Reporting and delivery of research data

The Danish National Archives receives data reports from both private and public research projects. The reporting must take place when the data collection has been completed.

State research data

State research data must be reported to the Danish National Archives prior to delivery. The aim of the reporting is for the Danish National Archives to evaluate whether data and documentation for it must be delivered to the archives.

Private research data

Private research data can also be reported to the Danish National Archives if you wish to store them with the archive. In such cases, a similar assessment will be made before the data can be delivered.

Benefits of delivering research data

Delivering research data has the following benefits:

  • You ensure that the data does not become technologically obsolete
  • You ensure compliance with deletion deadlines pursuant to the GDPR
  • It allows for publications to refer to data via a DOI (digital object identifier)
  • It ensures that data can be reused for follow-up research or new research
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  • How to report research data

    1. Fill out the reporting form and attach documentation. The data set must be reported when the data collection has been completed. The report can be submitted in either Danish or English.

    2. When we receive the report, you will get a receipt for it.

    3. We will contact you if there are issues in the report that are unclear or need further explanation.

    4. We will send a decision stating whether data will be archived (saved) or not.

    5.If the Danish National Archives decides that data should be delivered, we will contact the researcher or contact person concerning the practical matters surrounding the delivery of data and documentation.

  • Reporting form
  • How the submission/delivery process for research data works

    Data should be submitted together with adequate documentation. The time of delivery is agreed upon between the Danish National Archives and the institution in question.

    1. The Danish National Archives begins the delivery process by sending a letter to/contacting the researcher/contact person/institution.

    2. The researcher/contact person/institution prepares a copy of data and documentation as per the applicable rules – see:

    Instructions on delivery formats, documentation of data, etc., when delivering research data to the Danish National Archives (in Danish)

    3. The researcher/contact person/institution submits a copy of data and documentation accompanied by a delivery note to the Danish National Archives. Data sets should be sent by registered mail or delivered in person in Copenhagen.

    Datasets must be encrypted. Data must be encrypted with BitLocker, which can be found on all machines using a Windows operating system. Alternatively, VeraCrypt can also be used.

    The decryption code should be sent to, att. Isabella Gomes Carmeiro.

    Send data to the following address:
    Digital Bevaring, Testværkstedet
    Kalvebod Brygge 34

    DK-1560 København V

    Personal delivery can be made at the following address:
    Kalvebod Brygge 34
    DK-1560 København V

    4. The Danish National Archives will acknowledge the receipt of data and documentation. We will contact the researcher in charge/contact person if we have any questions in connection with the processing of data.

  • Delivery of research data

    Access to public data from research is governed by the Danish Archives Act (Arkivloven).

    For private data, separate availability periods will be agreed upon.

    Read more about availability periods here.

    When the research data has been submitted, the Danish National Archives will actively work towards ensuring that the data can be reused in new research-related contexts. Read more about accessing the survey data.

  • Legislation and instructions