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Guidelines for Depositing Data

Submission Criteria

Data Format

The submission of datasets in the form of SAS transport, SPSS portable, or Stata files is strongly encouraged. ASCII files are acceptable but must be accompanied by data definition statements for a statistical software package. Datasets in other formats may also be accepted under special arrangements. Please contact ICPSR prior to submission. All identifying information should be removed from the records to ensure confidentiality.

Documentation Format

When possible, all documentation including codebooks, data collection instruments, summary statistics, database dictionaries, project summaries/descriptions, and bibliographies of publications pertaining to the data should be submitted as ASCII, Microsoft Word or Excel, or DDI XML files. Documentation should meet the standards for ICPSR submission as outlined in the ICPSR Guide to Social Science Data Preparation and Archiving, 3rd Edition (PDF 1.3MB). When documentation is available only in paper form, please submit original documents or a high quality copy.

Data Collection Preparation Tips

When preparing the data for archiving, please remember the following:

• Information that could identify an individual should not be included in the data submitted to ICPSR.

• If the dataset consists of two or more related files, variables that link the files should be included for each file along with documentation that clearly explains the relationship among the files and the variables needed to link them.

• Each variable should have a set of exhaustive, mutually-exclusive codes. These codes should be thoroughly documented in the codebook. Variable labels and value labels should clearly describe the information or question recorded in that variable.

• Document blanks whenever they are used as codes.

• Use separate codes to distinguish cases where information was not applicable from other types of missing data such as "don't know" or "refused to answer".

• Investigators are urged to check for out-of-range codes and codes that are inconsistent with skip patterns or internal consistency.

• If the data include transformed variables, variables derived from other variables, formulas or details should be provided that explain how the derived variables were computed.

• Include weights in the data files if they were developed. Explain how they were generated and appropriate ways to use them.

• Variables should be defined as numeric whenever possible. A wider range of analyses can be performed with numeric variables.

Mode of Transmission

Once you have prepared the data and documentation according to ICPSR guidelines and have completed the ICPSR Data Deposit Form, you are ready to submit the materials to ICPSR. A final step should be reviewing the ICPSR Data Deposit Inventory. For reasons of security and confidentiality, ICPSR strongly recommends data submission via its Electronic Deposit Form, which features secure upload of data. Email is not considered a secure transmission mechanism.

http://www.icpsr.umich.edu/cgi-bin/bob/ddf

Sending Materials

Deposits should be sent via certified mail to the following address (U.S. Postal Service):

ICPSR Acquisitions
P.O. Box 1248
Ann Arbor, MI 48106-1248

For UPS/FedEx shipments:

ICPSR Acquisitions
330 Packard Street
Ann Arbor, MI 48104

Contact ICPSR Acquisition Staff

Questions regarding data deposits should be directed to ICPSR Acquisition staff through e-mail, deposit@icpsr.umich.edu, or by telephoning (734) 615-7957.

Updating Files Previously Released by ICPSR

Members of the research community who have previously deposited their data with ICPSR are encouraged to submit changes, additions, or updates to that data and/or documentation that would benefit secondary analysts. Examples of such enhancements include: additional waves of data, previously unavailable documentation and/or syntax files, and newly discovered corrections and/or errata notes.

Submission procedures for such items parallel the procedures for new traditional data deposits. When possible, researchers should follow the Electronic Deposit Form process, and detail how every file differs from those previously submitted. Questions regarding this process should be directed to deposit@icpsr.umich.edu.

Contributing Setup Files

ICPSR welcomes the deposit of user-created setup (syntax) files that were developed to analyze ICPSR data that lack such files. To submit, please follow the instructions above. ICPSR will review and test the files before releaseing them.