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INDIGO

Depositing data in INDIGO

Requirements are increasing for sharing the datasets that underline research.   Funding agencies are requiring that research data be preserved, discoverable, accessible, and reusable.   Journal publishers are also asking that the data sets that support the research findings in a paper be made available.  As a way to address these requirements, datasets may be uploaded into INDIGO.  

If you have sensitive data, INDIGO is not an appropriate place for the data.  Instead, create a metadata only record which will allows others know the data is stored elsewhere and it can be made available upon request, with the correct security and credentials.  

When should you deposit your data in INDIGO?

  • If your data does not contain private or confidential information and it is small.   (You are limited to 10 GB in total in INDIGO)

When should you create a metadata only record about your data in INDIGO?

  • If your data contains private or confidential information
  • If you have a large dataset and  the data will be stored elsewhere, create a metadata only record.  A "metadata only" record will make a searchable public record that can make others aware of your data.   Your record will need to include information on who to contact and requirements to access the data.
  • If you have already deposited your data elsewhere but you want to make a record in INDIGO for the UIC community to be aware of your data.   Your record will need to include information on where to find the data and any requirements to access the data.  
  • See "Describing your Data in INDIGO" for metadata guidance.
  • all individuals with an INDIGO account start with a 2 GB space limit
  • email indigo@uic.edu to increase your individual space quota or a project using your individual quota
    • we will increase your individual or group project space quota 2 GB at a time, not to exceed 10 GB
  • If you require space beyond 10 GB, we will consider it on a case by case basis.    A fee may be involved.   Please email indigo@uic.edu
  • Please email indigo@uic.edu prior to writing the use of INDIGO into your grant data management plan to confirm there will be enough space available for your data and if INDIGO is appropriate.   

Because of space limits in INDIGO, you can create metadata only records to let others know of your data without uploading your data.   You need to include information about who to contact and any requirements that need to be met to access the data.

To prepare your data for Deposit in INDIGO, there are many considerations including: selecting the dataset(s) to share), describing your data, preparing documentation for data re-use, file formats, file names.   See How to Prepare your Data for Deposit: File and Metadata Prep for more details.  Describing your Data in INDIGO (metadata) and Preparing Documentation (README file, data dictionary, data use policies and requirements are all important details to include when uploading in INDIGO.

Describing your Data in INDIGO (metadata)  - see also Step by Step Guide on Uploading Datasets in INDIGO

Item Title.  Enter a title that is meaningful and reflects the content that you are uploading.  

  • e.g.  Kilimanjaro glacier melting data
  • Do Not enter titles such as “data set for article” or “supplementary data” as this does not describe the content and will not support data reuse.

Authors: enter the names of the dataset owners

Mandatory fields: There are several mandatory fields that need to be filled in including: Item title, Item Type, Authors, Keywords, Description, and the License

Item Type: Select Dataset

Description: Provide sufficient detail to enable others to easily understand whether the data is of interest. It is also good to include information about your use policies, data characteristics and preservation plan. Information to include here include:

  • How was the data collected, what type of data (i.e. what was measured, how was data reported / measured), file format,  time period(s) of data collection, examples data fields found in data.
  • Contact information (i.e. email address) to request permission to access the data or location of the data and information on how to request access.  
    • Required for metadata only records
  • Data usage rights or data use agreement requirements, including IRB approval requirements 
    • Required for metadata only records
  • Information on how long the data set will be stored in its current location (i.e. is there a date when support to maintain the data will expire) 
    • Required for metadata only records
  • Location of data storage.  Include information about where the data is stored.  For example, if your data is stored in UIC's Research Data Glacier or Research Data Lake, please also note this and provide information on how to request access. 

Related Materials(strongly recommended) related materials is optional but it is a great way to link to material to provide more context for your data, such as the article(s) that were published related to your data.   Select Identifier Type - DOI to enter the title and DOI of the articles that the dataset you uploaded supplements.

Click for a Step by Step Guide on Uploading Datasets in INDIGO

Additional documentation: It is also important that you include README files, Data Dictionaries to facilitate data re-use.  If you are creating a metadata only record, it may also be helpful to still include README files, Data Dictionaries, and sample datasets to help someone determine in advance if your data is of value to you.

How to Reserve a DOI for dataset associated with journal article

To the right of the INDIGO submission screen, there are Item actions.  

  • You can Add an embargo to delay your dataset from being publicly available.
  • By clicking Share with private link, you can obtain a link that will allow someone to access the files, even when the item is not published.   This is useful if you are uploading data for a journal publication and you don’t want to publish the data until the article is published.   This allows the publisher to see the data is ready to be published.
  • Click Manage Identifiers to Reserve a DOI.    DOI are automatically assigned when items are published in INDIGO.  However, you can obtain the DOI in advance.   This is useful to share with publishers and grant funders in advance of the data becoming available.

screen shot if the Item actions options in INDIGO that allow you to add embargo, share private link, and manage identifiers

  • Click Edit timeline in order to enter the publication data of the item.   If is has not been published before, it is ok to select today’s date to reflect the data it was uploaded in INDIGO.

Create metadata only records in INDIGO, in order to make others aware of the potential availability of your data.  You might choose to do this because of the size of your file (INDIGO file size and storage space is limited) or because your data is confidential, private, or sensitive (INDIGO is not HIPAA compliant).   (See Data Storage Options at UIC and Beyond for other data storage options).  The metadata record will inform individuals of the type of data that you have available and the steps required to be granted access for re-use.  

The reasons you may publish a metadata only record include:

  • Your data are sensitive and can only be shared with people who meet specific conditions. The metadata only record will include information on how to apply for access to the data. 
  • You’ve previously published the data elsewhere, but you need to publish a record in a specific repository to fulfill funder or institutional requirements. The metadata only record should provide a link to the original location of the data.
  • You’ve previously published the data elsewhere, but you would like to make your data more findable by publishing metadata only records for the data in other repositories. These metadata only records should provide links to the original location of the data.

To create a metadata only record, you will still need to do much of the same things as you would if you were uploading actual data.   The metadata (data about your data) needs to be informative so that the content of your data is clear.   You may end up uploading Read Me files, data dictionaries, and a sample data set so that interested parties have a good idea of your datasets and know that it is of interest to them, before they go through the steps to gain access to your data.    If you plan to upload files, with the exception of the actual dataset(s), you will not select metadata only records in INDIGO. 

For more information and guidance, see: 

Prepare your Data for Deposit: File and Metadata Prep

As part of actual submission process in INDIGO, you will be required to provide metadata in specific form fields. (Step by Step Guide on Uploading Datasets in INDIGO) .   Preparing Documentation (README files, data dictionaries, data use policies and requirements, and sample data sets are all important details to include when uploading in INDIGO.

Information fields (metadata) include:

  • Title (Name of the project) -  Enter a title that is meaningful and reflects the content that you are uploading.  
    • e.g.  Kilimanjaro glacier melting data
    • Do Not enter titles such as “data set for article” or “supplementary data” as this does not describe the content and will not support data reuse.
  • Authors: enter the names of the dataset authors/ owners
  • Categories [Subject/Discipline categories]
  • Item Type: Select Dataset
  • Keywords [Author selected keywords]
  • Description: Provide sufficient detail to enable others to easily understand whether the data is of interest. It is also good to include information about your use policies, data characteristics and preservation plan. Information to include here include:

    • How was the data collected, what type of data (i.e. what was measured, how was data reported / measured), file format/ file type, time period(s) of data collection, example data fields found in data.
    • Contact information (i.e. email address) to request permission to access the data or location of the data and information on how to request access.  
      • Required for metadata only records
    • Data usage rights or data use agreement requirements, including IRB approval requirements 
      • Required for metadata only records
    • Information on how long the data set will be stored in its current location (i.e. is there a date when support to maintain the data will expire) 
      • Required for metadata only records
  • License (copyright, creative commons agreement)

Optional fields include:

  • Related Materials(strongly recommended) related materials is optional but it is a great way to link to material to provide more context for your data, such as the article(s) that were published related to your data.   Select Identifier Type - DOI to enter the title and DOI of the articles that the dataset you uploaded supplements.
  • Funding (recommended if dataset resulted from funded research)

To the right of the INDIGO submission screen, there are Item actions.  

  • You can Add an embargo to delay your dataset from being publicly available.
  • By clicking Share with private link, you can obtain a link that will allow someone to access the files, even when the item is not published.   This is useful if you are uploading data for a journal publication and you don’t want to publish the data until the article is published.   This allows the publisher to see the data is ready to be published.
  • Click Manage Identifiers to Reserve a DOI.    DOI are automatically assigned when items are published in INDIGO.  However, you can obtain the DOI in advance.   This is useful to share with publishers and grant funders in advance of the data becoming available.
  • Click Edit timeline in order to enter the publication data of the item.   If is has not been published before, it is ok to select today’s date to reflect the data it was uploaded in INDIGO.

INDIGO for data deposit or data discovery

INDIGO can be used for data storage and data discovery

  • Upload data directly into INDIGO
    • For smaller datasets, INDIGO can be use for both data discovery and data storage
    • an individual dataset can be no larger than 2GB.  Individual's data storage limits start at 2 GB and can be increased up to 10 GB
    • Datasets should not contain private or sensitive information
    • See information on How to Prepare your Data for Deposit and Accepted Data in INDIGO
       
  • Create Metadata Only Records for Data Discovery
    • For large datasets or data that is sensitive and cannot be shared openly (but reuse with appropriate permissions are possible)
    • INDIGO will assign a DOI for discovery and citation count purposes
    • See Metadata Only Records for more information

Regardless of whether you store your data directly in INDIGO or create a meta-data only record in INDIGO, please prepare Readme and data dictionary files as appropriate to facilitate the re-use of data.   

MyActivities: For faculty with a MyActivities account, depositing data in INDIGO or creating a metadata only record in INDIGO will also create a Dataset record in MyActivities in Scholarly & Creative Works so you don't need to re-enter the information.  Alternatively, if you have entered the information in MyActivities, you can click the Deposit button next to the record to upload the dataset into INDIGO.  

Data Storage @ UIC and beyond

Data Storage at UIC

UIC has several options for storing data.  Please see the Data Storage Finder UIC for more details.  INDIGO is appropriate for small data sets that do not contain sensitive or private information.   INDIGO does allow the creation of metadata only records in order to share the availability of large data sets or data sets that contain sensitive information.    The metadata only record would provide information about the limitations or the data and the appropriate requirements required for data reuse (i.e. IRB approval)

Other data repositories

Please note there are many data repositories available, including subject discipline repositories which may be more appropriate for your data.  Consult the Registry of Research Data Repositories (https://www.re3data.org/) to explore other options for depositing your research data.

What kind of data is accepted in INDIGO?

Research data from all fields, subjects, and disciplines at the University of Illinois at Chicago may be published and/or archived in INDIGO, provided the following conditions are met:

  • The work must be produced, submitted, or sponsored by a valid University of Illinois at Chicago faculty members, researchers, staff, or student.
  • The author/copyright owner must grant the University of Illinois at Chicago the nonexclusive right to preserve and distribute the data in perpetuity.  For more details, please see the INDIGO's Nonexclusive Distribution License.
  • The data is in formats that are open and nonproprietary OR the data is in proprietary formats that are widely used and appropriate for the research communities likely to re-use the data.
  • The data submitted is permissible according to the criteria and practices established for deposit by the University Library, policies set by University of Illinois at Chicago IT Security Program (see UIC’s Data Classification and Security Guideline) and requirements for ensuring that research data involving the use of human subjects is in accordance with the University of Illinois at Chicago’s Institutional Review Board (IRB). 
  • You have fulfilled any right of review, confidentiality, or other obligations required by contract or agreement if the work was sponsored or supported by an agency or organization other than the University of Illinois at Chicago.
  • Data in INDIGO must be openly available to anyone.  Submitted data should be well-documented and ready for distribution and reuse by others. Once you submit data with the intent of making the metadata and DOI public for findability, you may specify an embargo of up to 1 year.  Please email indigo@uic.edu to discuss any longer embargo periods.
  • The data is submitted with appropriate documentation and descriptive metadata, which could include reusage terms, a project description, data dictionaries, etc. A README file is required for all submissions. For assistance with documentation, please contact lib-data@uic.edu.  

 

  • We will not accept:
    • Confidential or sensitive data. This includes data that are subject to export controls, present a conflict of interest for the University or the Researcher(s), or whose distribution would otherwise constitute a violation of research ethics or compliance.
    • Data containing personally identifiable information that would prohibit public access.
    • Data that is encrypted.
  • While the above types of data may not be uploaded into INDIGO, it is possible to create metadata only records in INDIGO to make others aware of your data and how they can request access to use the data.  
     
    • We are happy to assist in the creation of a metadata and documentation-only record which allows for discovery of the dataset without exposing the data publicly. For assistance in creation of a metadata and documentation-only record, please contact indigo@uic.edu

 

Please email indigo@uic.edu prior to writing the use of INDIGO into your grant data management plan to confirm there will be enough space available for your data and if INDIGO is appropriate. 

How to Reserve a DOI for dataset associated with journal article

How to Reserve a DOI for dataset associated with journal article

To the right of the INDIGO submission screen, there are Item actions.  

  • You can Add an embargo to delay your dataset from being publicly available.
  • By clicking Share with private link, you can obtain a link that will allow someone to access the files, even when the item is not published.   This is useful if you are uploading data for a journal publication and you don’t want to publish the data until the article is published.   This allows the publisher to see the data is ready to be published.
  • Click Manage Identifiers to Reserve a DOI.    DOI are automatically assigned when items are published in INDIGO.  However, you can obtain the DOI in advance.   This is useful to share with publishers and grant funders in advance of the data becoming available.

screen shot if the Item actions options in INDIGO that allow you to add embargo, share private link, and manage identifiers

  • Click Edit timeline in order to enter the publication data of the item.   If is has not been published before, it is ok to select today’s date to reflect the data it was uploaded in INDIGO.

Need Support?

Having trouble with the INDIGO website?   Email INDIGO@uic.edu

Need to increase your INDIGO space quota?   Email INDIGO@uic.edu

Have a question about data management or documentation?  Email LIB-DATA@uic.edu to ask a question or request a consultation with one of our librarians.

Learn more about data management at: https://researchguides.uic.edu/dataplans