RDIM Step 3 - Archive Archiving and Publishing Guide Get Started

Get Started

🚀 This section gives you essential context and steps to get up and running with archiving and publishing your data at JCU. We’ll show you what to do and when, how to use the Research Data JCU system, and where to get help if you're stuck.

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🗓️ What to Do and When

HDR Milestone

Action

Resources in this Guide

Pre-completion

Review this guide. Identify data for archiving and (optionally) publishing. Start preparing files and documentation.

 Identify Data for Archiving,  Exemptions,  Prepare Data for Archiving (start)

By Completion

Archive any data you generated that is needed to support your findings or future research. You can request an exemption in some cases—although a Data Record may still be required.

Exemptions, Prepare Data for Archiving, Archive Data

Anytime

Recommended: Publish your data to support transparency and your research career. Data should be as open as possible, but can be as closed as necessary.

Publish Data

Using the Research Data JCU Platform

JCU

❓Need help with Research Data JCU? Jump to our Troubleshooting Guide!

You’ll use the Research Data JCU platform to create a Data Record and (recommended) a Data Publication—this guide covers both:

🔍 Not sure which is which? Here's a quick comparison:

Data Records vs. Data Publications: What's the Difference?

 

Data Record

Data Publication

Purpose

Archive that safeguards research integrity by allowing findings to be traced back to well-documented data.

Required by the Code and essential for validating your results if challenged.

Public, citable output that supports research transparency by making selected data openly available and findable.

Enhances visibility, trust, and impact—and helps meet funder and journal expectations.

Audience

You, your advisors, your future self (at JCU), our team, and—if necessary—those responsible for assessing research integrity.

Same as Data Record—plus external audiences such as other researchers, journals, funders, and the public.

Access Level

🔐Non-public.

Designated JCU roles have read or read/write access (see How to Login section).

🔓 Metadata is public.
Data can be Open, Conditional, or Restricted (metadata-only) access.

Content

Full dataset and supporting documentation—create one per project (e.g., PhD) or one per data chapter.

Full dataset or a subset to support a manuscript submission.

Metadata Relationship

Required to create a Data Publication.

Created from a Data Record. Some fields pre-fill.

DOI?

❌ No DOI.

✅ DOI available (tick the box) for Open or Conditional access.

Editable?

Yes – technically editable, as they’re never “submitted.” But once data is archived, changes are discouraged to preserve research integrity.
See:
🔐 ServiceNow (login required):
Knowledge Base Article - Requesting Changes to Archived or Published Research Data

No – becomes read-only once submitted for review.
Minor changes may be requested; major changes require a new version with a new DOI.
See:
🔐 ServiceNow (login required): Knowledge Base Article - Requesting Changes to Archived or Published Research Data

Appears on GECO Profile?

❌ No

✅ Yes, if published via Research Data JCU (you will need to “show”)

❓Troubleshooting Guide

Can’t see existing records?

This sometimes happens when your student identity transitions to a staff account—a common occurrence with short-term contracts. It's an easy fix, but we know it’s frustrating.

✉️ Email: researchdata@jcu.edu.au and we’ll sort it out quickly.

Trouble saving your RDMP or Data Record?

You must complete the following fields before saving:

  • Project Name (Project tab for RDMP, Why? tab for Data Record)
  • Lead Investigator (People tab for RDMP, Who? tab for Data Record)

If you see an incomplete error message, double-check these fields.

Still stuck? Don’t worry—just contact the Research Data team and we’ll help.

How to login:

  • Click on Research Data JCU
  • Select the (green) centre tile, Access Research Data JCU
  • First time users will be  invited to Login to Federated Services (AAF)
  • Select James Cook University as your organisation
  • You will be presented with the JCU single-sign on screens,  log in as usual.

screenshot of tiles in Research Data JCU

Once logged in, the platform includes built-in help text (click on the ? icon) and prompts to guide you through each metadata field.

Access varies by role—some have edit access, others can only view the record.
🔗 Review roles and access permissions information for full details.

How to Create a Data Record:

This step involves creating a Data Record and either uploading your data or recording its storage location.

Choose either method:

1. From your Research Data Management Plan (RDMP)
If you have an RDMP (e.g., all HDR candidates from 2021 onwards)
→ Navigate to Plan > View and Update RDMP, then click on the record title.
→ Use the"Create a data record from this plan" button.

2. From the main menu
→ Go to Archive > Create Data Record to start a new record.
Note: This path will also prompt you to link to your RDMP. This is optional, but helpful for pre-filling project-based metadata)

🔗 Creating a Data Record (with screenshots)
(Visit this page for a visual guide and screenshots, if you need additional assistance)

How to Create a Data Publication:

This step involves creating a Data Publication and submitting it for review by our team.

Choose either method:

1. From your Data Record
→ Navigate to Archive > View and Update Data Record, then click on the record title.
→ Use the "Create a data Publication from this record" button.

2. From the main menu
→ Go to Publish> Create a Data Publication
→ Link to a Data Record when prompted in the Start tab.
Note: You must have a “Data record related to this publication (*)” to proceed. This will be pre-filled if you selected the first method.

🔗 Creating a Data Publication (with screenshots)
(Visit this page for a visual guide and screenshots, if you need additional assistance)

Where to Get Help:

Throughout this guide, you'll see references to support options and troubleshooting tips. Here's a quick summary of where to go if you get stuck or need more detail:

  • Use the built-in ? icons in Research Data JCU for contextual help
  • Drop into Research Hour, every Wednesday on Zoom @ 10 AM.

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