Registering, Uploading and Publishing a Dataset using ORDA

Preparing research data for deposit

Ensure that your dataset is ready for deposit. Do you have the necessary permissions? Have your chosen future proof file formats? is your folder structure appropriate? Are file and folder names suitable? Have you prepared adequate documentation? See ‘Preparing research data for deposit’ for more information.

How to deposit your data into ORDA - screencast

Logging in to ORDA
  • Go to ORDA at
  • Click on ‘Upload’ tab to the top right corner of the home page
  • Type in institutional email & enter (Unless you have already done so, you will be prompted to login to MUSE)

Your ORDA account page will be displayed.

At this point you may create a record for a dataset, or click on the ‘Projects’ tab and create a new project. Projects allow you to group together and share datasets associated with a research project whilst the research is still active. For more information, see ‘Creating a new project

Creating a new item record

Click on ‘+ Create a new item’

Figshare - create new item

An item record interface is displayed. In this you can:

  1. Add a title - This needs to be descriptive and unique; use terms that make the dataset unambiguously identifiable and discoverable. Preferably include the project and/or work package name in the title. You might like to use "Data for paper 'xxxxxxxx' ", but only include the name of a journal article or conference paper if this will be the only publication derived from these data. You may need to include a date or a version number in the title, to distinguish the current version of the dataset from other versions.
  2. Add additional author/s - Make sure all the people involved in creating and processing the data are acknowledged. These are not necessarily the same as the authors of papers resulting from the research. Type a name and matching names of University of Sheffield researchers will be displayed, click to choose or press return to enter the name of a researcher from outside the institution. The order of names may be rearranged by clicking on a name and dragging to the correct location.
  3. Select subject categories.
  4. Select appropriate file type from dropdown list.
  5. Add tags, or keywords relevant to your discipline
  6. Add a description of the research data, giving enough context for others to interpret and reproduce your research. This section should include the project title and a short abstract. This section needs to help potential reusers understand what data is available and encourage them to take a closer look..
  • Consider also including a read-me file when you upload the data. This could include: what kind of data is available, including an inventory of the files present (folder structure, naming conventions and format) and the relationships between them; software required to access the data; data collection and quality control methodology. If this information is provided in a published paper or in project web pages, add a link to the ‘References’ field. See Describing your data and Preparing research data for deposit for more information.
  1. Add links to references (DOIs or URLs) to any relevant content or external sources that help describe the research or are otherwise related. This may include: published source data from which the current data is derived; published papers, reports or theses analysing, referring to or documenting the data; project web pages. Do these documents supply enough information to understand and reuse the data?
  • Tip: To add multiple references use the return key.
  1. Add funding information - funder name and grant number or reference to the funder that sponsors your research.

Click on ‘Save changes’

Uploading dataset files

Uploading datasets

  • In the item record interface, drag file(s) on the page or browse (Choose Files from your PC).
  • When the file has uploaded, click on 'Save changes'

If you wish to create a record for your research data, but do not wish to upload files, because the data are in non-digital formats or they are considered sensitive data, then you may create a metadata-only record. For more information, see ‘Metadata-only item records

Publishing the item

When the above steps have been completed and the record is ready to be published, tick the ‘Publish this item’ checkbox situated below the information textboxes on the item record interface (If any of the mandatory fields are incomplete, a notification box will pop-up)

Please note:

  • The default license is CC-BY. If you wish to publish an item using a different license, please see ‘Choosing a license
  • If you wish to place an embargo on access to a dataset, please see ‘Embargoes
  • If you wish to publish an item record for confidential data, that provides information on how to access the data, please see ‘Confidential data

Click on the ‘Publish item’ button at the bottom right of the interface. A notification pops up:


Two options are given – ‘No, save privately’ or ‘Yes, publish’.  Please read the terms, if applicable.

Click on ‘Yes, publish’. (If you have not uploaded files or made the record a ‘metadata only’ record, then you will be prompted to do so). On clicking ‘Yes, publish’, the item record will be publicly viewable. If the item record has associated file(s), these will be available for access unless classed confidential or under an embargo.

Click on ‘Save changes’

See ‘How to share private files’ for information on sharing unpublished items.

Editing your research after it has been uploaded

For published items, updating authors, categories, tags or the description will not create a new version. Updating the title or files will create a new version with a versioned DOI issued. Unpublished, private items may be altered or deleted without triggering a new version.

See ‘Can I edit my research after it has been uploaded?’ for more information.

For further information, please contact