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Research Data Management

Data availability statements

What is a data availability statement?

A data availability statement (also sometimes called a ‘data access statement’) tells the reader where the data associated with a paper is available, and under what conditions the data can be accessed. They also include links (where applicable) to the data set.

Compliance with funder policy

All research papers should tell the reader how the underlying data can be accessed, either in a "data access statement" in the acknowledgements or with a simple citation. This is mandatory if you have funding from any of the UKRI councils or the EC (Horizon 2020). The UKRI’s Common principles on research data require that “Published results should always include information about how to access the supporting data.”

You must include a statement even if your data is not publicly accessible or you did not create any new data. (Wondering why statements are needed? We discuss the reasoning in our blog post on data statements.) 

The simplest way to comply:

  1. Put your data file(s) on CORD, our institutional data repository (see Using CORD for guidance) – you can reserve a DOI for your dataset without making it public, saving your record as a draft. 
  2. Use this DOI in a data access statement saying: "Data underlying this study can be accessed through the Cranfield University repository at https://doi.org/10.17862..." appending the URL with the DOI you have reserved for your record).

How should I write a data availability statement?

The table below contains template statements that you can use or adapt. This is not an exhaustive list however, and an individual data set might warrant a different type of statement.

Availability of data Template for data availability statement
Data openly available in a public repository that issues datasets with DOIs The data that support the findings of this study are openly available in [repository name, e.g., “CORD”] at http://doi.org/[doi]
Data openly available in a public repository that does not issue DOIs The data that support the findings of this study are openly available in [repository name] at [URL]
Data derived from public domain resources The data that support the findings of this study are available in [repository name] at [URL/DOI]. These data were derived from the following resources available in the public domain: [list resources and URLs]
Data available within the article or its supplementary materials The author/s confirm that the data supporting the findings of this study are available within the article [and/or] its supplementary materials.
Data generated at a central, large-scale facility, available upon request Raw data were generated at [facility name]. Derived data supporting the findings of this study are available from the corresponding author [initials] on request.
Embargo on data due to commercial restrictions The data that support the findings will be available in [repository name] at [URL / DOI link] following a [6 month] embargo from the date of publication to allow for commercialization of research findings.
Data available on request due to privacy/ethical restrictions The data that support the findings of this study are available on request from the corresponding author, [initials]. The data are not publicly available due to [restrictions, e.g., their containing information that could compromise the privacy of research participants].
Data subject to third party restrictions The data that support the findings of this study are available [from] [third party]. Restrictions apply to the availability of these data, which were used under license for this study. Data are available [from the authors / at URL] with the permission of [third party].
Data available on request from the authors The data that support the findings of this study are available from the corresponding author, [author initials], upon reasonable request.
Data sharing not applicable – no new data generated Data sharing is not applicable to this article as no new data were created or analysed in this study.
Non-digital data available Non-digital data supporting this study are curated at [add location].
Data not available due to [ethical/legal/commercial] restrictions Due to the nature of this research, participants of this study did not agree for their data to be shared publicly, so supporting data is not available.