Instructions for depositors

The primary method of deposit with HSDS is via Ingest, our efficient and transparent online system designed to streamline your data submission. From May 2026, all new deposits should be made through this portal.

Why use Ingest?

Ingest simplifies and standardises the deposit process. Key features include:

• Format Support: Compatible with all our accepted file formats.
• Scalability: Facilitates deposits of all types, from small collections to large datasets.
• Metadata Automation: Automates file-level metadata entry using a single core template.
• Real-time Validation: Validates your files and metadata during the deposition process to ensure everything is correct before submission.

The deposit process

The system guides you through the entire submission, from initial costings to final transfer. When you begin, you will complete the following stages:

• Costing: Estimate and confirm the costs associated with your deposit. (For detailed information, please see our Deposit costs and Costing calculator pages.)
• Metadata Entry: Input project and file-level metadata. Metadata is "data about data" that details the who, what, when, where, and why of your research. This ensures your work remains searchable and reusable for the future.
• Secure Transfer: Upload your research data directly through the portal.
• Licensing: Review and digitally sign your deposit agreement. (Read more about the Deposit agreement here.)

Preparing your data

To ensure your collection meets our standards for submission, please review your dataset before beginning the upload. We have prepared comprehensive Ingest Documentation to assist you, which provides step-by-step instructions for:

• Data structure and file naming conventions
• Data integrity and quality control
• Metadata requirements: Including the use of the AO-Cat Ontology and our core metadata templates.

Visit our Documentation page to download templates and view guidance for all user types, from first-time depositors to system administrators.

Large datasets and complex projects

While Ingest is designed to support deposits of all sizes, if your collection exceeds 100,000 files, 1TB of data, or involves a complex, multifaceted infrastructure project, please contact us in advance. These projects may require additional guidance or bespoke project management.

Please email [email protected] to discuss your requirements.