and submission of research data’ in the subject header.