A video demonstration is embedded at the bottom of this answer for Newcastle University authenticated users.

Newcastle University's repository allows you to embargo research data that you plan to make public in the future.

There are two options when applying an embargo:

• file level: the metadata record will be publicly visible but the data behind the record will be embargoed.
• whole item: the metadata record and data will be not be visible until the embargo has expired. This limits the discoverability of the data record, so we do not recommend it unless the discovery of the metadata poses certain temporary risks too.

Adding an embargo

1. Access the repository.
2. Ensure you are logged in using the University's single sign-on function. You should see your initials, or profile picture at the top-right corner of the screen.
3. Go to 'My Content' or 'My Research', in the top-right corner. In the drop-down menu, there will be an option for either 'Items' or 'My submissions'. Click that option.
   
    OR
   
    
4. Find the item to which you wish to apply an embargo. Click the 'Edit' button, not the title.
   
   
5. Depending on the size of your screen, the 'Add embargo' or 'Edit embargo' option will be either to the right of the screen, or below the rest of the metadata.
   
6. Click 'Add embargo'.
   • Select the embargo's expiry date. Make a note of this and remember to amend and extend it as necessary.
   • We do not recommend a permanent embargo. If you plan to restrict access to your data permanently and only share data under specific conditions, or on request, please explore repositories that have such a functionality. We also recommend that you put a data sharing agreement in place using the University's Legal Services.
   • Choose the type of embargo: on files, or the entire record.
   • It is good practice to add a title and provide information regarding the reason for the embargo.
     
      
7. Click the 'Add embargo' button to close the window.
8. Click 'Save changes'.
9. Ensure you click 'Submit for review' when you are ready for reviewers to check your deposit for approval.

Editing or extending an embargo

Follow the steps above. Once you accessed your item, you will need to use the 'Edit embargo' button.

Save your changes and then ensure you submit for review.

Please amend your embargo at least two weeks in advance of its expiry. Also, give reviewers enough notice to approve your change.

Sharing embargoed data

If publishers or peer reviewers should have access to your data while they are under embargo, you can share using a private link from the same 'Item actions' menu. Please remember that private links should only be sent to trusted individuals and they should never be included in any publications.