METADATA – fields
| Tag | Field description | Mandatory | Repeatable field |
| 200$a | Title of dataset | mandatory | N |
| 541$a | Title in English | optional | N |
| 200$e | Alternative title | optional | Y |
| 700, 701 | Author | mandatory | Y |
| 70x$4 | Contributor_Type | mandatory | Y |
| 608$a | Data file type | mandatory | Y |
| 101$a | Language | mandatory | Y |
| C15$a | Dataset files description | mandatory | N |
| C15$b | Dataset files description in English | optional | N |
| 327$a | Technical informations | optional | N |
| 856$u | Link | optional | Y |
| C76$u | Link to datasets stored in external repository | conditionally mandatory | Y |
| C76$z | Name of the repository | conditionally mandatory | N |
| U88$3 | Link to bibliographic records in the ASEP repository | conditionally mandatory | Y |
| U01 | Link to publications stored in external repository | optional | Y |
| C12a | Funding | conditionally mandatory | Y |
| C26x | Research area – FORD category | mandatory | Y |
| C26 $b | Export to RIV | ||
| C26 $c | Export to ASEP | ||
| C26 $q | Identifier NMA | mandatory for RIV | |
| C26 $t | Subcollection | mandatory for RIV | |
| C57$a | Institutional funding | conditionally mandatory | Y |
| 610$a | Keywords | mandatory | Y |
| 617$d | Localization – city | optional | Y |
| 617$a | Localization – country | optional | Y |
| U22$a,b | Time period | optional | N |
| C81$b | License CC | conditionally mandatory | N |
| C81$c | Other open license | conditionally mandatory | N |
| C81$e | Custom license/file | conditionally mandatory | N |
| C81$f | License note | optional | N |
| C81$a | Access to the dataset | mandatory | N |
| C81$d | Embargo end date | conditionally mandatory | N |
| C60$a | Handle | assigned by the system | N |
| 001 | System number | assigned by the system | N |
| Date issued | assigned by the system | N | |
| 300$a | Note | optional | N |
| C26$g | Administrator note | optional | N |
| Agreement with publication in the ASEP | mandatory | N | |
| T17$a | DOI | assigned by the system | N |
| U03c | Software version | conditionally mandatory | N |
| U03d | Dataset change description | conditionally mandatory | N |
200$a Title of dataset
The field is mandatory.
The field contains the name of the data file that adequately describes the stored data.
The name must not contain a colon.
Example 1:
Morphologically Constrained and Data Informed Cell Segmentation of Budding Yeast
Example 2:
Noisy reverberant speech database for training speech enhancement algorithms and TTS models
Example 3:
Fitr: A Toolbox for Computational Psychiatry Research
200 $e – Alternative title
The field is optional and repeatable.
The field’s content is an additional file name that will enhance the information about the files listed in the main title, e.g., the title in another language.
Example 1:
A software package for fitting computational models to behavioural data.
Example 2:
A cross-national macro analysis of the influence of home broadband access.
541a – Title in English
The field is conditionally mandatory.
The field contains the translation of the name of the data file into English. The field has to be filled in if the text is in a language other than English.
700,701 – Author
The field is mandatory and repeatable.
The field contains the surnames and first names of the authors. In the data record, the author who is not from the CAS will be listed with his/her full name and persistent identifiers ORCID and ROR. For the correct entry of the author, we use the author selection from the register (the country on the right next to the author’s surname), only if the author is not listed in the register, we fill in the surname, first name and workplace/country of the author. All authors of the dataset are listed.
Example:
Author from CAS: Lhoták, Martin:KNAV-K
70×4 – Contributor Type
Contributor — DataCite Metadata Schema 4.5 documentation
608$a – Data file type
This field is mandatory and repeatable. The field contains the type of data files to be selected from the list. Select the generic „dataset“ type if it cannot be specified.
101 $a – Language
This field is mandatory and repeatable. The field contains the code of the language in which the dataset documentation is written. It can be selected from a drop-down list, multiple languages can be specified.
An overview of the language codes is in the table.
C15 $a – Dataset files description
This field is mandatory.
This field contains a summary, annotation, and abstract, which shows what the files are related to and what files the dataset contains. A clear description is used to help users orient and understand, or to cite the stored datasets.
A description of the particular dataset and the structure of the directory should be added. If these are described in a separate documentation file in the dataset (e.g., documentation.txt, readme.txt, ctimne.txt), please mention this file.
Example:
This archive contains drivers and configurations for the PALM model validation study done with the observation campaign done in Prague-Dejvice in 2018 and described in the GMD paper https://gmd.copernicus.org/preprints/gmd-2020-175/. The input drivers follow the PALM input data standard which is described on the model website (https://palm.muk.uni-hannover.de/trac/wiki/doc/app/iofiles/pids). The simulations are configured with two nested domains, the files for the parent domain are without a suffix, and the child domain-related files have a suffix „_N02“. The static input files (*static*) contain all static information, such as topography, geographical coordinates, and surface and vegetation information. The dynamic input files (*dynamic*) contain information on the initial state of the atmosphere and on time-dependent boundary conditions. The chemistry input files (*emission*) contain information on temporally and spatially dependent emission of chemical species. The *p3d* files contain the configuration of the model.
C15 $b Dataset file descriptions in English
This field is conditionally mandatory.
The field contains the translation of the file description in English if the description is in Czech or another language.
327 $a Technical informations
This field contains information about the formats of the files to be saved and the options for running them. It is described in which program the files can be run, or whether something else is needed for access.
Example:
The dataset contains 3D models in .phy format. The files can be launched with Bioedit, DNASP, or MEGAZ.
C26x Research area – FORD Category
The research area of the result according to the OECD field classification – Frascati Manual 2015.
Completion of this field is mandatory for all types of publications.
The field contains a code from the field classification valid for CEP and RIV, published in the OECD field classification on the ISVaVaI website according to the OECD field groups – Frascati Manual 2015.
Collaboration: This field is repeatable. In records where there is collaboration between institutes of the Czech Academy of Sciences, authors from individual institutes may select a code (the record owner enters the codes), and the OECD research area is exported to the .xml file of the respective institute. If only one field code remains, this code will be exported to the .xml files of all collaborating institutes.
ARL checks generate a warning in case the field might have been omitted.
OECD / RIV Subject categories Converter (PDF)
OECD / RIV Subject Area Converter (XLS)
C26 $b Export to RIV
From 2026 onwards, it is possible to store data records in RIV under the type T – Digital Data Collection.
Definition of a Digital Collection in RIV
The result “digital data collection” includes any datasets in digital form created as a result of research through a non-trivial process or their combination within a conducted research project, which bring new utility value for subsequent research, development, or innovation. A digital data collection as a result of conducted research must meet the following characteristics:
– be equipped with machine-readable and publicly available metadata in accordance with the FAIR data principles.
– have an assigned unique, machine-readable persistent digital identifier (e.g. via the “handle” system, which also includes DOI and other types of persistent identifiers, or a similar long-term managed PID service),
– have an assigned binding licence or conditions for further use and distribution, including a description of the new utility value for subsequent research, development, or innovation,
– be stored, including metadata, in a publicly accessible, trustworthy or domain-specific certified digital repository, for example, repositories of large research infrastructures or the National Repository Platform EOSC CZ,
– have at least one author who participated in the conducted research.
A digital data collection is not:
– an insignificant modification of an already existing digital data collection,
– a specialised public database (result type S) or its digital form,
– another digital collection, for example, a collection of articles that are already classified as another type of RIV result.
C26$c Export to ASEP
The record is searchable in ASEP.
C26$q Identifier NMA
This refers to a unique, machine-readable persistent global identifier that leads to the National Metadata Directory (NMA), where the metadata must be stored.
It is provided in the form of a URL that directs to a publicly accessible repository record containing the metadata of the relevant data collection (e.g. https://doi.org/10.1007/s12540-025-01953-4 or https://hdl.handle.net/11234/1-1481).
Identifiers in any format other than a URL must not be used. Other values are not permitted, such as the location of a file with the data collection on a personal computer disk or on Microsoft SharePoint.
As data records from ASEP (and apparently also from other repositories) are not yet regularly harvested, please wait for instructions before completing this field.
Data stored in the ASEP repository
The identifier will have the following format:
https://nma.eosc.cz/s/doi/10.57680/asep.0639477
After the record is saved, the identifier field will be filled automatically. The NMA should regularly harvest these records.
Data stored in other repositories:
The identifier will be filled in once the record has been stored in the NMA.
C26 $t Subcollection
The value is selected from the drop-down menu.
Topen – a digital data collection that is freely accessible and available free of charge at least for research purposes based on the assigned binding licence (e.g. under a Creative Commons International 4.0 licence, with any attribute or without one);
Tost – other digital data collections.
856$u Link
This field is optional and repeatable.
The field contains links (URI/URL/DOI/HANDLE) to datasets related to the given data record.
C76$u Link to datasets stored in the external repository
The field is conditionally mandatory and repeatable.
The field contains links (URL/DOI/HANDLE) to data that will not be stored in the ASEP data repository but are stored in some other repositories, e.g. a subject repository. Only a metadata record describing these data with a link to the data repository, where the datasets are stored will be stored in ASEP.
C76$z Name of the repository
The field is conditionally mandatory.
The content of the field is the name of the repository, where the data is stored.
Example: Zenodo
U01$u Link to publications stored in the external repository
The field is optional.
The field contains links to publications stored in other databases, which were created based on the data in the dataset.
Example:
https://zenodo.org/record/375521#.WOzpvp6kKUl
The field is repeatable.
The field contains links (URI/URL/DOI/HANDLE) to files related to the data.
U88$3 Link to bibliographic records in the ASEP repository
The field is conditionally mandatory.
The content of the field is linked to publications stored in ASEP that were created based on the data in the data file.
Example: https://hdl.handle.net/11104/0354828
617 $d – Localization – city
This field is optional and repeatable.
The field contains the countries and places (cities) to which the results in the data files are related.
Example: Prague
617 $a –Localization – country
The field is optional and repeatable.
The field contains the countries to which the results in the datasets are related.
A summary of the country codes is provided in the table.
U22 $a – Time period
The field is optional.
The content of the field is the period to which the data is related. The date is selected from the calendar.
610 $a – Keywords
The field is mandatory and repeatable.
The content of the field is a keyword in English (or a multi-word keyphrase) describing as precisely as possible the factual content of the stored data.
It shall be entered as plain English text in lower case unless the spelling requires the use of capital letters (e.g. proper names).
Any number of words may be included.
Each keyword shall be entered in a separate field.
Example:
nanoribbons, graphene, ultrafast photoconductivity, plasmon, terahert
License
The content of the field is a license setup that provides users with information about how they can use the files.
C81$b Creative Commons License (CC)
CC licenses can be used for open access data. If data files are not in the public domain, they cannot be released under a Creative Commons license. Here is the CC License Chooser application which can advise you on choosing a CC license.
In ASEP it is possible to select from the following Creative Commons version 4.0 licenses in the drop-down box.
In comparison to the previous versions, Creative Commons 4.0 is no longer adapted to national legislation so there is only a single version of the licenses and the translation should be purely linguistic.
| Public domain (CC0) | CC0 |
| Attribution | BY |
| Attribution-NoDerivatives | BY-ND |
| Attribution-Sharealike | BY-SA |
| Attribution-NonCommercial | BY-NC |
| Attribution-NonCommercial-NoDerivatives | BY-NC-ND |
| Attribution-NonCommercial-Sharealike | BY-NC-SA |
C81$c Other Open License
If you want to use licenses other than Creative Commons, fill in a link to another open license here.
A tool that can help with license selection is the Public License Selector (UK – UFAL / under the permissive MIT License).
SPDX, Open Data Commons registries can be used.
E.g. https://spdx.org/licenses/GPL-3.0+.html
C81$e Custom license/file
The field is checked if the data is published under a license other than Creative Commons. The license text file must be saved in pdf format together with the data files. The file must be named licence.pdf.
Template of own licence for files not available to the public – in Czech and English
C81$f License note
The contents of the field are additional information about the license. The field is optional.
C81$a Access to the dataset
The field is mandatory. The field contains the access to the dataset.
On request – the file is available on request. The file cannot be on request if it is published under a Creative Commons license.
Open acces for an institute – The file is available from the IP address of the institute.
Open access with embargo – during the embargo period the file is on demand, after the embargo expires it is immediately downloadable (Open Access).
Open acces means that the file is immediately available for download (Open Access).
C81d Embargo end date
The field is conditionally mandatory.
The content of the field is the date that is selected from the calendar. The field shall be filled in if the dataset will be publicly accessible to the user after a specified period. The field should be filled with the end date of the embargo, after which the dataset will be automatically available.
C$60a Handle
The field contains the handle persistent identifier. It is automatically assigned by the system. The link to the handle is functional the next day.
Example:
http://hdl.handle.net/11104/0324459
T17$a DOI
The DOI field contains a persistent identifier for a data record, known as a Digital Object Identifier (DOI). A DOI is assigned to data records whose files are stored in the ASEP Repository.
Data records with a metadata description and a link to an external repository are only assigned a handle identifier.
The DOI comprises a prefix and a seven-digit record identification number (system number).
prefix: https://doi.org/10.57680/asep.identificationnumber. Each record has a reserved DOI. It is displayed at the top of the data record form.
This DOI can be cited in a publication without the data being published.
The DOI is only active after the record has been published in the online catalogue.
Example: https://doi.org/10.57680/asep.0636349
C12$a Funding agency
The field contains the project from which the dataset was funded. The beneficiary or co-beneficiary of the project must be the author/institution of the CAS. For European projects, the information will be harvested into OpenAIRE.
Funding is provided by domestic agencies from the budget and recorded by the Research and Development Council. The project numbers and providers are listed in the CEP database: https://www.isvavai.cz/cep
EU projects
The dataset was created with the funding support of European Union projects (e.g. FP7, H2020)
The project numbers and the EU providers are listed in the CORDIS database – http://cordis.europa.eu/projects/home_en.html
$a Project number
$o EU provider
$e Country = XE
C57a Institutional funding
The field is conditionally mandatory and repeatable.
The field contains the institutional funding under which the dataset was created. The field is repeatable, in case of collaboration, it has to be selected for each institute separately. It is selected from a predefined list.
300$a – Note
The field is optional.
The field contains additional data to the record that cannot be put into predefined metadata fields.
C26g Administrator note
The field is optional.
The field contains information for the processor responsible for processing records in the institute from the person who created the record (e.g. a researcher).
Agreement with publication in the ASEP online catalogue
The field is mandatory.
By checking „agreement“ the author submits the data record(s) to the ASEP administrator for formal checking. Once saved, the record can no longer be accessed. If the data are correct, the processor will publish the record in the online catalogue.
Link to the text of the agreement.
U03c Dataset change description
This field is conditionally mandatory if a new version of the dataset is being created. The content of the field is a description of the changes in the stored files.
Example:
The dataset.csv file has been added
U03d Software version
The content of the field is the serial number of the dataset. The field contains the software version number.
Example:
Kramerius TEI converter 1.0
