Using ORDA to register a dataset published elsewhere

Before registering a research dataset

If your data has been made available from another repository or data centre, you may register the data in ORDA. It is possible to provide additional information to the description field and add references to the ORDA record to make the data more understandable and reusable. When you register data with ORDA, a DOI will be allocated. If your data already has a DOI allocated please contact for advice.

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

Creating a new item record in ‘My Data’

Click on ‘+ Create a new item’

Figshare - create new item

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

  1. Add a title - same as for the published dataset.
  2. Add additional author/s - Same as for the published dataset. Make sure all the people involved in creating and processing the data are acknowledged. 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 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. This should 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. This information may already be provided by the published dataset record or in separate documents (such as a readme.txt file) included in the published fileset. If this information is provided in a published paper or in project web pages, add a link to the ‘References’ field. If this information is not available from external sources, it will need including here. See Describing your data and Preparing research data for deposit for more information.
  7. 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; and 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’.

Linking the record to a dataset published (made accessible) elsewhere

(An example of this would be data files held in external data repositories)

  • Instead of uploading a file, click on ‘Link file’ at the top right of the item record interface (A text box appears where the URL for the dataset may be added)  However, if your published dataset has already been given a DOI, do not add the URL here, but please contact

Figshare - link file

Click on ‘Save changes’

Publishing the item record

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 the dataset has been published using a different license, please see Choosing a licence
  • If access to the published dataset has been embargoed, please see Embargoes
  • If the published dataset has special conditions for access, because the data are confidential, please see Confidential data

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


Click on ‘Yes, publish’

  • If you have not linked the record to a file already, then you will be prompted to create a metadata only record or upload a file. (In this case, select ‘Create metadata record’, then edit the item record by unticking the ‘metadata record only’ box, clicking ‘Link file’ and provide an URL for the file)
  • On clicking ‘Yes, publish’, the item record will be publicly viewable, unless the whole item is 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 item records, updating authors, categories, tags or the description will not create a new version. Updating the title will create a new version with a versioned DOI issued. Unpublished, private item records 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