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Data Submission Manual

This submission manual provides practical information for contributors to the Ag Data Commons data repository and catalog. 

Table of contents

Quick Start Guide

  1. Log into Ag Data Commons or register for an account.
  2. Go to your "My Data" link in the upper right of the screen.
  3. Request storage for your data materials using the "request more storage" link
  4. Choose the "+Create a new item" button in the upper left of the screen or use the "Upload" button in the upper right to initiate the drag and drop interface to add a file or folder.
  5. Complete the form with information about the data.
    • Important: You MUST change the Group field under Title from “United States Department of Agriculture” to “Repository Records.” Use the button labeled Change Group and type "Repository Records" into the search box. Select the group and click Apply Changes to save.

    • Essential information includes Title, Item Type, Authors, Categories, Keywords, Description, Funding, License, Data Contact Name and Email, Publisher, Temporal Extent Start Date, Theme, Geographic Coverage (if answer to Theme is "geospatial"), ISO Topic Category, Bureau Code (for ARS data), Program Code (for ARS data), National Program Number (for ARS data)
    • Link any publications related to the data.
    • Upload or link data file(s) at the top of the form.
  6. Save changes and when ready submit the dataset for review using the red "Submit for review" button on the right-hand side of the screen.

Register for an Ag Data Commons account

A user account is only required to submit data resources to the Ag Data Commons. Those wishing to view or download data do not require accounts.

To submit data resources, select "Log In" at the upper right corner of the Ag Data Commons home page. You will be prompted to select the user type for your account. Options include:

  • Customer: Use this option for non-federal users (e.g., university partners, grant recipients, etc.). You can use Login.gov or eAuth to log into your account.
  • USDA Employee/Contractor: Use this option if you work directly for the USDA. You can use your PIV card, USDA MobileLinc, or USDA Work Account through Microsoft to log into your account.
  • Other Federal Employee/Contractor: Use this option if you work for a federal department outside the USDA. You can use your PIC/CAC PIN or Login.gov to log into your account.

Request storage capacity

Most users will start out with zero storage capacity and need to request additional capacity from the curation team to upload dataset files. To request storage, navigate to the "My Data" tab at the top of the screen. Below the tabs, in the center right is a bar displaying the total storage capacity for the user's account in the Ag Data Commons. Choose the link that says "request more storage" underneath the display bar.

This link opens a window that shows the user’s current storage quota and allows them to request storage space. Only request as much storage as needed for the material that will be uploaded directly to the Ag Data Commons. In the "add your reason and comments here (optional)" field, let the curation team know how many datasets you plan to upload and any other pertinent information to justify the increase in storage space. Choose the "Submit" button to send to the curators.

After submitting the request, the text under the storage capacity will change to "pending storage request" which means a curator has been notified of the request. Granting an increase in storage space can take up to 24 hours to fulfill, and possibly longer for larger storage requests.

Complete the registration and storage request process to begin submitting data files.

Organize data

Before beginning your Ag Data Commons submission, decide how you want to organize your data. Does your data consist of multiple unique sets of data, or only one dataset containing multiple files of data? Try to imagine a data user to determine the most useful grouping for the data in question.

Create multiple Ag Data Commons records if:

  • There are enough differences among the data files that they require unique descriptions of methods and data dictionaries (i.e., lists of the measurements included in the files).
  • People would use and cite portions of the data independently.
  • The authorship or publishers vary from dataset to dataset.

If creating multiple records, note relationships among datasets and other content using the Related Materials field relationships like "IsPartOf" if the dataset you create falls under a larger umbrella dataset, and "Cites" for datasets that draw material from existing sources (see more in the Related Materials field section of this page). In this way, users can create separate but related records for data that appropriately reflect the nature and connections between data.

Create a single record if:

  • It would be confusing and redundant to generate several unique Ag Data Commons records where one will suffice.
  • You cannot reliably and repeatedly separate distinct data files or datasets out from a larger database. In this case, create a single record for the whole database.

Another way to group multiple records is to create a collection of datasets. See the "Create a collection of datasets" section for more information.

 

Create a dataset

To create a new dataset record, use the following steps as a guide:

  • Select "Log in" at the upper right corner of the Ag Data Commons home page.
  • Go to your "My Data" link in the upper right of the screen.
  • Choose the "+Create a new item" button in the upper left of the screen.
  • Proceed to populate the information fields on this page. Fields marked with a red asterisk must be completed for publication in the Ag Data Commons. See the Description of fields section of this page for a list of all available information fields.
    • Important: You MUST change the Group field under Title from “United States Department of Agriculture” to “Repository Records.” Use the button labeled Change Group and type Repository Records into the search box. Select the group and click Apply Changes to save.

Add the data

When creating a record in the Ag Data Commons, users can upload data directly or link to data held elsewhere. The data uploaded directly receives a Digital Object Identifier, which provides a persistent link to the data. The catalog records linking to data held elsewhere receive a Handle identifier.

  • To upload files directly to the Ag Data Commons for storage and preservation, use the field at the top of the web form and choose "Add Files". You can browse for the files or drag and drop from a directory on your computer. You can upload a zipped directory of files or individual files as you see fit.
    • Your combined uploaded files across all your datasets must not exceed 20GB to add data files using this method. To check your available storage capacity, navigate to the "My data" page and look at the bar in the upper right next to the search bar to determine how much of your allotted storage you have used to date. The amount you have used appears to the left of the bar, and the total storage available to you appears to the right of the bar. To request additional storage capacity, contact NAL-ADC-Curator@usda.gov.
  • To create a catalog record that links to data files held in a different storage location, use the field at the top of the web form and choose "Link to external files". You can then enter a URL for the location of the files in the provided field. Click the check mark next to the field to save.
  • Include your data dictionary as an upload with the rest of your data files or use the Related Materials field described further down the page to link to an existing data dictionary using the "IsDescribedBy" relationship.

Description of fields

When you navigate to the "+Create a new item" page to create a new dataset you see the following fields. Essential fields marked with an asterisk. All other fields are optional but encouraged. Performing a page search by using Control/F (PC) or Command/F (Mac) will highlight the field in question. 

Primary Fields

  • Add or link data*: (choose one option) 
    • Add Files: Drag and drop or browse for files to upload directly from your computer to store in Ag Data Commons. Use a standard naming convention for your files and make file names as descriptive as possible for easy navigation in the dataset. Include full or minimally processed data in machine-readable formats whenever possible. Upload README files and/or data dictionary files to provide more context for the data. 20GB limit per dataset. (For larger datasets, contact NAL-ADC-Curator@usda.gov for options) 
    • Link to external files: Add the address where your resource can be found. Note that Ag Data Commons is not responsible for maintaining the link or for its validity. 
    • Set as metadata record: Submitters should not choose this option, as we reserve this for tombstone pages where data resources are no longer available. 
  • Item title*: Enter a descriptive dataset title; use dates, locations, and specific metrics that make this dataset unique. Data from a Primary Article should follow the naming convention "Data from: title of article" 
  • Group*: Use the “Change Group” button to choose the appropriate Group. If you are directly uploading data to Ag Data Commons, use the search bar to find and select the “Repository Records” group. If you are creating a catalog record linking to data held elsewhere, use the search bar to find and select the “Manual Catalog” group. Choose “Apply changes” in this popup when you finish. You MUST change the Group to one of these two options.
  • Item Type*: Use the “Change item type” button to pick one option from the dropdown menu. Choose “Save changes” in this popup when you finish. Most items in Ag Data Commons will use the “Dataset” item type but other options include Software, Media, Data Management Plan, Workflow, and Model. Choose “Online Resource” for catalog records where the Ag Data Commons record links to data stored elsewhere. 
  • Authors*: You can add authors from a directory or by manually entering their information; multiple allowed. Please note that your name will be automatically added as an author. If you are not an author of the dataset, make sure to manually remove your name by clicking on the "x" next to your name in the upper right. 
    • Choosing from the directory: Begin typing into the box to search for authors by full name, full email, or ORCID. Visit the ORCID website to search for an existing account or to create a new account.  
    • Manual entry: If an author does not appear in the search, you can add an author manually by choosing the “Add author details” option at the bottom of the author box after you begin typing their name. You will have the option to add the author’s first and last name as well as their email address and ORCID. If you enter authors into the system manually, verify the information is correct before saving. Author information containing emails or ORCIDs cannot be edited after saving and must be re-added in order to update names or emails. Avoid creating new entries for existing authors – if existing author information is out of date, contact Figshare support to update the entry. 
  • Categories*: Choose one or more high level terms from the Fields of Research taxonomy that best correlate with the content of the dataset. Begin typing in the box to narrow down your choices and choose items by checking the box to the left of the desired terms. To find narrower terms, use the arrow to the right of the displayed term to show the next level of available terms. 
  • Keywords*: 2,000-character limit. Enter one or more free-text keywords to aid in search and discovery of the data. Consider adding words or phrases you would use to find data like yours; multiple allowed. 
  • Description*: 10,000-character limit. A rich free text description that provides as much explanation as possible about the dataset. Include the who, what, when, where, why, and how of the data. This can be modified from article text (e.g., Abstract, Methods, Objectives), but should focus on characterizing the data, not the journal article. Please provide explanations for all acronyms and abbreviations. The Ag Data Commons encourages use of README files for more detailed explanations. 
  • Funding*: This field is connected to Dimensions database, which is a comprehensive research grants database that link grants to millions of resulting publications, clinical trials, and patents. Search by grant name / number or add your own. Include the institution name and project number, if available; multiple allowed. If a USDA agency, such as ARS or NIFA, funded the project, put the CRIS number or grant number in this field formatted as “USDA-XXX: CRIS Number” (e.g., “USDA-ARS: 2040-22430-026-00-D"). If you or one of the authors of the dataset or the primary article associated with the dataset are employed by ARS, add “USDA-ARS” as a funder even if direct grant money did not support your project.    
  • Related Materials: Add identifiers or links to any relevant content or external sources that help describe the research such as the primary article, data dictionary, or protocols. Open the Related Materials interface by choosing the “Manage Materials” button. This interface includes several fields for completion. 
    • Identifier: Add the most persistent link possible 
    • Title: Add a title for the material being linked 
    • Identifier type: Choose the type of link you are using -- most common will be DOI or URL but other options exist as well. 
    • Relation type: Use the drop-down menu to define the relationship between your dataset and the content you are linking to. These relationships should be read as “Your Dataset [relationship to] the Related Material.” For example, the relationship between the data and the article that it supports would be IsSupplementTo because Your Dataset is a supplement to Your Article. 
      • Commonly used relationships on Ag Data Commons are: 
        • IsSupplementTo: used for a link to a primary article describing or introducing the data. [Your Dataset is a supplement to the Related Material.] See this IsSupplementTo relationship type example.
        • IsDocumentedBy: used for a link to a method article. [Your Dataset is documented by the Related Material.] See this IsDocumentedBy relationship type example.  
        • Cites: used for a link to a source that this dataset cites or incorporates into its final product. [Your Dataset cites the Related Material.] See this Cites relationship type example.
        • IsPartOf: used for a link to a dataset that is part of a larger umbrella or container dataset or database. [Your Dataset is a part of the Related Material.] See this IsPartOf relationship type example.  
        • HasPart: used for a link to a dataset that is a subset / more granular part of this larger dataset record. [Your Dataset has the Related Material as a part.] 
        • IsDescribedBy: used for a link to a data dictionary, README file, or other material that explains the data files for easier understanding and reuse. [Your Dataset is described by the Related Material.] See this IsDescribedBy relationship type example.
        • IsVersionOf or IsNewerVersionOf: used for a link to an external dataset that is an older version of the one you are creating. [Your Dataset is a (newer) version of the Related Material.]  Not for use within the Ag Data Commons, which has in-record versioning. 
        • HasVersion or IsPreviousVersionOf: used for a link to an external dataset that is a newer version of the one you are creating. [Your Dataset is a (previous) version of the Related Material.] Not for use within the Ag Data Commons, which has in-record versioning. 
        • IsCompiledBy: used for a link to software, tools, or other resources that are used to create the dataset. [Your Dataset is compiled by the Related Material.] See this IsCompiledBy relationship type example.
        • IsSupplementedBy: used for related articles and material that provide more context about the dataset. [Your Dataset is supplemented by the Related Material.] Examples include group web sites, blog posts, remote images, webinars, videos, or any remote web page. See this IsSupplementedBy relationship type example.
      • Other relationships may apply to your linked materials. The Ag Data Commons platform uses the relationType descriptions found in the DataCite schema on page 58. Include any necessary explanations for these links in the dataset description. 
    • Check the box next to “Show in linkout area” to allow this link to appear on the right side of the record in a more prominent manner. You may choose up to 5 linked resources to highlight in this manner. 
    • Use the “Add material” button to add this related material to your record. You can add multiple items at a time, which will appear in this window as a list at the bottom of the interface box. Edit these materials by choosing the triangle to the right of the list item. 
    • Use the “Done” button at the bottom right of the screen to finish adding related content. 
  • License*: Enter the license assigned to this dataset. Federally generated data should carry a Public Domain dedication such as Creative Commons CC Zero (CC0) or U.S. Public Domain. See Copyright and License Policy - a help article for using figshare for more information about licenses, and learn more about what U.S. government works are copyrighted. The following scenarios based on guidance from the Federal CIO council clarify the suggested license choice:
    • If federal employees make up 100% of those who generated the data as part of their work, data should carry a Creative Commons CC Zero license. If concerns arise surrounding international public domain, use a U.S. Public Domain license. 
    • If federal employees collaborate with non-federal researchers and co-own the data, check the terms of the grant, collaborative agreement, or other contract agreement for a “rights in data” or related clause. Use the licensing information specified. In the absence of a specific license mentioned in the agreement, see #3. 
    • If non-federal researchers receive federal funding to produce their data, choose from the following license recommendation: CC Zero (preferred), CC BY (Creative Commons Attribution), or CC BY SA (Creative Commons Attribution-ShareAlike). Find license definitions and additional information at http://opendefinition.org/licenses/ or https://creativecommons.org/licenses/. The Ag Data Commons cannot accept data with more restrictive licensing. 
  • Data contact name *: Provide the name of the person or position best suited to answer questions about this dataset to serve as a long-term contact point for the dataset. This can differ from the dataset author/originator e.g., a data curator or administrator. Format as LastName, FirstName, M.I. 
  • Data contact email *: Contact point’s email address. 
  • Publisher *: Publisher of the current version of the dataset. The field defaults to “U.S. Department of Agriculture” until changed. If the dataset is published on an external platform, the value must be changed to indicate the platform. The value of the field will be used in the autogenerated citation.  
  • Intended Use: 2,000-character limit. Explain the intended use and benefits of the dataset. What purpose should the data serve? For example, precipitation data collected to study patterns of groundwater recharge, to validate watershed models, etc.; Life-cycle assessment (LCA) data intended for a wide range of impacts in private or public use and/or for product comparisons, etc. The Ag Data Commons encourages use of README files for more detailed explanations. 
  • Use Limitations: 5,000-character limit. Explain the limitations regarding the dataset's usability. Example statements include “estimates biased over water,” “equipment malfunctioned during a specified time,” or “granularity makes data unsuitable kinds of analysis”. The Ag Data Commons encourages use of README files for more detailed explanations. 
  • Temporal Extent Start Date*: Enter the start date of the temporal period that the dataset covers. This generally refers to data collection or the project life span. Sequencing data and other analytic data should use the date of analysis. 
  • Temporal Extent End Date: Enter end date of the temporal period that the dataset covers or leave blank for ongoing projects. 
  • Frequency: The frequency with which dataset is updated or published. 
  • Theme*: To meet the requirements of the Geospatial Data Act, mark a dataset as "Geospatial" if data must comply with the requirements of the GDA and has a downloadable ISO 19115 or CSDGM metadata file in XML format. Submit this metadata file with the rest of the files in the dataset or provide a link to downloadable metadata for this dataset in Related Materials (HasMetadata). These geospatial datasets will contain information tied to a location on the Earth (e.g., latitude/longitude points, bounding box, polygons). Choose “non-geospatial” if data are not tied to a location on the Earth. A “not specified” option is also available if data are tied to a location on the Earth but do not need to comply with the GDA. 
  • Geographic Coverage: 10,000-character limit. Global coverage of the dataset, expressed as one or more points, polygons, or bounding boxes. Use this field if your data applies to a specific geographic location, e.g. a test plot or watershed. Enter encoded geographic structure information as GeoJSON, or latitude and longitude points. Use a README file to add more complex GeoJSON or bounding box coordinates that exceed the character limits of this field, along with any other information to provide more context for your dataset. You may also upload a JSON file or shapefile with the GeoJSON information. 
  • Geographic location – description: 2,000-character limit. Textual description of the geographic location of the dataset. Can be a street address, city, part of the world, or other free text description. Use words from GeoNames.org (http://www.geonames.org) if possible. If your dataset applies to a general geographic location, e.g. a state or continent, use this field instead of Geographic Coverage. 
  • ISO Topic Category*: High-level subject categorization used by ISO 19115 and data.gov. Select from the drop-down list; multiple allowed. 
  • Ag Data Commons Group: Select if applicable. These groups are specific to the Ag Data Commons. Use only if you are affiliated with one of these groups. 
  • National Agricultural Library Thesaurus terms: ADMINISTRATIVE USE ONLY, DO NOT USE. Maintained by NAL, NALT controlled keywords incorporate agricultural concepts and organism taxa.  
  • OMB Bureau Code: This is a unique two-digit number assigned by the Office of Management and Budget (OMB) to each bureau within each department of major agency. It is used to identify and access data in the budget database. The code is used in the U.S. Open Data community (DCAT-US Schema v1.1) to specify the bureau that funded or co-funded the data. If the dataset you are submitting is funded by a federal agency, or one of the authors is employed by a federal agency, add corresponding OMB Bureau Code from the dropdown. For example, USDA-Agricultural Research Service (ARS) funded research should be “005:18”. Multiple bureau selections are allowed. 
  • OMB Program Code: OMB Program Code is a code of a specific activity or project as listed in the program and financing schedules of the annual budget of the United States Government. Most datasets with ARS Bureau Codes should also have a program code. For example, ARS-funded research, which is associated with a National Program, should carry a “005:040 - National Research” program code. 
  • ARS National Program Number: Choose if the data should be associated with an ARS National Program. 
  • ARIS Log Number: Enter the ARIS Log Number for this data, if applicable. Only applies to datasets created by Agricultural Research Service employees. 
  • Primary article PubAg Handle: Enter the PubAg ID for the primary article related to this dataset. 
  • Pending citation: Choose Yes if primary article publication is pending or forthcoming. 
  • Related material without URL: 2,000-character limit. Manual citation entry for related articles that cannot be linked with a digital identifier in the Related Materials section. You can also include a pending citation if your article has not yet been published. Format citations as: Author 1 Last Name, First Name; 1; Author 2 Last Name, First Name. (Year published). Dataset title. Publisher. 
  • Preferred dataset citation: 1,000-character limit. Optional custom citation. Leave blank to use the automatically generated citation. Format citations as: Author 1 Last Name, First Name; 1; Author 2 Last Name, First Name. (Year published). Dataset title. Publisher. DOI or URL. 
  • Public Access Level: All data on the Ag Data Commons currently carries a “public” access level. 
  • Item Actions: 
    • Add embargo: DO NOT USE. Ag Data Commons cannot accept any data that has been embargoed. If you want to wait to publish your data until your article has been published, please see this article from Figshare: Publishing a Dataset at the same time as the associated Article. 
    • Share with private link: use this option to configure a private link that can be shared with a peer reviewer or publisher. This is an anonymous link and your identity will not be known to peer reviewers. Do not use the private link to reference your dataset in your article. 
    • Manage identifiers: add a preexisting DOI or Handle identifier for material published elsewhere or reserve a new DOI for material uploaded directly to the Ag Data Commons. All data uploaded to the Ag Data Commons will receive a DOI upon publication. 
    • Edit timeline: For material that has been previously published, specify separate Online publication date for work that appeared online in any context and/or formal Publication date for both online and hard-copy material if different from the post date to the Ag Data Commons. 
    • Add custom thumbnail: Select a custom image for this item’s thumbnail preview on the public side. If left blank, it will be defaulted to a custom-made preview, based on the selected item type, until an automatically generated one, based on your uploaded files, can be displayed. Maximum file size 2 MB, .jpeg or .png format, recommended resolution 216 x 162 pixels. 

Data description field pointers

Include the following in the narrative Description field of the dataset, if applicable:

Some of the following items have dedicated fields that allow for more detail. Including these details in the dataset Description field in addition to subject-specific fields may improve search and discovery.

  • Make sure the Description describes the data, not the project or article
  • Description should address the who, what, where, why, and how of the data
  • Description of the experiment setting: location, influential climatic conditions, controlled conditions (e.g., temperature, light cycle)
  • Processing methods and equipment used
  • Study date(s) and duration
  • Study spatial scale (size of replicates and spatial scale of study area)
  • Level of true replication
  • Sampling precision (within-replicate sampling or pseudo replication)
  • Level of subsampling (number and repeat or within-replicate sampling)
  • Study design (before–after, control–impacts, time series, before–after-control–impacts)
  • Description of any data manipulation, modeling, or statistical analysis undertaken
  • Description of any gaps in the data or other limiting factors
  • Outcome measurement methods and equipment used
  • Include a description of the individual files included in the package with file names, titles, and other relevant information about the package contents (if not creating a README file for this purpose)

Data description pointers based on information from the following publication:

Haddaway, N. & Verhoeven, J. (2015). Poor methodological detail precludes experimental repeatability and hampers synthesis in ecology. Ecol Evol, 5(19), 4451-4454. http://dx.doi.org/10.1002/ece3.1722

Viewing and sharing unpublished datasets

When logged in and viewing the "My data" tab, you can see all the content you created in the Ag Data Commons. The "Status" column on this page indicates the visibility of the dataset. A blank, or a gray circle indicates an unpublished dataset. A hollow green circle indicates an unpublished dataset in review by the curation team. A solid green circle indicates a published dataset viewable by anyone. Only the logged-in dataset owner can view their unpublished datasets.

Users can generate private links to unpublished content by choosing the dataset to share from the "My data" tab and navigating to the Edit page. On the right side of the screen in edit mode, choose the "Share with private link" option to generate the link to send to collaborators, journals, and anyone else who needs to view an unpublished dataset.

Submit a dataset draft for review

A dataset draft remains hidden from public view until a curator reviews and publishes the dataset and resources. Submit dataset drafts for review after you are finished editing so a curator may approve and publish them. Submit datasets for review in one of two ways.

Submit one or more datasets for review from the "My data" page

Submit multiple datasets for review at the same time using this workflow once the datasets need no further editing.

  • Choose "My data" in the top right of the screen to see all the logged-in user’s datasets.
  • Choose the checkbox to the left of all datasets to submit for review. Then choose the "Actions" button at the top of the list and use the “Submit for Review” option from the dropdown list.

Submit a single dataset directly during the editing process

This method makes the most sense for submitting a dataset for review immediately after editing.

  • Enter the edit mode for the dataset in question through your "My data" page and make changes to the dataset as needed.
  • When finished editing, choose "Submit for review" on the right side of the screen to move the dataset into the queue for moderation.

Review by an Ag Data Commons curator

An Ag Data Commons curator reviews all submitted datasets and resources. Curators approve datasets for publication and inform submitters of any necessary changes prior to publishing. Curators may add keywords or other elements to enhance search and discovery in the Ag Data Commons.

Updating and revisiting a data entry

If a user needs to add data or other resources to a dataset record after publication, navigate to the record in the "My data" page and edit the dataset as needed. Changes to datasets that will trigger in-record versioning include changes to the title, authors, license, adding new files, removing files, replacing files, or replacing the link to data files stored elsewhere.  See Figshare’s versioning policy for more details. Minor changes to elements like keywords or linked related materials will not trigger a new version.

The dataset owner can always edit a dataset’s content after submitting for review, as well as after publication. Re-submit the dataset for review after editing so a curator can approve and publish the changes.

Prior to publication, users can delete unwanted draft content using the "Delete item" option but cannot delete content once it has been published. Contact the Ag Data Commons curation team if published content must be hidden or removed.

Create a collection of data sets

The Ag Data Commons allows registered users to create collections of datasets which can receive a DOI for citation.

To create a collection:

  • While logged in to your account, navigate to the Collections tab at the top of your screen.
  • Use the "+Create a new collection" button at the top left of the screen to start a new collection or choose an existing collection to edit.
  • If creating a new collection, fill out the web form. You will find fields like those available when creating a dataset.
  • Use the "Save changes" button at the bottom of the form to save the metadata for the collection.
  • To add datasets to a collection, choose the collection from the list in your Collections tab. This takes you to the collection where you will see the current group of datasets. To add more, use the "+Add new items" button in the upper left corner of the screen. Type the title of the dataset to narrow down options and then choose the dataset to add from the list by hovering over and clicking. A green checkbox appears in selected datasets, and you can choose multiple. When finished, choose the "Add selected item(s)" button at the bottom right of the screen.
  • To share the collection without publishing, enter the collection and navigate to the "Manage" button with the gear next to it in the upper right. Choose "Generate private link".
  • To edit your collection, enter the collection and navigate to the "Manage" button with the gear next to it in the upper right. Choose "Edit collection details" and make your edits.
  • To reserve a DOI for a collection, enter the collection and navigate to the "Manage" button with the gear next to it in the upper right. Choose "Edit collection details" and scroll to the bottom of the form where you will select the "DOI Reserve Digital Object Identifier" option and save the changes.
  • To publish a collection, enter the collection and navigate to the "Manage" button with the gear next to it in the upper right. Choose "Publish collection" if you have completed the essential fields. The published collection appears in the main Ag Data Commons dataset list so anyone can see and cite the collection.

Submitter checklist

Before submitting a dataset for review, make sure to complete these essential fields:

  • Title
  • Group
  • Item Type
  • Authors
  • Categories
  • Keywords
  • Description
  • Funding
  • License
  • Data Contact Name and Email
  • Publisher
  • Temporal Extent Start Date
  • Theme
  • Geographic Coverage (if answer to Theme is “geospatial”)
  • ISO Topic Category
  • Bureau Code (for ARS records)
  • Program Code (for ARS records)
  • ARS National Program Number (for ARS records)

Records missing this core information will be returned to the submitter for completion.

General Submission Tips

✔ Spell out all acronyms and abbreviations.

✔ Check for typos.

✔ For data based directly on a paper, use the "Data from:" convention in the Title.

✔ Make the Title descriptive - Include locations, dates, and other informative text.

✔ Make sure the Description describes the data, not the project or article.

✔ Make sure the Group has been changed to Repository Records for a dataset or Manual Catalog for a catalog entry.

✔ Submit appropriate resources (data, not just figures or summary tables), preferably in a machine-readable format (csv is preferred for data files; XLS can be converted and added as an additional CSV resource).

✔ Provide a Data Dictionary and/or README file.

✔ Select "Preview item" from the right side of the screen to view the record as it will appear publicly.

✔ Choose "Submit for review" when ready to publish.

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