This metadata guide provides instructions for completing fields in the Citation Metadata, Software Description, and Terms sections in the Johns Hopkins Research Data Repository. Here are a few notes before you start populating these fields:

  • The default template is named “Standard JHRDR Self-Deposit Template (name TBD).” You should always use this one to enter metadata because it contains formats, instructions, and prefilled text required by JHRDR.
  • Fields with red asterisk (*) are required fields. If you need a DOI soon, you can fill these required fields and save it as a draft in order to get a DOI. You can fill the rest of the fields later. We encourage you to fill out as many fields as possible.
  • Content you enter into each metadata field can be changed later if necessary, as long as a dataset is not published. Once a dataset is published, you can still change the content, but a new version will be created and the old version(s) will still be accessible.
  • If you don’t enter anything into a field, that field will not show up in the final metadata record. For example, if you don’t have any keywords for your dataset, you can leave the Keyword field blank. When your dataset is published, users will not see the Keyword field.

If you have any questions or feedback on the Metadata Guide, please contact Data Services via dataservices@jhu.edu.

Citation Metadata

  • Title

    We recommend datasets shared with associated publications incorporate their titles formatted as:

    Data associated with the publication: [Publication title] or

    when including code:

    Data and code associated with the publication: [Publication title] or code/software only:

    Code associated with the publication: [Publication title] or use the tile of the code.

    Please capitalize only the first letter of the first word and proper nouns of the title and capitalize the first letter after the colon.

    Example:  Data associated with the publication: How data sharing improves research: Facts and figures

    If the publication is not associated with a current publication, use the project name, elements of an experimental phase, or other details that help distinguish this dataset from any prior or future datasets; e.g., “Data associated with: [Project title]” A dataset intended as a standalone research resource may have its own title; e.g, “JHU SPIF Project Sample Data Corpus”

    DO NOT click the “Add “Replication Data for“ to Title” because JHRDR does not use that format in our titles.

  • Authors

    Authors: Name

    All authors listed here will appear in the dataset citation. For datasets associated with publications, we recommend including the same authors and author order. Alternatively, list authors associated with the dataset and associated project as applicable. There is a separate section to include additional contributors to the dataset who are not listed in the publication as authors, or who you do not wish to include as primary dataset authors.

    When entering authors, there are two choices: To enter the name manually or to enter the ORCID number. If entering the author name manually, follow the format Last Name, First Name Middle Initial. If using ORCID, please verify that the name is formatted as we recommend in the pre-filled text. If you enter an author’s name but can’t find the ORCID in the drop-down list, try to enter the ORCID number instead to find the name.

    Author: Affiliation

    Please enter the author affiliation in the format supplied with pre-filled text. Include the most relevant department name and the institution, but not the Johns Hopkins Division (i.e., Johns Hopkins University, but not Johns Hopkins School of Medicine). You may add Centers or other primary affiliations the authors typically include for publications.

    Department of [Dept Name], Johns Hopkins University, City, State Abbreviation, Country  

    Example: Department of Epidemiology, Johns Hopkins University, Baltimore, MD, USA

    Affiliations may include multiple affiliation listings if desired, separated by commas: Department 1, Department 2, Center, Johns Hopkins University, Baltimore, MD, USA. If also affiliated with an external institution, separate with a semicolon and include the institution name, city, state, and country. Please use the most relevant affiliation at the time of release of the dataset.

    Author: Identifier Type

    The Author Identifier Type field will only be visible on the data entry when manually entering an author name rather than using the ORCID look-up feature.

    ORCID is the preferred author identifier for this repository. (ISNI, LCNA, VIAF, GND are also available if used by authors instead of ORCID.)

    Author: Identifier

    Enter the identifier number with the “numbers-only” format rather than the full html to allow the repository to automatically hyperlink to the record.

  • Point of Contact

    Point of Contact: Name

    Pre-filled text for the first field is: For questions about the data contact [PI’s first name last name] via [email]. Replace text in the square brackets with your information and delete those square brackets.

    Pre-filled text for the second field is: For questions about access to the data contact Johns Hopkins University Data Services via dataservices@jhu.edu. DO NOT edit this one.

    The contact listed for responding to questions about the dataset should be the author or contributor who will be responsible for the dataset for at least 5 years. This should be a JHU affiliate, typically the project PI. An additional contact may be added, such as a graduate student who deposited the data or the corresponding author of the associated publication. If the contact person is no longer available to answer questions or move to another institution, you can update it by contacting JHU Data Services. If the depositor’s lab or project has a separate contact email, this may be used but ideally not as the only contact.

    You will see a second set of contact fields pre-filled by JHU Data Services for addressing technical questions. This should not be edited.

    Point of Contact: Affiliation

    Enter just the one primary department affiliation and institution name of the primary contact: Department of [Dept Name], Johns Hopkins University.

    Point of Contact: E-mail

    Use the affiliated JHU institutional email for contact, ideally at least one email anticipated to be active for 5+ years. Do not use Gmail or other 3rd party emails as a primary contact. Secondary contacts may use them if these are the best long-term contacts or if an institutional affiliation is not available.

  • Description

    Description: Text

    Enter a description of the dataset, with sufficient detail to understand the context of the included data files. The length could range from a few sentences referring its organization to an abstract-sized overview containing more details on the dataset’s content and its relevance. Mention any details users may need to know to access or use the data. For example, state if the files are organized to include the underlying data supporting each figure, table, or supplementary information in the paper, or includes the accompanying Python code in the collection. The description should be different than the abstract of the associated publication but can draw from t, and refer to your dataset’s README file documentation for more details.

    This field can include the following HTML tags, <a>, <b>, <blockquote>, <br>, <code>, <del>, <dd>, <dl>, <dt>, <em>, <hr>, <h1>-<h3>, <i>, <img>, <kbd>, <li>, <ol>, <p>, <pre>, <s>, <sup>, <sub>, <strong>, <strike>, <u>, <ul>.

    Examples:

    To include a URL link in the format: <a href=”https://www.example.com”>My Project Lab Website</a>

    To make text bold: This dataset is <b>great</b>!

    To make text italic: This dataset is <i>great</i>!

    Description: Date

    Add the Year and Month the description was created in the format of YYYY-MM.

  • Subject

    Choose one or more subject terms that best fit your research area. This is a set list of categories that are used for search and filter lists on the Repository catalog. More specific fields of research applicable to your data may be added under the Topic Classification field. Additional contextual terms can be added in the Keyword field.

  • Keyword

    Keyword: Term

    Add any keywords that help with the context and discovery of your dataset. You can use terms from a related publication or create new ones. Keyword Terms are used as search terms but do not appear on the filtered lists of the catalog.

    Fill in the next three fields as applicable only if your keywords are from a specific standardized source of keywords from a thesaurus or ontology used by your discipline or research field, such as Unified Astronomy Thesaurus, or Gene Ontology, Provide the URL to the source. Otherwise, leave these fields blank.

    Keyword: Term URL

    If using a standardized source of keywords from a thesaurus or ontology used by your discipline or specialty, in which each term of the controlled vocabulary has its own URL link, please include that link here. Otherwise, leave blank if creating your own keywords.

    Keyword: Controlled Vocabulary Name

    If using a standardized source of keywords from a controlled vocabulary used by your discipline or research field, include the name of that standard that is associated with the “Keyword Term URI” field. Otherwise, leave blank.

    Keyword: Controlled Vocabulary URL

    If using a standardized source of keywords from a named controlled vocabulary used by your discipline or research field, include the URL link to that resource (thesaurus, ontology) associated with the “Controlled Vocabulary Name” field. Otherwise, leave these blank.

  • Topic Classification

    Topic Classification: Term 

    Enter one or more research fields or areas of specialization that are applicable to your dataset. These terms are searchable and serve as subsets of the Subjects list to facilitate the listing of datasets from particular research areas.

    If your Topic Classification term(s) are from a specific standardized source used by your discipline or research field, such as Medical Subject Headings, please fill in the next three fields as applicable. Otherwise, leave these blank.

    Topic Classification: Controlled Vocabulary Name

    If your Topic Classifications are from a specific standardized source used by your discipline or research field, such as Medical Subject Headings, please provide the URL to the source. Otherwise, leave this field blank.

    Topic Classification: Controlled Vocabulary URL

    If using a standardized source of Topic Classifications from a named controlled vocabulary used by your discipline or research field, include the URL link to that resource associated with the “Topic Classifications: Controlled Vocabulary Name” field. Otherwise, leave these blank.

  • Related Publication

    Related Publication: Relation Type

    If publications are associated with the dataset, list the full citation in the following five fields. For the “Relation Type” the default value “Is Supplement To” is applicable for most cases to indicate the dataset associated with the listed publication. This default may also be used for pending publications (see next field instructions). Additional publications that directly use the included data may be added using the “+” icon. Citations for supporting publications or public documents that are indirectly related to the data may be included in the “Related Materials” section. If there are no related publications, you may leave all the Related Publication fields blank.

    Related Publication: Citation  

    If the related article is published, please enter the full citation.

    You may use the same format citation as it appears in the journal, but DO NOT include the DOI (or other identifiers) in this field. It is added in the “Related Publication Identifier” field and will display as part of the full citation.

    If your publication is not yet published in a journal, enter the following as applicable:

    “Manuscript submitted for publication.” or “Manuscript accepted for publication.”

    You may include the journal name and publication title if known. We can publish your dataset ahead of the article’s publication, or you may contact us to release the data upon publication and/or update the publication citation.

    This field can include the following HTML tags, <a>, <b>, <blockquote>, <br>, <code>, <del>, <dd>, <dl>, <dt>, <em>, <hr>, <h1>-<h3>, <i>, <img>, <kbd>, <li>, <ol>, <p>, <pre>, <s>, <sup>, <sub>, <strong>, <strike>, <u>, <ul>.

    Examples:

    To include a URL link in the format: <a href=”https://www.example.com“>My Project Lab Website</a>

    To make text bold: This dataset is <b>great</b>!

    To make text italic: This dataset is <i>great</i>!

    Related Publication: Identifier Type

    Choose the type of permanent identifier for the associated citation. DOI is the typical choice for journal articles.

    Related Publication: Identifier

    Enter the DOI number in the following format: 10.1016/j.pss.2023.105720. Enter any alternative identifiers (such as ISBN) in a similar format.

    Related Publication: URL

    For DOI’s, enter the full URL that links to the article. Example: https://doi.org/10.1016/j.pss.2023.105720

  • Language

    English is the default. If portions of the data, such as transcripts, are in other languages, check the additional boxes.

  • Producer

    DO NOT fill out any of these fields under Producer.

  • Production Location

    Please leave the default text: “Johns Hopkins University.” This field refers to where this repository collection was produced, even if the data were produced elsewhere. Any relevant information of where data were produced can be added in the description and/or file README documentation.

  • Distributor

    Leave the default text in these fields under Distributor. Here is the default text for each field:

    Name: [Leave it blank]

    Affiliation: Johns Hopkins University Data Services

    Abbreviated Name: JHUDS

    URL: https://dataservices.library.jhu.edu

    Logo URL: [Leave it blank]

  • Contributor

    Contributor: Type

    The Contributor fields may be used to specify the roles or functions of people associated with the dataset who are not “Authors” and are not included in the dataset citation. Contributors’ roles or relation to the dataset can be included with the “Type” drop-down list. A contributor is usually not one of the authors unless you want to highlight the role of this contributor/author. If software and code is deposited, there is a separate section for listing specific contributors for code.

    Contributor: Name

    The Contributor section may be used to specify the roles or functions of people associated with the dataset who are usually not authors and are not included in the dataset citation.

    Include names in the format “Last Name, First Name Middle Initial.” or the organization name. You may also acknowledge particular organizations contributing to the data or its related project, such as an external collaborator’s lab, a sponsoring institution, or a commercial organization that supplied relevant source material such as cell lines. This field does not accept URL links to organizations but can include additional text to identify the organization.

  • Funding Information

    Funding Information: Agency

    Enter the full name of funding agency rather than the abbreviation, if applicable, and not the sub-institution. [e.g., “National Institutes of Health’ not NIH].

    Funding Information: Identifier

    For the Identifier field, include the reward/grant number, and any additional relevant names or titles for the award. For NIH, include the particular institute with the grant number separated by a colon [e.g., National Institute of Mental Health: 5R01MH130411-03]

  • Depositor

    List the name (Last Name, First Name, Middle Initial) of the person who deposited the dataset. This may be a different name than the primary contact and/or project PI who is responsible for this dataset for 5+ years. For example, if a graduate student is depositing their data, list the name here.

  • Deposit Date

    Leave this field blank. JHU Data Services will add the date we received the data.

  • Date of Collection

    This is an optional section for listing the year or range of years the data was collected. Include this when relevant to potential users as context for the dataset, or when searching for particular time periods, such as for historical research data. Use the format YYYY-MM-DD or YYYY-MM.

  • Data Type

    Select the kind(s) of data you are depositing from our data types: Experimental, observational, code, survey, text, tabular, synthetic/simulation, geospatial, audio, video, image, genomic/molecular, biomedical, 3D models, or machine learning.

  • Related Material

    List any related datasets, tools, or code, which are available via an active URL link that should be associated with your dataset. These can be materials for reference or download. Examples include primary data sources on another repository or database, special project documentation on a website, or tools/code on an active GitHub site that you used as part of your research and would aid in replication or reuse. Note that copies of code or other tools you developed or have permission to redistribute can be preserved as part of your data files. This copy becomes the “version of record” used to produce the deposited data. If the code is under development and will have version update, indicate this as a note in parentheses in this section, as well as in the README included with the dataset and code files. If you decide to deposit a copy of your GitHub code in our Repository, fill out the Software Description below.

    This field can include the following HTML tags, <a>, <b>, <blockquote>, <br>, <code>, <del>, <dd>, <dl>, <dt>, <em>, <hr>, <h1>-<h3>, <i>, <img>, <kbd>, <li>, <ol>, <p>, <pre>, <s>, <sup>, <sub>, <strong>, <strike>, <u>, <ul>.

    Examples:

    To include a URL link in the format: <a href=”https://www.example.com“>My Project Lab Website</a>

    To make text bold: This dataset is <b>great</b>!

    To make text italic: This dataset is <i>great</i>!

Software Description

  • Software Title

    The software title will be formatted as “Code associated with the publication: [publication title]”. If the dataset is not associated with a publication or it has its own title , the software title should be formatted as “Code associated with: [software title or project name].”

  • License

    Select a license for your script(s). (JHRDR recommends the MIT license which allows software to be used for any purpose if attribution is given). View this video to learn about open source license and use this website to select an open source license. Ensure that you comply with the terms of your funders or JHU Intellectual Property Policy. If part of or all scripts you are depositing are not your work, please ensure you are in compliance with any licensing terms attached to that script(s).

  • Description

    Provide a short description of script(s) or software you are depositing, including purpose, intended audience, and their current state of maturity.

    This field can include the following HTML tags, <a>, <b>, <blockquote>, <br>, <code>, <del>, <dd>, <dl>, <dt>, <em>, <hr>, <h1>-<h3>, <i>, <img>, <kbd>, <li>, <ol>, <p>, <pre>, <s>, <sup>, <sub>, <strong>, <strike>, <u>, <ul>.

    Examples:

    To include a URL link in the format: <a href=”https://www.example.com“>My Project Lab Website</a>

    To make text bold: This dataset is <b>great</b>!

    To make text italic: This dataset is <i>great</i>!

  • Artifact Type

    Choose the type of software artifact being described. “Source Code“ includes the original code, scripts. “Compiled Executable“ includes executable files after code is complied, including stand-alone software applications, or resource libraries used by code.

  • Code Repository Link

    Link to a code repository (e.g. GitHub) if applicable. Add /tree/[commit_hash] at the end of your GitHub repository’s URL to link to a specific commit (saved version or snapshot).

  • Programming Language

    Check the programming language(s) you used to develop software. Select all that apply.

  • Function

    Select all the options that describe the software’s functionality. Select all that apply.

  • Interaction Method

    Include a description of how users interact with this software. “Command line interface” means a user interacts with software by typing in commands in a terminal or console. “Graphical“ means a user interacts with software by clicking buttons or selecting from drop-down menus. “Programmatic“ means a user interact with software by writing code/scripts or using APIs.

  • Software Contributors

    List all those who contributed to the development of this software. They will be given the default role “Developer” or indicate a different role after their name (e.g., Tester, Project Manager, Lead Developer, P.I.)

    Software Contributors: Name

    Enter name(s) of contributor(s) who developed or helped develop this software application.

    Software Contributors: Role

    Select a primary role for each contributor from the drop-down list.

    Software Contributors: Identifier

    Add an identifier, if available, for this contributor. Enter the identifier type and the identifier, separate by a semicolon. For example, if the contributor has an ORCiD, enter “ORCiD: 0000-1234-1234-1234“ in this field.

    Software Contributors: Note

    Add any additional information about this contributor.

  • Dependencies

    Describe any dependencies required (e.g., programming language version, software version, operating system, frameworks, libraries, toolboxes, packages, embedded software/firmware name, etc.) along with their version numbers and links to where these dependencies can be found, if available. Each box should only include one dependency. Use the + sign to add each dependency.

    Dependencies: Type

    Select the dependency type from the drop-down list.

    For example, list R, Python, or MATLAB as “Software Package or Platform” in the Dependencies: Type field. List the software version you used to develop code in the Dependencies: Description field, such as Python 3.14.6.

    Dependencies: Description

    Describe the dependency and include version numbers and any other relevant information. For example, Python 3.14.6 or numpy 2.3.5.

    This field can include the following HTML tags, <a>, <b>, <blockquote>, <br>, <code>, <del>, <dd>, <dl>, <dt>, <em>, <hr>, <h1>-<h3>, <i>, <img>, <kbd>, <li>, <ol>, <p>, <pre>, <s>, <sup>, <sub>, <strong>, <strike>, <u>, <ul>.

    Examples:

    To include a URL link in the format: <a href=”https://www.example.com“>My Project Lab Website</a>

    To make text bold: This dataset is <b>great</b>!

    To make text italic: This dataset is <i>great</i>!

    Dependencies: Resource Location

    Provide a link to where the dependency can be downloaded or additional information on it can be found.

  • Other Related Software

    Describe related software e.g., similar software, software that depends on this software, other versions of this software. Don’t include software dependencies here.

    Other related software: Type

    Select the type of other related software from the drop-down list.

    Other related software: Description

    Provide information that describes the related software, such as the name of software, version number, etc.

    This field can include the following HTML tags, <a>, <b>, <blockquote>, <br>, <code>, <del>, <dd>, <dl>, <dt>, <em>, <hr>, <h1>-<h3>, <i>, <img>, <kbd>, <li>, <ol>, <p>, <pre>, <s>, <sup>, <sub>, <strong>, <strike>, <u>, <ul>.

    Examples:

    To include a URL link in the format: <a href=”https://www.example.com“>My Project Lab Website</a>

    To make text bold: This dataset is <b>great</b>!

    To make text italic: This dataset is <i>great</i>!

    Other related software: Location

    Provide a link to where the related software can be downloaded or additional information on it can be found.

  • Other Related Resources

    Describe related resources such as websites, or associated papers, or other software that haven’t already been described (don’t use links to code repositories, dependencies, or input/output files)

    This field can include the following HTML tags, <a>, <b>, <blockquote>, <br>, <code>, <del>, <dd>, <dl>, <dt>, <em>, <hr>, <h1>-<h3>, <i>, <img>, <kbd>, <li>, <ol>, <p>, <pre>, <s>, <sup>, <sub>, <strong>, <strike>, <u>, <ul>.

    Examples:

    To include a URL link in the format: <a href=”https://www.example.com“>My Project Lab Website</a>

    To make text bold: This dataset is <b>great</b>!

    To make text italic: This dataset is <i>great</i>!

    Other related resources: Type

    Select the type of related resources from the drop-down list.

    Other related resources: Description

    Describe the relevance of the related resources to the software.

    Other related resources: Location

    Provide the link to download the related resource or additional information on it.

Terms

  • License/Data Use Agreement

    Use the drop-down list to select a license. We recommend Creative Commons (CC) Attribution licensing. You can use this tool to help you choose a Creative Commons license. Review any licensing requirements from your funder and publisher before choosing a license. You may write custom terms, but standard CC licenses are often the best option.