Frequently asked questions for heritage organizations
What is a dataset?
A dataset is a collection of structured descriptions of heritage items. These can be physical objects, such as paintings or archival records, but also people, events, places or digital objects such as photos and audiovisual material.
A dataset contains metadata, which is the information about the heritage items. This includes details such as the creator, the year an object comes from, and its subject. Often, there is also a reference to where the object can be viewed digitally or found physically. This metadata is usually recorded in a collection information system. Some heritage organizations manage their metadata differently, for example in an Excel file or their own database. By publishing this information as a dataset, the organization makes it available to everyone.
What is a dataset description?
A dataset description describes the dataset as a whole. It includes information such as the title, what information the dataset contains, and which heritage organization manages it. The description also includes a reference to where the dataset is available, usually via a link.
What information is included in a dataset description?
A dataset description contains information about the content, origin, availability and use of a dataset. This includes data such as title, description, license, heritage organization that owns the dataset and the URL of the dataset.
How many dataset descriptions can I submit to the dataset register?
There is no maximum. As a heritage organization, you determine how many(dataset descriptions you publish. You can for example publish one(dataset description for a complete collection, or multiple(dataset descriptions for individual sub-collections or types of heritage.
Where is my dataset located?
The(dataset is located at the organization that manages the data, for example in the collection information system. The(dataset description points to this location via a URL. Your(dataset itself is not stored in the Dataset Register.
How do I create a dataset description?
You create a dataset description via your collection information system or via an online form. Read more on the Dataset Description page.
My heritage organization only has a physical collection. Can I create a dataset description for it?
Yes. A dataset description can be about physical collections, such as paintings, paper archives or museum objects, but also about digital resources, such as podcasts, video interviews or scanned documents.
Which license should I use?
In the Digital Heritage Network, an open license is the starting point. The license applies to the metadata of the dataset, not to the individual collection objects within the dataset. The preference is for CC0. Choose a different license only if legal or privacy reasons require it. Even if your metadata is accessible under conditions, publish a dataset description anyway. This way everyone can see that the dataset exists and under which conditions it is accessible.
How can I publish a dataset description if my collection information system or website does not support it?
Yes, contact us via the contact page.
How do I submit a dataset description?
Many NDE-compatible collection information systems can submit dataset descriptions for you. If your system cannot do this yet, contact your supplier. If you do not have an NDE-compatible system yet, you can manually submit the registration URL via the online registration form.
How quickly does my dataset description appear in the Dataset Register after submission?
After a successful submission, a dataset description will be included in the Dataset Register within 24 hours.
The dataset description I have submitted does not appear in the Dataset Register. What should I do?
First check if all required fields are filled in and if the URL of the dataset description is properly accessible and does not give an error message. You can then enter the URL of the dataset description on the validation page to see if there are any problems with the dataset description. If you can't figure it out, a data workshop can help you find and solve the error.
How do I modify my dataset description?
You make changes in your own system. The Dataset Register will automatically read the description afterwards and process the change within 24 hours. Separate reporting is not necessary.
How do I delete a dataset description?
Delete the dataset description at the location where it is published, for example in your collection information system. The Dataset Register will then no longer be able to read the description and will automatically mark it as archived. The description will still be visible in the archive of the Dataset Register. For permanent deletion: contact us via the contact page.
When was my dataset description last read by the Dataset Register?
Under the heading Registration in the dataset description, there is a field called Last Read. This date shows when the Dataset Register last automatically read the URL of your dataset description.
My heritage organization has no linked open data yet. Can my dataset description be included in the Dataset Register?
Yes. Offering data as linked open data is not a condition for inclusion in the Dataset Register. A dataset can be made available in different ways. For example, it can also be an API or a download file such as CSV.
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