DRUM Deposit Guide

This is a guide on how to publicly share data through the Data Repository for the University of Minnesota (DRUM), including how to prepare and upload a data deposit.

Confirm your preparations

Did you follow all the steps in the Before you deposit section of this guide?

  • Does your data meet the criteria for the repository?
  • Do you have documentation like a readme?
  • Are direct and indirect identifiers removed from human participant data?
  • Are all permissions and ownership of data cleared for sharing with the public?


Log in or create a new account

Logging in

1. Click "Log In" in the upper right corner.

The 'Log In' button is located in the upper right corner.

2. Click the "Log in with Shibboleth" button that appears in the upper right corner.  Follow the on-screen prompts to sign in using your UMN account information -- use the same information you'd use to sign into your email or MyU.  For help using Duo two-factor authentication, see IT@UMN's guide to Duo.

After you click 'Log In,' a small white pop-up will appear with a 'Log in with Shibboleth' button.


Creating a new account

Creating a new account is easy! Just follow the same login directions as above to create your account.

Deposit item to DRUM

It's quick and easy to complete a self-deposit!

1. Log into the system, and click the white plus (+) sign on the left-hand menu bar.

When logged in, click the white '+' located on the left menu bar.

2. Click "New," and then "Item"

After clicking '+,' click the 'Item' button that appears.


Select the DRUM collection

When you select "Item" in the menu, a window will appear with a list of collections.

  1. You can type "DRUM" into the search bar to find "Data Repository for U of M (DRUM)"
  2. Select "Data Repository for U of M (DRUM)" from the list:

new item drum collection

Upload form sections

There are four sections of the DRUM upload form:

  1. Describe (Section 1)
  2. Describe (Section 2)
  3. Upload files
  4. Creative Commons license

You can add files at any time by dragging and dropping them anywhere on the form or clicking the "browse" link

drum submission form sections

Describe your dataset - section 1

Describe (Section 1) fields

  • Title
  • Author
  • Contact Name
  • Contact Email
  • Group
  • Data Type

drum submission form describe section 1


Describe your dataset - section 2

Describe (Section 2) fields

  • Abstract (describes the overall contents, value, and purpose of your data)
  • Citation to Related Papers
  • Funder Information
  • Description (describes the specific details of the files in the data like format or type)

drum submission form describe section 2 part a

  • Date of Collection - start
  • Date of Collection - end
  • Date Completed
  • Subject Keywords

drum submission form describe section 2 part b

Upload your files

You can add files to your submission by dragging and dropping them anywhere in the window, or by clicking the browse link at the top of the screen.

Successfully uploaded files will display an "Upload successful" message box at the top of the page and will appear under the "Upload files" section of this form.

The maroon 'browse' link is at the top of the page, in a box with a dashed outline.


After uploading, a green confirmation box will appear in the upper right corner of the screen

The "Upload successful" confirmation only appears briefly.


You can see all the files you've uploaded at the bottom of the submission form.

Files will appear in the "Upload files" section of the upload form.


Before you upload, check the following:

  • Check that your file format is suitable for sharing and for preservation by checking our preferred file format guidance
  • Name your file something useful -- it will be visible to everyone once your submission is complete
  • If you have video or audio files, make sure they're accessible by adding transcripts and/or captions


If you're having trouble uploading your files, check the following:

  • Check that your file is under 5GB in size.  If your file is over 5GB in size and can't be compressed or split into multiple parts, contact us using the email found elsewhere on this page.
  • Check your internet connection's upload speeds.  Upload is often much slower than download; you can mitigate this by using a wired (ethernet) connection or using a faster network, such as eduroam on campus.

Describe your files

Once you have uploaded your files they will appear under the Upload files section of the form.

Select the edit icon to add a short description of the file. 

edit file button in upload files section of drum submission form

Provide a short description of what is in the file

describe uploaded file in drum submission form

Set embargo for files option

Files can be restricted from access, or embargoed, for up to two years if necessary. This can be done in the Upload files section of the form.

1. Select the edit icon on the file you want to embargo

2. In the Access condition type field, select embargo

select embargo in access condition type field

3. Select the date when the file will be made public in the Grant access from field

select date of release for embargo file

Select Creative Commons license

You can choose a Creative Commons license that captures legal protections around how your shared files may be reused. To maximize openness and reusability, we recommend data are shared with the CC0 license which waives your copyright and allows for maximum sharing and reuse in the public domain. 

creative commons license drop down menu

If choose not to use CC0 and want to provide some conditions on the sharing and use of your work you can select one of the other Creative Commons licenses. Answering the questions will help you select the best license for your needs.

creative commons license options

If you want to use a different license such as the software license options preferred by the UMN Technology Commercialization, leave this section blank and contact us at datarepo@umn.edu

Finalize your deposit

Finalize your deposit (required).  Click the green "+Deposit" button to finalize your deposit and submit your materials to the Digital Conservancy.

Next steps after deposit

After you deposit your dataset, there are several more steps to go until it is fully published and available to the public.

  1. Initial Review and Email Acknowledgment: Your deposit will go through an initial review and you will receive an email acknowledgement within two business days.
  2. Acceptance and Curator Assignment: If your dataset meets the DRUM criteria your dataset will be conditionally accepted and assigned to a data curator whose expertise best matches your discipline or data format. The data curator will reach out to you within a week after that assignment. Once your dataset is accepted into DRUM it immediately receives a permanent link, called a Handle, that you can use for manuscript submissions and other places where a permanent identifier or link is needed.
  3. Data Curation Correspondence and Documentation: The amount of time it takes to curate your data depends on how complete the data documentation is and how quickly you respond to the curator's questions and suggestions.
  4. Final Publication of Data and DOI Assignment: Once you've completed all the data curation with your curator, ensuring that you dataset is Findable, Accessible, Interoperable, and Reusable (FAIR), your dataset will receive a DOI in addition to the Handle permanent link.
Last Updated: May 13, 2024 10:22 AM