Before You Submit Your Data: Depositor Final Review Checklist

While not all of these items are mandatory, providing more complete information increases the chances of the materials being easily replicated and reused. If you have questions or concerns, please email [email protected] and we will work with you to resolve any issues.

Before you submit your data, confirm that:

Data files are complete

• All final data files are included or clearly identified by version.
• Quantitative and qualitative files are complete and organized.
• Variables, labels, missing data codes, weights, merge files, and syntax are included as needed.

Documentation is complete

• Codebooks, data dictionaries, README files, or user guides are included.
• Documentation explains variables, values, missing data, methods, and file structure.
• Computed or derived variables are identified and described.

Study materials are included, if applicable

• Questionnaires, survey instruments, interview protocols, or data collection instruments are included.
• Final reports, project summaries, or related publications are included if available.
• Syntax, code, weighting information, or merging instructions are included when needed for reuse or replication.

Files are named clearly

• File and folder names are unique, descriptive, and consistent.
• File names show the relationship between data and documentation.
• Multiple datasets are clearly matched with their corresponding documentation.

Sensitive data has been reviewed

• Direct identifiers have been removed when possible.
• Indirect identifiers and contextual details have been reviewed for disclosure risk.
• Sensitive variables or qualitative details that may increase reidentification risk have been identified.

Access restrictions are identified

• You have determined whether the data should be public-use or restricted-use. ICPSR reviews deposited data for disclosure risk and may work with depositors to create public-use and/or restricted-use versions when appropriate.
• Confidentiality, legal, contractual, or institutional restrictions are documented.

Accessibility guidance has been followed

• Documents, spreadsheets, images, audio, and video have been reviewed for accessibility.
• Scanned documents include OCR when possible.
• Images, visualizations, audio, and video include text alternatives when appropriate.

For details, see Prepare Accessible Study Materials for Deposit.

Metadata is ready

• Study title, principal investigators, and affiliations are included.
• Project description, methodology, data collection dates, and unit of analysis are provided.
• Sample, universe, funding source, grant number, and project website are included when applicable.

To learn more about the study-level metadata to include with your data deposit, see ICPSR Metadata Documentation Portal.

Rights, permissions, and agreements are addressed

• Consent forms, IRB documentation, or terms of use have been reviewed.
• Data sharing is consistent with participant consent, IRB, funder, institutional, and applicable agreement requirements.
• Publication, promotion, journal, funder, or release timing considerations are identified.