Publication packages
As agreed in the Guideline for the archiving of academic research for Faculties of Behavioural and Social Sciences in the Netherlands, all information needed to assess the results of written publications must be archived in a ‘publication package’ to ensure the transparency of qualitative and quantitative empirical research. Below, you can find what such a publication package should contain. Read more on scientific integrity at our faculty, and publication packages, on the intranet page of the Faculty Integrity Policy Committee
Creating a Publication Package
For every published empirical study (i.e., article, book chapter, dissertation chapter, research master’s thesis, retrievable internal report, etc.), the materials listed below must be stored. Note: consent forms and contact information are not part of the publication package.
Setting up a personal folder
The first time a publication package is created, the researcher must request a personal folder on the O: drive. This can easily be done via this Techsupport form.
Readme file
In the obtained folder, a separate subfolder can be created for each new publication. This folder must contain at least a readme file (metadata) describing where specific documents and/or files can be found and how they should be interpreted. The readme file must also include the following information:
- Name of the person who stored the documents and/or files.
- Division of author roles, indicating at least who analyzed the data.
- Date the manuscript was accepted, including reference.
- Date/period during which the data were collected.
- Names of the individuals who collected the data.
- (If applicable) Addresses of field locations where the data were collected and contact persons.
- Whether Ethical Review took place prior to the study, and any statements from the Ethics Review Committee.
- Whether the data will be made publicly available, and if not, a valid reason for withholding access.
- When storing the package outside the O: drive, a DOI to the publication.
- The readme file must be clear enough to allow reproduction of the results reported in the publication, based on the components of the publication package.
Alternative storage locations
The contents (listed below) of the publication package can either be stored in this folder on the O: drive, or on a platform of choice (Yoda, DataverseNL, OSF). It is important that the publication package can no longer be modified after publication (“read-only”) and that it cannot be deleted by the researcher. When using alternative storage solutions, be sure to also include a copy of the readme file.
Contents of the package
In addition to the readme file explained above;
1. Manuscript or publication
The published (or accepted) manuscript or publication, or a persistent link (such as the DOI) to an open access publication. If not already in the manuscript/publication, also include a brief description of the problem definition, research design, data collection (sampling, selection and representativeness of informants) and methods used.
2. Materials used
The instructions, procedures, design of the experiment and stimulus materials (interview guide, questionnaires, surveys, tests) that can reasonably be deemed necessary in order to replicate the research. The materials must be available in the language in which the research was conducted. The publication package itself must be in English.
3. Raw data
- When you use primary data, the (de-identified) raw data files, providing the most direct registration of the behavior or reactions of participants. For example: an unfiltered survey export, raw time series for an EEG measurement, recordings, interview transcripts, or descriptions of observations.
- If the raw data files are accessible via an external archive (such as DANS), referring to the files in this archive will suffice. Such externally archived raw data may include primary or secondary data.
- If applicable, documentation of the steps taken to de-identify the data.
4. Preprocessing code
Code describing the steps taken to process the raw data into processed/analysis data, for example Python or R scripts, Atlas.ti/SPSS/JASP syntax files, etc. Include brief explanations of the steps in English, for example through comments in the code or a description of the steps taken in the qualitative analysis of primary research data, i.e. themes, domains, taxonomies, components. When working with R packages (or other software that uses packages or plug-ins) that are not available through standard repositories, be sure to include them with your publication package to ensure reproducibility.
5. Processed/analysis data
The data files that were eventually analysed when preparing the manuscript (e.g. a data file after transforming variables, after applying selections, etc.). If the raw data was analysed directly, step 3 suffices.
6. Analysis code
Code describing the steps taken to process the processed/analysis data into results in the manuscript, for example Python or R scripts, SPSS/JASP syntax files. Include brief explanations of the steps in English, for example through comments in the code and/or a thorough methods section in the manuscript. When working with R packages (or other software that uses packages or plug-ins) that are not available through standard repositories, be sure to include them with your publication package to ensure reproducibility.
7. Data Management Plan
A copy of the most recent version of the data management plan.
8. Storage location
When storing the package outside the O: drive, a DOI to the publication.
9. Ethics documentation
Documents related to the ethical approval or a reference to such documents, for example the approval letter and a blank information letter and consent form.
Here you’ll find an example publication package, curated by data stewards of Erasmus University Rotterdam (Klapwijk et al., 2023):
Additional information for qualitative data
In addition to the above list, qualitative researchers should make sure to maintain a record of the following metadata:
- The dates of data collection, for example dates of interviews or observation, period(s) of time spent in the field (start date and return date), etc.
- The type of activities carried out, for example participant observation, number of interviews, frequency and character of observation, familiarizing oneself with the field, informal and formal conversations, etc.
- Interview and observation guides (if available)
- Any hard evidence of the period of time spent in the field (e.g. flight reservations, train tickets, etc.).