Figshare user guides
Pathways to publishing data
The Melbourne Figshare repository supports academic staff and graduate research students to share, publish, and manage their research data, other supplementary research materials and non-traditional research outputs (NTROs) using one of three pathways.
Users may choose to publish or store research materials, so they are open and accessible or placed under embargo on figshare. Materials containing private or sensitive information can be stored securely using the University’s secure data storage service.
OPEN ACCESS
Materials published using open access pathways are accessible, shareable, downloadable, and reusable. Open access records in Figshare must clearly display creative commons re-use license and should contain clear descriptive metadata.
Open research extends the principles of open access publishing to the whole research lifecycle, including research protocols, data, code, software, and much more. It is about being as open as possible, as often as possible, and only being as closed as necessary. Through planning, many elements of the research lifecycle can be made open, transparent, and reproducible. Visit the University library guide to open research and learn ways you can embed open practices into your research.
EMBARGOED CONTENT
Research content uploaded to Melbourne Figshare may have a temporary or permeant embargo applied. An embargo can be applied to the uploaded file or to the whole record including the record metadata.
Embargoes are sometimes used because of contractual agreements, cultural sensitivities or because of ethical restrictions due to potential risk or harm to participants within a study.
RESTRICTED ACCESS
Figshare is not recommended for the storage or publication of data that may contain private or sensitive information. In this instance, best practice is to store research data using the University’s secure data storage service and publish a metadata only record in Figshare. Publishing a metadata only record lets people know the data is available, but access is restricted due to sensitivities.
Publishing descriptions of research data as metadata is good practice. A metadata only record, allows data to still be discoverable and citable. Metadata is also important because it lets people know the circumstances under which data can be reused and how it should be preserved into the future. Visit the Melbourne Figshare Metadata Guidelines page for more information.
Managing Sensitive Data
To understand whether your materials are suitable for storage in Melbourne Figshare, it is recommended that you use the University's Research Data Classification Tool to compare your data requirements against the Figshare sensitive data classification.
Adding data to Figshare
Research materials can be added to Figshare as an item. An item is a Figshare record that contains metadata and may contain one or more associated files. A Figshare item is citable and contains a digital object identifier (DOI).
Log into Melbourne Figshare. At the top of the page, select My data from the menu .
On the My data tab select + Create a new item.
Browse to upload or drag and drop files to the record
Complete the required metadata
- Title: The title is the name or heading given to a record. A good title is descriptive, concise and gives context to an output. The working title for the data may not always be appropriate to use.
- Group: Select a Faculty, School or Department.
- Item type: Is a list of assets that helps users categorise and define the output type.
- Authors: A list of authors should include people who have collaborated on the project.
- Categories: Allows research activity to be categorised according to the field of research. The categories in Figshare are based on the Australian field of research codes.
- Keywords: Are words that provide insight into the subject or topic of a research output, beyond the category or field of research. Keywords enhance search engine optimisation (SEO) and discoverability of outputs.
- Description: Is a summary of the output and should expand on the information provided in the title. The description should provide context to the overall research project and to the published output. It may include information on how the data was created or collected, what tools and source materials were used.
- Funding: Link funding to a record by typing the grant ID into the free text field. The free text field also allows the title of an award and institution to be manually entered.
- Related Materials: Files or resources used in the data collection and research process. Links to references should be provided.
- Licence: Sets conditions on how work can be shared, used and adapted. Items can be shared openly under Creative Commons licenses or shared under a more restrictive licence. Visit the University of Melbourne Copyright Office for more information on selecting a licence.
- Add to Elements: Add research materials to the University's internal collection management system Elements and the University's public facing researcher profiling site Find an Expert.
Did you know, adding clear and descriptive metadata to a Figshare record can increase the discoverability of a research output. Read more about metadata and discoverability on the Metadata Guidelines page.
Funding can be added to the item by typing in the award ID or title. Some awards are discoverable by Figshare. Typing the grant ID or title will generate a dropdown list, allowing users to select the award. If an award is not discoverable by Figshare, the details should be entered manually.
Select an appropriate reuse license. Items in Figshare can only be made public once an appropriate re-use licence has been applied to the record.
A copyright license provides contextual information about how a published work can be reused. For more information about selecting an appropriate copyright licence for your work visit the University Copyright Office webpage.
Research outputs can be automatically added to the University's internal research output collection management system Elements. This is done by selecting 'yes' from the Add to Elements drop-down list.
Adding research outputs to Elements can automatically create a scholarly work entry on the University's Public facing researcher profiling webpage, Find an Expert.
When an item is ready to be published, check the box next to publish and select Save Changes.
Once an item in Figshare is published, it's permanently available.
Making data available before publication
Figshare allows content to be saved and shared prior to its publication. Graduate researchers may wish to share data with their supervisor for review before the data is made publicly accessible or researchers may be required to share data as part of a peer review process.
A digital object identifier (DOI) can also be reserved for inclusion in a manuscript before publication.
Share a private link
A private link allows unpublished research outputs to be selectively shared. Anyone with access to the link can view the unpublished content.
Selecting the Generate a private link hypertext at the bottom of the screen, will create a link that can be copied and shared.
A private link can also be disabled, removing access to the unpublished data.
Authors may be required to make the data underpinning their work available to publishers and funders within the submission of an application. A private link means research can be shared without having to make it publicly available
Reserve a digital object identifier (DOI)
Published records in Figshare will generate a digital object identifier (DOI). A DOI is a persistent hyperlink that allows content to be uniquely identifiable and easily accessible.
A DOI can be generated and reserved for an item or collection before the record is made publicly available.
If a DOI is included in the draft version of a manuscript or publication. The DOI will only become active once the Figshare item is published.
Updating a published item
An item is a figshare record that contains metadata and may contain one or more associated files. Users may choose to publish a 'metadata only' record or a record that contains both metadata and files. The metadata for a published item can be updated to include new or amended information. New or amended files can also be uploaded to the published item.
Versioning
Some changes to an item or collection in figshare will create a new version of the published record. Making changes to a project in figshare does not create a new version of the project.
When a new version of a figshare record is published, previous versions of the record remain accessible via the dropdown menu under the title.
Changes to a figshare record that will create a new version:
Item:
- modifying the title
- add/edit/remove author/s
- change the license
- adding new files
- removing files
- replacing files
- removing permanent embargoes from files
- removing the metadata only flag and uploading files
- replacing the link associated with a linked item
Collection:
- modifying the title
- change the license
- adding new files
- removing files
- replacing files
- add/edit/remove author/s
- upgrading the item's version linked to a collection
Log into Melbourne Figshare. At the top of the page, select My data from the menu .
Update the record metadata for a published item
On the My data tab, move the mouse over the row listing the item to be edited.
On the right hand side of the row, the edit pencil icon will become visible. Place the item into edit mode by selecting the edit pencil.
Updating the record metadata or uploading a new or updated file to a published item will create a new version of the Figshare record. The DOI for the item will remain the same. Selecting the DOI will resolve to the most current version of the published work.
Delete or upload new files to a published item
Place the item in edit mode by selecting the edit pencil icon.
Files can be deleted by selecting the manage files link in the record file management box or added using the add more files link.
Link a file to a published item
In some circumstances, there may be a requirement to store files outside of Figshare.
If files are stored outside of Figshare, users can provide a URL linking through to the externally stored files.
The link to external files or set as metadata record options will be visible if no files have been uploaded to the record.
Figshare is not recommended for the storage or publication of data that may contain private or sensitive information. In this instance associated research materials should be stored using a secure data storage service. Researchers may choose to link through to the data using the link file option.
Collaborating through projects
Creating a project is a great way to collaborate with people from within the University as well as those external to the University. Project members can create and upload content as an item. Members can also add notes and comments to project items.
Log into Melbourne Figshare and select 'My data' from the menu at the top of the page.
On the Projects tab select + Create a new project
Add the required metadata
- Title: The title is the name or heading given to a record. A good title is descriptive, concise and gives context to an output. The working title for the data may not always be appropriate to use.
- Description: Is a summary of the output and should expand on the information provided in the title. The description should provide context to the overall research project and to the published output.
- Funding: Link funding to a record by typing the grant ID into the free text field. The free text field also allows the title of an award and institution to be manually entered.
Select the project type
There are two different types of projects that can be created in Figshare. Individual projects and group projects.
Individual project
- Everyone uses their own quota and account storage
- People take their work with them if they leave the project
- Items are created using the metadata schema of the submitter
- Items appear in the subgroup of the uploader
Group Project
- Submitters' quota will not be used, storage allocation comes directly from the project
- All work is stored on the institutional storage and remains within the project space if people leave
- Contributors must adopt the metadata schema of the project owner
- Items appear in the subgroup of the project owner
Select Save changes
A project can be published so that it is open and accessible or remain private and only accessible by project members. If a project is published, items and metadata will be made public while notes and comments will remain private and only accessible by project members.
Add and invite members to a project
Under the members heading, search for collaborators by typing a full name, email address or ORCID into the search field
People that are new to Figshare can be invited to join a project by selecting invite new users
Add content to a project
After creating a project, users can add items and notes or comments.
There are two ways to add items to a project. A new item can be added to a project by selecting the Add a new item box on the project home page. Notes and comments can also be added by selecting Add note.
The Add a new item action will require a new item to be created and saved before being added to the project
Existing items can also be added to a project. On the My data tab, select the item by ticking the checkbox on the left of the title. Using the Action dropdown list, select 'Move to/from project.
Curating a collection
A collection in Figshare allows content to be grouped together under a theme. Collections can be kept private or published so they are publicly accessible.
Log into Melbourne Figshare. At the top of the page, select My data from the menu.
On the Collections tab select + Create a new collection.
Complete the required metadata
- Title: The title is the name or heading given to a record. A good title is descriptive, concise and gives context to an output. The working title for the data may not always be appropriate to use.
- Authors: A list of authors should include people who have collaborated on the project.
- Categories: Allows research activity to be categorised according to the field of research. The categories in Figshare are based on the Australian field of research codes.
- Keywords: Are words that provide insight into the subject or topic of a research output, beyond the category or field of research. Keywords enhance search engine optimisation (SEO) and discoverability of outputs.
- Description: Is a summary of the output and should expand on the information provided in the title. The description should provide context to the overall research project and to the published output. It may include information on how the data was created or collected, what tools and source materials were used.
- Funding: Link funding to a record by typing the grant ID into the free text field. The free text field also allows the title of an award and institution to be manually entered.
- Group: Select a Faculty, School or Department.
- Resource title: Link to the title of an existing resource.
- Resource DOI: Link to the DOI of an existing resource.
- References: Link to a reference or related content.
Did you know, adding clear and descriptive metadata to a Figshare record can increase the discoverability of a research output. Read more about metadata and discoverability on the Metadata Guidelines page.
Selecting Save changes will create a private collection.
To create a public collection, check the Display this collection publicly tick box.
Publicly available collections will generate a digital object identifier (DOI) making them citable and easily accessible.
Add items to a collection
On the Collections tab, select the row containing the collection items are to be added to.
Items can be added to a collection from public items available in the repository or from items from within the my data area.
Items can also be added to a collection by clicking the +Collect link in the quick action menu at the top of a published item.
