Research data management & sharingData access statements

Man reading a book

The purpose of a data access statement

A data access statement should direct the reader of a publication to underpinning data, or explain how underpinning data can be accessed. Researchers should include a data statement in their publications for the purposes of clarity and transparency and in accordance with the open data ethos advocated by UK Research and Innovation (UKRI), other research funders, and publishers.

Indeed 'even where there are no data associated with an article or the data are inaccessible' publications funded by UKRI must include a Data Access Statement (UKRI Open Access Policy, 2023).

Components of a data access statement

Data statements should outline:

  • the data that underpins a publication/research;
  • the source of the data (i.e. host repository and persistent link); and
  • any access/use conditions (e.g. access, subject to completion of a non-disclosure agreement).

If data is restricted, the reason for the restriction should be intimated.

If there is no data underpinning the paper, a statement confirming this should be provided to aid transparency.

A Digital object identifier should be included in the statement.

Timing & locating a data access statement

Timing is important; data statements need to be prepared prior to final submission of publication. Researchers need to deposit their dataset in Pure and upon receipt of the dataset Digital object identifier they should draft their statement and include this in the most appropriate area of the publication.

Data statements are often located within the Acknowledgments section or Reference lists of papers however, this will vary, as it is dependent upon the publisher's editorial processes. Researchers should check the journal's data policy or contact us for advice.

Sample Data Access Statements

The table below provides some example data statements. These are only suggestive examples and must be tailored to suit each publication.

"All data underpinning this publication are openly available from the University of Strathclyde KnowledgeBase at http://doi.org/10.15129/a1234b56"

"All data underpinning this publication will be available from the University of Strathclyde KnowledgeBase at http://doi.org/10.15129/a1234b56 from 01/05/2018 onwards, following the cessation of an embargo period. Further details relating to the data and the embargo can be accessed from the KnowledgeBase."

"Due to ethical/commercial issues, data underpinning this publication cannot be made openly available. Further information about the data and conditions for access are available from the University of Strathclyde KnowledgeBase at http://doi.org/10.15129/a1234b56"

"Due to the sensitive nature of this research, only a subset of the participants consented to their anonymised data being retained and shared. Anonymised interview transcripts and survey results from participants who provided consent, other supporting data, and further details relating to the restricted data, are available from the University of Strathclyde KnowledgeBase at http://doi.org/10.15129/a1234b56"

"Physical data supporting this publication are stored by the University of Strathclyde. Details of the data and how it can be accessed are available from the University of Strathclyde KnowledgeBase at http://doi.org/10.15129/a1234b56" 

"Pre-existing data underpinning this publication are openly available from UKDS at http://doi.org/10.12345/54321. Further information about data processing, and additional new supporting data are available from the University of Strathclyde KnowledgeBase at http://doi.org/10.15129/a1234b56"

"No new data were created during this study. Pre-existing data underpinning this publication were obtained from NPL and are subject to licence restrictions. Full details on how these data were obtained are available in the documentation available from the University of Strathclyde KnowledgeBase at http://doi.org/10.15129/a1234b56"

"This work is entirely theoretical, there is no data underpinning this publication." - Note that very few studies truly have no data. Contact us for advice.