Contents

  1. About CKAN
  2. Prerequisites
  3. Terminology
  4. Login
  5. Create a new dataset
  6. Edit a dataset

1. About CKAN

data.sa.edu.au uses the CKAN data management platform. CKAN is a data repository for publishing open data and its associated metadata. It helps to make your data discoverable and usable to other researchers and the public.


2. Prerequisites

data.sa.edu.au is available for everyone to view. If you would like to use the eRSA CKAN to describe and/or host your data, you will need:

  • A username and password, provided by eRSA.
  • The appropriate Editor permissions for the relevant organisation.

To organise your access to CKAN, please contact the Data team.


3. Terminology

Dataset: The record (like a container) which contains data file/s and associated metadata.

Resource: Another term for a data file. Resources (files) are attached to datasets and there may be more than one resource associated with a dataset.

Organisation: The high-level institution that the dataset/s belongs to.

Group: Datasets are grouped under the Australian and New Zealand Standard Research Classification (ANZSRC) Fields of Research codes to make it easier to browse datasets by theme. A dataset can be assigned to more than one group (FOR code).


4. Login

Enter your username and password on the Login page. You can login from anywhere on the site, using the Login link at the top-right.


5. Create a new dataset

  1. From the Datasets section of the site (via the top navigation), click Add Dataset.

  2. Complete the relevant fields for the new dataset:

    • Title: Provide a succinct, but descriptive, title.
    • URL: The system will default to using what is in the title field. If the title is very long, it maybe best to shorten the URL, by taking out any unnecessary words such as ‘the’, ‘to’, ‘from’, etc.
    • Description: Include a description that helps visitors understand your dataset. This may include information about the research project, the purpose of the data, and any other relevant administrative information.
    • Tags: Tags are like categories or subjects for your dataset, and they can be single words or phrases. Include any that you think are relevant. 1-5 tags is ideal.
    • Licence: Your dataset must have a licence specified, so visitors know if and how they can use the dataset. Please contact the Data team if you would like assistance in determining the most appropriate licence for your dataset.
    • Organisation: Choose the relevant organisation from the menu.
    • Visibility: You can choose to make your dataset private or public. If your dataset is ‘Private’, only those with a login and specific permissions will be able to see the dataset.
  3. Click Next: Add Data

  4. Complete the relevant fields for the dataset resource:


    Note: At this stage you can only link to or upload one file. Once the dataset is created, you can go back and add more files as required.
    • Resource: Use this field to link to or upload your file.
    • Name: This field defaults to name of the file you upload, but you may change it as required.
    • Description: Include a description to help users understand the file. This may include instructions for how to generate or view the data, information about the instrument or program that was used to create the data and any other relevant administrative detail.
    • Format: If you are uploading a file, there is no need to edit this field, as the format is generated automatically. If you are linking to a file, indicate the format (file type) of the file.
  5. Click Next: Additional Info

  6. Complete the relevant ‘additional data’ fields:


    • Author: The name of the person or organisation responsible for producing the data.
    • Maintainer: Add another name if relevant. In some cases the maintainer may be the same person or organisation as the Author field.
    • Custom fields: Leave these blank.
    • Group: Choose the Field of Research (FOR) code that your dataset most closely relates to. To do this, begin typing the name or number of the FOR code, as shown below:

  7. Click Finish to complete the process.

6. Edit a dataset

You can edit a dataset you have created, or any dataset owned by an organisation that you are a member of.



Edit metadata

  1. Click the Edit button at the top-right of the dataset’s page.  

  2. Edit metadata fields as necessary.
    • Extra groups can been assigned, if the data is relevant to more than one Field of Research.
  3. Click Update Dataset to save your changes.
Edit or or update a resource
  1. Make sure you are in edit-mode for the dataset (see step 1 above).

  2. You will see the resource/s currently associated with the dataset listed in the left sidebar. Click on the resource file name that you wish to edit.


  3. Edit the required fields. You can update the file link, or upload a new file, to replace the existing one.

  4. Click Update Resource to save your changes.

Add extra resources
  1. Make sure you are in edit-mode for the dataset.

  2. From the left sidebar, click the Add New Resource button (see above).

  3. Link to or upload a new file. Complete other fields as necessary.

  4. Click Add to save.

Note: You will need to edit the dataset each time you wish to link to or upload a new file. Unfortunately there is no way to add more than one file at a time.


Delete a resource

  1. Make sure you are in edit-mode for the dataset.

  2. You will see the resource/s currently associated with the dataset listed in the left sidebar. Click on the resource file name that you wish to delete.

  3. Click the red Delete button and confirm that you wish to delete the resource.


7. Delete a dataset

  1. Click the Edit button at the top-right of the dataset’s page.

  2. Click the red Delete button at the bottom of the screen.

  3. Confirm that you wish to delete the dataset.


Note: This process will not completely delete a dataset from the system. It will no longer display on the site, but will be accessible by visiting its original URL. This allows you to undo a deletion if necessary. If you would like to completely delete a dataset, please request this via our Service Desk.



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