Registering Your Data


On the Homepage, click Register or Submit Data. First create a data asset to contain your datasets, then add datasets to the data asset.
Click here for definitions of data assets and how they differ from datasets.
Click here for more information on how to submit datasets.
Create a New Data Asset
Give your data asset a name that includes key information like study title, geographic coverage, and program name. Names should be concise, informative and unique. A name like “Baseline Survey in Kenya” is concise but it could be more informative and, more importantly, it may not be unique. A better name might be “Baseline Survey for the Feed the Future Program in Kenya, 2013.”
Click here for more information about naming conventions in the DDL.
Keep in mind that you can select an existing data asset or dataset to pre-populate metadata if your new data asset is related to the same study. Select Create Data Asset to continue.
Edit Data Asset Metadata
On the resulting draft page, you will see several boxes labeled as Data Actions. Find the Edit Data Asset Metadata box. The other Data Actions boxes will be available at other steps of this process, but will appear in grey for now. Within the Edit Data Asset Metadata box, click on the Edit Metadata button to continue.
Data Asset Registration
In this series of tabs, you will enter metadata about a data asset and provide key information about the project or study that produced the data. At the bottom of each tab, click either Save Draft to save your work, or Next to save your work and continue. You will notice as you complete the tabs that some fields are required while others are not. Required fields are marked with a red asterisk and warning sign. These required fields are necessary to maintain consistency across all data assets in the DDL and to ensure the best representation of your work.
Certification
Please note that the DDL cannot be used to register or submit classified information. If your data asset or API does contain classified information, please see the section on Risk Utility Assessment for guidance on how best to submit your data securely. If your data asset does not contain classified information, please select the “No” button and then click "I certify that this data registration or submission does not contain classified information.” Click the “Next” button to continue to the next tab.
Data Overview
Use as a Template
If your data asset is one in a series of data assets related to the same study (for example, if you are submitting an evaluation related to a baseline study already in the DDL), you can choose to select an existing data asset or dataset to pre-populate metadata for this entry. This will allow you to update any metadata fields that pertain specifically to this entry while inheriting information from a related data asset. Click the Select Data Asset or Dataset button to select from the list of materials available to you to use as a template.
Data Title and Description
The Data Asset Title will populate with the name you gave to the data asset when you created it. You can also revise it here. We ask that you use a brief, descriptive, and understandable title for each data asset. It should be in plain language and include enough detail to enable others to search for and locate the data asset. For example, “Baseline Survey for Agriculture/ Nutrition Project in Three Regions of Ethiopia as part of the Feed the Future Initiative.”
Brief Description
Please enter a brief description of the data asset. The description should provide additional information about the project or study that will enable a user to understand whether or not the data asset is relevant to their own interests. The description should be understandable to the average person and avoid the overuse of acronyms and technical terms. Be sure to include relevant keywords so that data users can find your assets through the search feature.
Data Asset Home Page
If there is a website with contextual information about the data asset, provide the URL here.
API Access URL
Use this field only if you are registering an API as a data asset. If so, provide the API endpoint here.
Individual Data Asset Author
Enter the name of the person who authored the data asset. For more than one author, separate each name with a comma
USAID License
Organization providing the data
Enter the name of the organization that received the prime award
Digital Object Identifier (DOI)
Please enter the DOI for this data asset. USAID does not currently supply DOIs for DDL artifacts. Leave this blank if unknown.
Risk Utility Assessment
Click here to learn more about filling in the next section of the data registration form, the Risk Utility Assessment.
Registration Profile
The information below will be used to create a profile for the data submitter that will remain active for 90 days. Please fill it in as completely as possible.
Registering Organization DUNS Number
If the organization submitting the data has a Dun & Bradstreet (DUNS) number, please enter it here; the DUNS number it is highly recommended, but not required.
Operating Unit of Origin
Please select the name of the USAID operating unit that funded the data. If there is no operating unit, select None of the above.
Registrant Name
Please enter the first and last name of the person submitting the data.
Registrant Work Email
Please enter the official work email address of the person who is submitting the data. Do not provide a personal email address.
Alternate Registrant Name
Please enter the first and last name of another person at work who is familiar with the data asset.
Alternate Registrant Email
Please enter an alternative email at work for someone familiar with the data asset. Do not provide a personal email address.
COR/AOR Name
Please enter the name of the Contracting Officer Representative/Agreement Officer Representative (COR/AOR) assigned to the award.
COR/AOR Email
Please enter the email address of the Contracting Officer Representative or Agreement Officer Representative (COR/AOR).
USAID Alternate Contact Name
Please enter the name of an alternative contact at USAID who can verify your relationship with USAID.
USAID Alternate Contact Email
Please enter the email address of the alternative contact at USAID.
Award information
 Award Number
Please enter the award number under which the data were created or collected (e.g. HFP-C-00-01-00002 or 72012516C00001). If this data asset was not generated under a USAID award (that is, it was created or collected directly by USAID staff, enter “N/A”).
Award Completion Date
Please select or enter the award completion date as specified on the award document using the format YYYY-MM-DD. If unknown, leave blank.
Task Order Number
Please enter the sub-award or task order number of the prime award under which the data were created or collected. If there is no task order number (that is, the data were created or collected as the sole task under the prime award), leave blank.
Task Order Completion Date
Please select or enter the task order completion date as stated on the task order document using the format YYYY-MM-DD. If not applicable or unknown, leave blank.
Data Detail
Attachments
Use this part of the form to add references or documentation that further describe a data submission.
  • The Codebook or Data Dictionary (a tabular file where each row describes a different field in the dataset and each column gives information about the field) is preferred in spreadsheet format, especially CSV.
  • Informed Consent: please upload a blank version of the consent form used in this project.
  • Other reference materials may include other documentation of the data, including reports written based on the data, the URL for a website discussing the project, reports produced using the data, and any documentation of efforts already taken to de-identify potentially sensitive data.
Are there any limitations, quality issues, or other factors that users may need to know about this data?
Please describe any known issues with the quality of the data that would affect usability, such as roughly estimated demographic or physical descriptions of respondents, incomparability with control/experimental groups, very low or very high variation in data.
Date data last changed
Please enter the most recent date on which the data asset (or the metadata information) was changed, updated, or modified. If unknown, enter “9999-99-99”.
Keywords
Please enter keywords (also known as tags) to help users find data assets relevant to their interests. Enter as many keywords as you like, separated by commas. Keywords may consist of more than one word. For instance, “nutrition survey, Southeast Asia” consists of two keywords.
Countries
Select as many as apply from the list below.
Sector
Please select the category that best describes the data. The listed categories correspond to the U.S. Department of State and USAID Standardized Program Structure and Definitions (SPSD) categories and program areas. Note that the selected category will allow users to find the data asset using the blue tiles on the home page.
Content of a row of a spreadsheet
Please enter a very brief description of a single observation in the data (that is, the level of detail). Examples include, “mother”, “village”, “household”, “enterprise”.
Language
Please select the language for the contents of the data asset. The language for most USAID data assets is English (en).
Click here for a list of codes adhering to RFC 5646 standard.
Frequency data is updated
Please indicate how frequently this data asset will be updated.
Click here for a list of acceptable ISO 8601 codes.
Program Code
Select the program codes. The listed codes correspond to the Federal Program Inventory codes.
Program Cycle Component
If applicable, select any program cycle component(s) that pertains to the data.
USAID Initiative
If applicable, select the USAID initiative that pertains to the data.
Sustainable Development Goal
If applicable, select the goal(s) that pertains to the data from the choices provided.If unknown, leave blank.
Do the contents of this data asset contain information on human subjects?
Select “yes” if the data asset contains information on living individuals about whom an investigator obtains (1) data through intervention or interaction, and/or (2) identifiable private information. Learn more here.
Did the investigator obtain informed consent of the subjects?
If the data asset contains information on human subjects, select “yes” if informed consent was obtained per 22 CFR 225.116. If yes, you must upload a blank copy of the form used to obtain informed consent using the upload interface above.
Gender Disaggregation
If the data asset’s contents include information on the respondents’ gender, select “yes”.
Is this Federally funded research?
Select “yes” if this submission contains or supports research arising from Federal funds, including results published in peer-reviewed scholarly publications. “Research” refers to systematic and creative activities undertaken to increase the knowledge base, including understanding of humankind, culture, environment, and society, and the application of this knowledge base to devise new interventions. Research tends to be hypothesis-driven, testable, and independently replicable. To learn more, see the USAID Scientific Research Policy, page 6.
Embargo Section
Embargo Requested?
Select “yes” if you are requesting a temporary delay (an embargo) in making this data public. Please be aware that the embargo will be granted contingent upon approval.
Proposed Embargo Date
Please select or enter the earliest date on which you would like this data to be released. An embargo may last up to and including 12 months after the award completion date.
Embargo Request Rationale
Please describe the reasons for requesting the embargo. The main permissible reasons for granting an embargo are for a pending publication or pending patent application. Additional guidance can be found in ADS 579.3.3.3, page 18.