Register, publish and manage records in DiVA

When registering datasets, keep the following in mind

If the data contains personal or other confidential information, do not make it public.

Data that for some reason cannot be shared openly, may still be registered and described in a repository such as DiVA. In such cases, please provide contact information to the data creator(s) and the terms for accessing the data.

In order for data to be comprehensive and reusable by others, additional documentation – such as file structure information, questionnaires used, and lists of codes and variables – should also be published. Please include a README file explaining how the data was collected or generated and under what conditions.

Well documented and defined data is a prerequisite for compliance with the FAIR principles.

Register dataset

  1. Log in to DiVA
  2. Select Add publication / Upload files
  3. Select publication type Data set
  4. Click on Continue
  5. Select Create a new data set (if another version already exists, see the Register a version of an already registered dataset tab)
  6. Enter the version, and any relationships to other datasets or publications in DiVA
  7. Register information about the data
  8. Upload files and submit the record


Registered records are displayed in the public DiVA interface after a few minutes. Uploaded files are reviewed by a DiVA administrator before they become publicly available.

If another version of a dataset is already registered in DiVA, you can search for the existing dataset and copy all metadata to the version you want to register.

  1. Log in to DiVA
  2. Select Add publication / Upload files
  3. Select publication type Data set
  4. Select one of the two options:
    • Is new version of
    • Is previous version of
  5. Search the available datasets and select the appropriate record. Copy the metadata from the existing record to the new dataset record.
  6. In the next step, you can specify additional relationships to other datasets or to publications that refer to the dataset.

Enter information

Mandatory fields for the publication type Data set are: Author, Title, Year and National subject category.


In the Subcategory list you can specify whether the data is aggregated (secondary) data or primary data.

Creators and collaborators

Enter the creators and collaborators for the described data.

User ID

Enter user IDs in the Local user ID fields for all UU creators and collaborators. User IDs are used to link records in DiVA to publication lists on profile pages and on University website pages.

You can find the user ID of a UU employee on their profile page on the Staff pages.

Connect authority record

Click on Connect authority record for each of the UU creators, to automatically insert organisational affiliations where possible. Make sure you select the correct authority record.

Authority records in DiVA are used to link publications to the right employee at Uppsala University. An authority record also provides an overview of information about the author (such as organisational affiliation) and their total publications during the time as an employee at the university.

More information about authority records can be found in the Manage and edit authority records guide.


Add the correct organisational affiliation for the UU authors if it was not included in the authority record. Browse the UU organisation tree via the Choose organisation button. If an organisation is missing from the list, please contact the Library.

If a UU author is affiliated with an additional organisation, indicate this in the Other organisation field. This field is also used for authors who are not affiliated with UU.


There are three roles for Collaborators available for data sets:

  • Data collector: person who has participated in searching or collecting data. For example, the role can be used for employees who interviewed research subjects or were responsible for monitoring instrument data
  • Data curator: person who reviewed, enhanced or standardised metadata and associated data
  • Data manager: person responsible for maintaining the finished dataset

For contributors and roles see also CRediT (Contributor Roles Taxonomy).


Select a Title that provides a concise description of the data.

National subject category

Indicate the subject of the dataset in as much detail as possible, i.e. at least three-digit level, but preferably five digits. Search or browse for a subject by clicking on Choose national subject category.

The subject categories available in DiVA are used for subject classification of publications in the national search engine SwePub, where records from DiVA and corresponding local databases at Swedish universities are collected.

Other fields

The Abstract and Note fields can be used to provide a more detailed description. The Geo data and Temporal extent fields allow you to specify the spatial and temporal scope of the data set.

More extensive documentation of the data may be uploaded as separate files – see Uploading files, below.

If the data described has primarily been published in another repository, please provide the DOI number or URL of the data set in the Identifiers section, and preferably the name of the repository in the Note field.

Upload files

To facilitate comprehension and reuse of data, it is recommended to include documentation files such as code and variable lists and README files. The Physical description field can be used to briefly describe the contents of each file.

If several files are uploaded, it is important to provide distinct file names. Try to choose file names that reflect the content and distinguish documentation files from files containing data.

Specify whether the uploaded file should be published immediately, or at another time which you specify, or if it should only be archived and not publicly available for download.

Specify the file type. If the file format is not in the list of supported formats in DiVA, a compressed file (tar or zip) can be created instead.

Files larger than 1 GB have to be uploaded via URL (maximum 16 GB per file), in which case the file and the folder in which it is located need to be publicly accessible.