Archive Data

Create a Data Record

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Once your data is finalised, it can be archived using the Data Record form in Research Data JCU. Use the form to:

• Create a non-public archival record
• Upload completed (not active) data and supporting documentation, or indicate where the data is stored
• Complete metadata to describe your dataset

Jump to: How to Create a Data Record in this Guide.

Uploading Data: Best Practice Checklist

Before you upload your data, check the Prepare Data for Archiving page for guidance on file formatting and supporting documentation.

📁 Uploading Data: Tips

✅ Zip complex folders and more than 50 files
Zipping preserves the internal folder structure (hierarchy) and counts as a single upload, avoiding the issues with drag-and-drop that can strip folder hierarchies. It also keeps things nice and tidy, making it easier to manage and access the archive later.

✅ Use the attachments notes field
A brief description in the notes field can be useful to clarify the content of individual files (e.g. “Study 1 cleaned dataset – chi-square results”). While some file names may be self-explanatory or the record’s metadata covers details for a limited number of files, adding notes can provide valuable context for others and for your future self.

✅ Include links to external repositories
If your data is hosted on GitHub, Zenodo, Dryad, Figshare or in a discipline-specific repository add the stable link (DOI link if possible) to the URL field in the ‘Where” tab. For code, please upload a local copy and add a note as above e.g., “GitHub code downloaded 2025-01-31”

There is no need to re-upload the data if it is in a trusted repository.

You don’t need to do everything yourself. If your files are large, sensitive, or just a bit messy, we'll help you figure out the best approach. For example:

• You can share files with us via a OneDrive link, or we can send you a secure upload link for AARNet FileSender (no login required).
• We’ll transfer them to secure storage and add a file path reference and contents list to your Data Record.
• If your folder structure is clear, we may be able to batch convert or organise files (e.g., Word → PDF, Excel → OpenDocument)—or show you how.

🚫 Uploading Data: What to Avoid

❌ Don't link to personal cloud storage
Links to JCU OneDrive, Dropbox, Google Drive and similar services are not suitable for long-term storage, and access can be restricted or lost over time. Including these URLs in your Data record does not meet the requirements of the Code for the Responsible Conduct of Research. If you’re working with large datasets, contact us—we can help with appropriate storage options.

❌ Don't include file paths or physical locations
Like cloud links, local file paths or physical storage locations are not suitable for long-term access.

There are exceptions—for example, if your data is stored securely on a Queensland Health server or the AIMS HPC. These situations may qualify an exemption (see the Identify Data for Archiving page) but we recommend contacting the Research Data team for advice.

❌ Don't upload everything you ever created
Only include what’s needed to support your findings or enable future research—for example: raw or cleaned datasets, spreadsheets, transcripts, scripts, and analysis files from tools like SPSS, NVivo, GraphPad, R.

In some cases, audio, video, or image files may also be appropriate—for example, if they are culturally significant, permitted under your ethics approval, or essential to the research (such as documenting artefacts or performances)

As a rule, don’t upload output files like tables or figures. These are often regenerated from raw data, which is what matters most for transparency and reuse—archive the underlying data and analysis instead.

Also avoid uploading draft papers, thesis chapters, or “administrative” materials such as permits.

❌ Avoid very long file names or deeply nested folder structures if possible
Some software generates long file names that can’t easily be shortened—especially when working with large numbers of output files. While it’s not always possible to avoid long paths, try to keep your folder structure simple and file names concise (but descriptive!) where you can.

On Windows, the total file path (including all folders) must stay under 260 characters. For example, saving to OneDrive adds a long directory prefix (e.g. C:\Users\jc******\OneDrive - James Cook University), which counts toward this limit and can cause issues with copying, transferring and uploading your data.

🌟You’ve archived your data—what’s next?

You’ve archived your data—great! If you want to share it more widely or support a publication, your next step is creating a Data Publication.

🔗 Jump to: How to Create a Data Publication or visit the full Publish Data page.

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