How do I choose a repository for sharing and/or archiving my data?

There are several key features to consider when selecting a repository to use.

The NIH offers a list of RCDesirable Characteristics for All Data Repositories List of desirable characteristics to look for when choosing a repository catalog entrydirect link RC Desirable Characteristics for All Data Repositories to look for when considering repository options:

• Long-term sustainability
• Metadata
• Curation & quality assurance
• Free & easy access
• Broad & measured reuse
• Clear user guidance
• Security & integrity
• Confidentiality
• Common format
• Provenance
• Retention policy

Ensuring data and metadata follow FAIR Guiding Principles:

• Findable
• Accessible
• Interoperable 
• Reusable

Yes, researchers can deposit the same dataset in multiple repositories; however, this approach should be done strategically and transparently to avoid confusion, versioning issues, or noncompliance with repository or funder policies. At Indiana University, data librarians generally recommend that researchers identify one authoritative version of the dataset, but there are legitimate scenarios where a secondary deposit, often referred to as “dual deposit”, is appropriate and even advisable.

Two key reasons to consider depositing in more than one location are redundancy and preservation. For example, if a researcher deposits data in a federally funded or domain-specific repository that meets funder requirements (e.g., GenBank, ICPSR, NIH dbGaP), they might also create a backup copy in IU’s RCScholarly Data Archive (SDA) catalog entrydirect link RC Scholarly Data Archive (SDA) to guard against the risk of deprecation, defunding, or service disruptions. Another practice, especially in the case of repository uncertainty, is to deposit in both a disciplinary repository and an institutional repository, such as RCDataCORE Provides access & preservation services for digital research data catalog entrydirect link RC DataCORE (IUB) or RCDataWorks Repository for preserving and sharing IUI digital research data catalog entrydirect link RC DataWorks (IUI) to improve long-term accessibility and institutional stewardship.

Researchers should avoid indiscriminate or uncoordinated duplication across multiple repositories, as this can create confusion about which version is definitive, especially when RCDOIs Mints DOIs for scholarly work deposited in DataCore & IUScholarWorks catalog entrydirect link RC DOIs or metadata differ. It is also important to check the terms of service for each repository, as some (particularly those in commercial or international settings) may place restrictions on redistribution. Before pursuing multi-repository deposit, IU researchers are encouraged to consult with RCdata librarians Contact information for IU Research Data Services Librarians catalog entrydirect link RC data librarians , who can help determine the most appropriate deposit strategy, ensure proper version control, and avoid unintended policy or licensing conflicts.

The potential defunding or shutdown of a data repository is a growing concern in the research community. If a repository becomes inaccessible, researchers risk not only losing access to their data but also the ability for others to find, cite, and reuse it, which impacts reproducibility, compliance, and scholarly visibility. To mitigate this risk, researchers at Indiana University are encouraged to adopt redundant data preservation strategies and proactively plan for repository instability.

The first line of defense is to maintain a secure backup copy of any data deposited into an external repository. IU researchers can use the RCScholarly Data Archive (SDA) catalog entrydirect link RC Scholarly Data Archive (SDA) as a long-term, institutionally supported storage solution for this purpose. SDA is designed for preservation, not public access, so it provides a safeguard without creating confusing duplication in the public domain. By storing a full, fixed copy of a dataset, including any documentation or code, researchers ensure that the data remains accessible and re-shareable if the primary repository becomes unavailable.

Additionally, IU’s RCDataCORE Provides access & preservation services for digital research data catalog entrydirect link RC DataCORE (IUB) and RCDataWorks Repository for preserving and sharing IUI digital research data catalog entrydirect link RC DataWorks (IUI) repositories can serve as either primary or secondary deposit locations. For example, if a researcher deposits data in a domain-specific or federal repository (e.g., RCICPSR Provides a social science data archive & research methods training catalog entrydirect link RC ICPSR , RCDryad Open data publishing platform catalog entrydirect link RC Dryad , or an RCNIH supported repository BMIC maintained lists of domain-specific & generalist data sharing repositories catalog entrydirect link RC NIH supported repository ), they may also create a metadata-only record with a RCDOI Mints DOIs for scholarly work deposited in DataCore & IUScholarWorks catalog entrydirect link RC DOI in one of IU’s repositories. This ensures that the dataset remains discoverable and citable, even if the external service becomes unstable or permanently unavailable. In the event of a shutdown, researchers can update the DOI or metadata record to point to the backup copy stored at IU, preserving access and scholarly continuity.

Finally, IU data librarians can assist with transition planning and repository evaluations. If researchers become aware that a repository they use is at risk, or if they receive notification of changes to access policies or infrastructure, they should immediately contact the repository for guidance. IU’s support teams can help extract data before shutdown, prepare a replacement deposit, and maintain data availability statements in line with funder or publisher requirements. Taking these proactive steps ensures that research outputs remain accessible, reliable, and preserved, regardless of external disruptions.