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Templates for Researchers

QDR offers several templates for researchers on data-sharing related tasks. All of these templates are intended as starting points and require customization before being used.

Requesting Permission to Share Archival Materials

Before sharing digital images taken during archival, researchers should ensure that this does not violate archive policy. Unless the archive has explicit published guidance on this, an e-mail such as the one below can be used to inquire about the rules of archives consulted.

To whom it may concern,

I am writing to inquire about any rules that [ARCHIVE] may have regarding disseminating documents that I collected there during my research work in [TIME PERIOD].

I am preparing to share, through a trusted data repository, digital copies of some of the documents that I [COPIED / SCANNED / PHOTOGRAPHED] while working at your institution. The documents in questions are from the following collections: [LIST]

Full bibliographic information will be associated with each document when it is shared through the data repository, and credit will be given to the archive as the provider of the original materials. My goals in sharing the documents are (1) to allow other scholars to see the evidence I cite in my [DISSERTATION / ARTICLE / BOOK] and understand better the claims I make based on that evidence, and (2) to provide other scholars an opportunity to use the valuable materials contained in your archive.

Could you please let me know your rules for distribution for the kinds of documents mentioned above, and whether it is necessary for me to obtain formal permission from your institution in order to share digital copies of the documents in the manner described here?

I am working with a dedicated social science data repository, the Qualitative Data Repository (www.qdr.org). Its staff, copied here, will be happy to answer any questions you may have about their services.

With many thanks in advance,

We offer three types of model language for informed consent scripts. The first is for use when data will be de-identified (A). The second is for use when full de-identification might not be possible (B), and the third is for use when de-identification is not necessary (C).

De-identified data generated from the information you provide in our interaction may be shared with the research community (most likely in digital form via the internet) to advance scholarly knowledge. I plan to deposit the data at [Repository X], or at a similar social science domain repository. I will use my best efforts to remove or code (e.g., reference as “Participant #1) personal information that could identify you before the data are shared in an effort to ensure that, by current scientific standards and known methods, no one will be able to identify you from the shared data. Despite these measures, I cannot guarantee complete anonymity.

Data generated from the information you provide in our interaction may be shared with the research community (most likely in digital form via the internet) to advance scholarly knowledge. Due to the nature of the information, full de-identification of those data might not be possible. As a result, other measures will be taken before sharing. I plan to deposit the data at [Repository X], or at a similar social science domain repository. Your data will [be made available under the following access conditions]. Despite my taking these measures, it is not possible to predict how those who access the data will use them.

Data generated from the information you provide in our interaction may be shared with the research community (most likely in digital form via the internet) to advance scholarly knowledge. We have discussed the benefits and risks of sharing the data and you agree that the data may be shared without de-identification or other protective measures.

Data-Management Plan Insert

If you would like to mention QDR in your Data Management Plan (DMP) as the repository in which you plan to deposit your data, please contact us for a brief conversation about your potential deposit. If we agree that your data is suitable for deposit with QDR, please feel free to adopt and adapt the text below to include in your DMP:

The principal investigators have communicated with the Qualitative Data Repository (QDR) regarding their plan to deposit in QDR the data generated through the research project and accompanying documentation. QDR staff have confirmed that [insert type of data] are suitable for archiving with QDR. As the designated archive, QDR will take responsibility for managing the data and documentation after they are deposited and will make them available to the broader social science community according to [insert access conditions as necessary].

QDR is a domain repository that stores, publishes, and preserves digital materials (data and documentation) generated through qualitative and multi-method research. QDR has been certified as a "trustworthy data repository" by CoreTrustSeal. In tandem with the researchers who deposit data with QDR, its trained staff fully curates data to make them usable, discoverable, meaningful, citable, secure and durably preserved. As part of its curation process, QDR ensures that data are stored in formats appropriate for long-term archiving, assists in the creation of detailed documentation, publishes data with metadata in Data Documentation Initiative (DDI) format, and attaches a Digital Object Identifier (DOI) to data to facilitate findability and allow stable citations to the data.

More information about QDR can be found at www.qdr.org.