Formally Publishing Data

You should view publishing a resource the way you would view publishing a research paper. Follow these recommendations to ensure that your resource is well organized and described. Once published, you can no longer change a resource's content, and can change only limited metadata fields. Please make sure you are ready to publish your resource before following these steps. 

Before Publishing a Resource

  • After publication, you can no longer change a resource's content, and only some of the metadata can be altered, so ensure all metadata fields are completed as thoroughly as possible.
  • Set the resource sharing status to Public.
  • Note that to formally publish, you must have completed the required fields in your profile page.

If you just want to publicly share your resource or share with other HydroShare users or groups, use the instructions for making your resource public or for sharing with a specific user or group.

Follow the instructions below once you are ready to formally publish a resource.

To Publish

Resources published in HydroShare must meet a minimum metadata standard, and conform to community guielines. These guidelines are available here. In order to begin the publication procccess, navigate to the landing page of the resource and click on the “Publish” button. If you do not have a completed profile page, the publish icon will be disabled until your profile is completed.

screencapture, the top of a resource landing page titled "Industrial plants PA". To the right the is the blue "Open With" Icon. Below this the blue globe icon for publication is circled in red to indicate its position.

The ensuing pop up will indicate whether your resource meets the minimum metadata standards, and if not, what must be added and what is recommended but not required.

Pop up text box with the title "Submit Resource for permanent publication" and below a block of text that indicates that users should be sure their resource is ready for publication, and that title, authorship, and content will not be editable after publication. Below this block of text is a section with the title "currently your resource is missing the following recommended metadata elements:" and below a bulleted list with the items "funding agency" and "readme file containing variable, abbreviations, acronyms, and non-standard file formats" below this is the option to continue without adding these metadata elements, and two buttons that say "cancel" and "continue"

Once all metadata is added, press continue. You must agree to the terms of the HydroShare data publication agreement and then you will be able to click the “Submit for publication” button. Once you have done this, your resource will undergo light review by a CUAHSI staff member, to ensure that it meets minimum metadata requirements, and that it adheres to community guidelines. Once accepted, your resource will be published with a citable DOI, which will be displayed in the “How to Cite” block on your resource’s landing page. Check here for minimum required metadata needed to publish.

A pop up containing the HydroShare publication agreement, and a check box next to the words "I accept the HydroShare publication agreement". Below this are the buttons "cancel" and "submit for publication"

It may take a little time for the DOI registration to complete, so please be patient. As soon as it is complete, it will show up on the landing page of your resource.

NOTE:  If you make a mistake publishing a resource, a HydroShare administrator (contact help@cuahsi.org) can delete the resource and work with CrossRef to disassociate the DOI link. However, if you want to keep the resource files, you are responsible for downloading or copying them before the resource is deleted. You may also upload them to a new resource and publish that when you are ready.

Publishing Collections

Collections can be published, but in order for a collection to receive a DOI, each of the resources within the collection must also be published. 

Coordinating Data and Paper Publication

For resources closely tied to a research publication, we recommend sharing the resource publically when the paper is submitted, if not before. Doing so permits the resource to be cited in the paper, verified and examined by reviewers, and edited based on reviewer comments. When the paper is accepted for publication, the resource can then be permanently published with a citable Digital Object Identifier (DOI). Below are steps to accomplish this. Order may change slightly based on the journal. 

  1. Create the resource in HydroShare, upload content files, and ensure that metadata are complete. 
  2. Make the resource public.
  3. Cite the HydroShare resource in the references section of the paper using the HydroShare URL. This ensures that reviewers can access the resource. 
  4. Submit the paper for review.
  5. Based on reviewer suggestions and paper revisions, make any changes that are necessary to the HydroShare resource. 
  6. When the paper is accepted, in the final text submitted for typesetting, cite the HydroShare resource using its DOI reference. Use the prefix “https://doi.org/10.4311/hs” followed by the resource’s unique identifier, which is indicated on the resource landing page “How to cite” section. 
  7. When the publisher issues a DOI for the paper, add the full reference for the paper to the related resources metadata on the HydroShare resource. This ensures that the HydroShare resource has a link that points at the final paper. 
  8. Then, finalize and permanently publish the HydroShare resource. 

 

If you follow this process, you will have a citation to the paper in your HydroShare resource that uses a DOI and a citation to the HydroShare resource in the paper that also uses a DOI.