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ZivaHub Data Sharing and Publishing: Getting Started

This guide details all the information needed when using UCT's Institutional Repository ZivaHub

Login

Logging in is simple - just use your institutional login credentials: 

  • Go to https://zivahub.uct.ac.za/ 

  • Click on ‘log in’ at the top right-hand corner 

  • You'll be directed to a SAFIRE 3rd party authentication window: 

  • Tick the checkbox to allow SAFIRE to retrieve your information from UCT 

  • Select “University of Cape Town” from the list of universities 

  • Enter your staff/student number and password 

  • Click “login” 

  • Your ZivaHub account is automatically activated upon first login and you can now begin uploading research outputs 

All staff and students at UCT get 20GB free cloud storage on ZivaHub. To enquire about increasing your storage allowance, contact Digital Library Services. 

Have a look at our start up guide below to start your ZivaHub journey!

Review Process

Simple Workflow:

  1. Data upload and metadata - data is uploaded to ZivaHub by an authenticated user. 
  2. All mandatory metadata fields are filled out such as 'item title'; the 'group' to which the data belongs; 'authors'; 'categories'; 'keywords'; 'description'; 'license'; 'department/unit'
  3. Review queue - Once the data is published by the submitter it goes into a review queue and a notification is sent to the data curators that a dataset has been submitted.
    1. Initial review - A data curator assigns the 'item' to himself/herself and completes the initial review by following the appropriate checklist. This check is done to ensure all metadata fields are filled in correctly and that they follow the FAIR data principles as best possible.
    2. Final review: The dataset is then assigned to the appropriate data steward who completes the final checks and also scrutinises the data to ensure that it conforms to field/department norms and that there are no issues.
  4. Publication: Once all checks are completed the data is published(and receives a DOI) by the data curator. Data Curators and Data Stewards are in constant communication throughout the submission process.

How To Upload Data

To start uploading data, follow these 9 easy steps: 

  1. Select the +Create a new item button from the top left (or just drag and drop your file into the browser). 

  1. Insert a Title. For information on how best to complete the fields for maximum exposure of your data, see figshare’s ‘how-to guide’ here. Tips on how to fill out each of the fields can also be found on the right side of the screen. 

  1. Add Authors. You can rearrange the order in which the authors appear and remove yourself as an author if you are uploading on behalf of someone. You can also search by entering the email address of the author you want to add (you need to enter the entire email address before the system will locate the user). 

  1. Select a Category. These are taken from the Australian Fields of Research classification system. You can choose more than one and either select from the drop-down menu or search for your subject area. If you can’t find exactly what you’re looking for, we recommend finding the best option and getting more specific in the Keywords section below. 

  1. Select the File type from our drop-down menu. We accept any file type and preview over 1,000 file extensions in the browser. If there’s something we don’t support, let us know and we’ll work with figshare to build it for you! 

  1. Add Keyword(s). These should be more specific than the category and help others find your research. Add as many keywords as you want - just hit enter after each keyword. ZivaHub remembers the keywords that you’ve previously entered and will also suggest keywords for you. 

  1. Write a Description. This should include any relevant information that pertains to your research - this might include information about the methodology, approval for data collection, or legal or ethical requirements. If you have completed a Data Management Plan (DMP), feel free to copy relevant information from that plan into your description. Be as descriptive as you can! 

  1. Select a License. You can choose from a number of licenses based on your reuse requirements. We recommend that you choose the default option, CC-BY, which allows others to reuse your data without seeking direct permission from you, as long as they credit you as the original creator of the work. More information on Creative Commons Licenses here and the default list of figshare licenses here. 

  1. Tick Publish. By clicking ‘publish’, you accept the UCT Terms of Data Deposit. Make sure everything you have submitted is accurate and complies with these terms - once it’s published, it’s permanently available. 

Have a look at our start up guide below to start your ZivaHub journey!

Linked Resources