Data Submission Policy

1.0 Scope & Purpose

This policy governs submissions to the Federated Research Data Repository (FRDR) website (the Site), https://www.frdr-dfdr.ca/, and the services available on or at the Site (taken together, the Service), including eligibility of deposit, roles and responsibilities, and rights and ownership of Content submitted to the Service. This policy should be consulted in accordance with the Terms of Use, Privacy Policy, the Glossary of Terms, and any other relevant policies.

2.0 Eligible Submitters

The Service accepts Content from Principal Investigators (PIs), or their sponsored designates, from any and all domains or subject areas. PIs must be a faculty member or a librarian at an eligible Canadian institution. Eligible Canadian institutions are those eligible to apply for Tri-Agency funding. PIs can sponsor designates, for example, external collaborators, graduate students, non-research staff, postdoctoral fellows, research assistants, researchers, undergraduate students, and visiting faculty, to submit Content on their behalf. Requests for deposit from other types of “Canadian researchers” (e.g., government or NGOs) who are not sponsored by a PI will be considered on a case-by-case basis.

3.0 Moderation of Data

All Content must adhere to the Collections Development policy and will be subject to review by a Curator who will check the submission for completeness and accuracy as such that it can reasonably be reused by an informed third party. Disagreements between Submitters and Curators in the curation process will be mediated by the Portage Service Manager.

Curators will assess Content using the following criteria as a guide:

4.0 Responsibilities

The Submitter is responsible for reviewing the Terms of Use and any other relevant policies, including the Submitter's own institutional policies, and ensuring that Content complies with these policies and is suitable for open dissemination.

Curators are responsible for taking reasonable steps to review and approve Content such that it adheres to the Collections Development Policy, and the data quality standards described above. Curators will take reasonable steps to identify Personal Information contained in Content; however, Curators are not responsible for ensuring that the Submission is free from Personal Information. Submitters are solely responsible for ensuring that Content is suitable for open dissemination, and that it complies with these Terms of Use, the FRDR Collections Development Policy, research ethics approvals, and applicable laws.

The Service is responsible for ensuring the successful ingest, secure storage, indexing for search and discovery, and accessibility for download of Content. The Service is not responsible for omissions, mistakes in the data, or legal infringements (i.e., applicable privacy or copyright laws). Upon receipt of notification that Content infringes on copyright or privacy laws or any other applicable legislation, the Service will review and, as appropriate, remove the Content but retain the metadata landing page with an explanation for why the Content is no longer available. (see Data Retention and Deaccession Policy)

5.0 Embargo

Submitters may request that Content be embargoed for a period after which point the Content will become publicly accessible. Except in special circumstances pending approval by the Service Manager, the embargo period should not exceed one year. Curators will be responsible for reviewing and granting embargo requests. Reasons for granting an embargo could include:

Submitters will receive a notification via email one month before the embargo is set to expire that will include an option to request an extension. Failure to respond to this message will result in the automatic release of embargoed Content.

6.0 Rights and Ownership

Submitters and their licensors retain all ownership rights to their Content. By submitting Content to the Service, Submitters will be asked to consent to the Terms of Use which grants FRDR a worldwide, non-exclusive, royalty-free and transferable license to use, reproduce, distribute, prepare derivative works of, display, and perform the Content in connection with the Service. This includes, but is not limited to, the creation of copies, back-ups, and alteration of the data for the purposes of preservation. The Submitter further authorizes the Service Host to migrate the Content to any medium or format for the purpose of preservation.

7.0 Implementation and Revision

This Policy enters into force on the date of its adoption. It will be reviewed by the FRDR Steering Committee every two years or at any time, as required.

Last Revised: 2020-12-11