Digitising History
CHAPTER 6 : ARCHIVING AND PRESERVING DATA
6.3 Step-by-step guide to depositing data with the HDS
1. Contact the HDS to check that your data is suitable for deposit and to obtain the necessary forms.
2. Produce copies of all the data files in a neutral machine-independent format, preferably either as software-independent files with data definition files (e.g. tab delimited or comma separated ASCII files) or as export files (e.g. SPSS portable files).
Data files can be accepted in a variety of formats as long as they are machine-independent and fully described in the Data and Documentation Transfer Form. Software-independent files with data definition files or export files are preferable; however, software-dependent files can be accepted if full details of the software are supplied in the Data and Documentation Transfer Form (please contact the HDS in advance to check whether the software in question is supported). Preferred and acceptable data formats are listed in Table 5. If you are uncertain about which format is most appropriate for the deposit of your data, please do not hesitate to contact the HDS. Data can be sent to the HDS via FTP, floppy disk, dat tape, exabyte tape, 6150 'QIC' tape, CD-ROM, or, by arrangement, via other media.
Table 5 Preferred and Acceptable Data Formats
| Type of Data | Preferred Formats | Acceptable Formats |
| Databases | Delimited ASCII (tab delimited variables, comma separated variables (CSV), or other delimited variables), Fixed width ASCII | SQL definitions and set-ups, Access, Dbase, FoxPro, Paradox |
| Images | TIF, PNG, SPIFF | GIF, BMP |
| Spreadsheets | Delimited ASCII (tab delimited variables, comma separated variables (CSV), or other delimited variables), Fixed width ASCII | Excel, Lotus 1-2-3, Quattro Pro |
| Statistical Packages | Delimited ASCII (tab delimited variables, comma separated variables (CSV), or other delimited variables) with SPSS set-up file or SIR schema, Fixed width ASCII with SPSS set-up file or SIR schema | SPSS portable, SIR export, STATA export, SAS transport (with separate ASCII file listing variable value labels) |
| Texts | ASCII, SGML | RTF, HTML, Word, WordPerfect, PDF |
3. Produce copies of all the documentation, preferably as Word files. However, WordPerfect, SGML marked up text and ASCII files are also acceptable. If computer-readable files are not available, then please provide clean paper copies suitable for photocopying.
The documentation that accompanies a data collection deposited with the HDS should meet the standards set out in Section 5.2. It should be comprehensive enough to allow someone who has not been involved in the data creation process to understand the data and the process by which they were created. In exceptional cases, data collections which are not accompanied by comprehensive documentation may be considered for deposit after negotiation and agreement.
4. Complete a Data and Documentation Transfer Form
The Data and Documentation Transfer Form is used to obtain all the essential information about the physical transfer of your data and documentation to the HDS. If you have any difficulty completing it, please do not hesitate to contact the HDS.
5. Complete a Catalogue Form
The information that you provide on the Catalogue Form will be used to produce a full catalogue record for online catalogues. Please take care when completing this form, because online catalogues are the principal mechanism through which users will discover information about your data collection, and it is you who are best placed to ensure that this information is accurate. We will be happy to update the catalogue record for you if, for example, additions need to be made to the list of associated publications. If you have any difficulty completing this form, please do not hesitate to contact the HDS.
6. Complete and sign a Licence Form
Data are deposited with the HDS with a non-exclusive licence use in research and teaching. This means that intellectual property rights and copyright are retained by the copyright holder(s) and that the depositor grants the HDS the necessary permissions to preserve and disseminate the data for use in research and teaching. You can only deposit data and grant these permissions if you are the copyright holder or are authorised to do so by the copyright holder(s). Copyright and other intellectual property rights must be clearly established before a data collection is deposited. The HDS can offer advice and guidance about clearing intellectual property rights and copyright.
7. Complete a Checklist Form
The Checklist Form provides a means for you quickly to check that you are supplying everything that the HDS needs to accession your data collection. The HDS will return your transfer medium to you if you request this on the Checklist Form.
8. Send the data, documentation and forms to the History Data Service, Data Archive, University of Essex, Colchester, CO4 3SQ, preferably by registered post, or contact the HDS to arrange an FTP transfer.