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ZivaHub Data Sharing and Publishing: Publishing Options

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

Publishing Options

Publishing options on ZivaHub

Using ZivaHub is a great way to privately and securely store and share your research outputs, and (2) openly publish and cite these outputs. Please note the important difference between the two key concepts of sharing and publishing:

When sharing data, you are providing someone with a private link that is set to expire or be removed again once they have accessed the item you wanted them to have. This is useful for peer review of data, for example. A separate guide for this is accessible here:

When publishing data, your intention is to put something out into the world indefinitely. It is important to publish responsibly, being aware that not all of your data should be made available to everyone, for a variety of different reasons (e.g. confidential or sensitive information). The FAIR Principles guide researchers to publish data “as open as possible, as closed as necessary”.

ZivaHub gives you several options to control how and when to make elements of your research openly accessible: Metadata-Only records, or by setting an Embargo.


The Metadata record links to where content is already stored, no data is uploaded. 

See example: Solubility and chemical interaction of nitrocellulose in plasticisers 

After you have selected ‘create item’, you will be taken to the screen where you fill out all the information about your data. After you have filled in all the mandatory fields, the ‘Metadata record only’ option will become visible for selection.

Embargo type ‘On files only’

Files are uploaded to the repository, the metadata record is public, but the data are only available after a specified date, or never. A reason should be provided.

Example: Interview with Tina Smith, Cape Town, 06.01.2011

To apply an embargo on your data, select ‘Apply embargo’ and you will be presented with a few options. For embargo on ‘files only’ you have the option of 1, 4 or 6 months, or 1 or 2 years, or permanently. 

Embargo type ‘On the entire content’

Files are uploaded to the repository, metadata record is completed, but both are only available after a specified date. A reason should be provided.


For an embargo ‘on the entire content’, you have the option of 1, 4 or 6 months, or 1 or 2 years. NB: you cannot place a permanent embargo on your entire content, i.e. both files and metadata.

Embargo type ‘Logged in users of my institution’

Files (or files + metadata) are uploaded and only made available to logged-in users (all or only from specific groups). Only UCT users will be able to access items published using this embargo type. Good for teaching materials, institutionally-purchased data sets, et al.

See the online guide: Embargoes and Restricted Access

  • On selecting a specific group, only users associated with that group will see the items. The group of the item does not need to be the same as the group of users selected to see the embargoed content.

  • Enabling access to files allows users to email you and your institutional admin to request access to the embargoed files


‘Private Link’

As mentioned above, please do not use this option for publishing. It is designed exclusively for sharing access to an item with trusted parties for a limited time.

Additional Resources