Digital object identifiers (DOI)

Persistent identifiers for research equipment

A Digital Object Identifier (DOI) is a globally recognised, persistent identifier assigned to research outputs — including equipment records. The service will now provide the capability to assign DataCite Digital Object Identifiers (DOIs) for research equipment via a data management platform. This functionality enables institutions to create persistent links between equipment investments and their resulting research outputs and publications.

By assigning a DOI, institutions ensure that their equipment records:

• Can be cited in publications, funding applications and reports
• Are discoverable via international registries such as DataCite
• Remain persistent, even if metadata changes over time
• Contribute to open and reproducible research by enabling transparent linking of resources

If you want the service to assign a DataCite DOI for equipment records, then these mandatory fields must be completed:

• 1.2 - Internal record ID
• 1.4 - Name
• 1.5 - Description
• 2.1 - Manufacturer (for equipment-type records only)

You can publish records from a file or through API integration without the description or manufacturer, but you will not be able to request DOIs for those records until those mandatory fields are completed.

We will not assign DOIs for records with existing DOIs or for facility records.

Uploading records via a spreadsheet: note that the service does not assign DOIs for records automatically if the mandatory criteria are met. You will need to request DOIs as part of the workflow before publishing.

Good practice for DOI management

• Ensure metadata is accurate and complete as possible before requesting a DOI. Note we are still working on the functionality to sync updated metadata with DataCite.
• Remember that once assigned, users cannot delete a DOI. See 'Remove a DOI below for more information.
• Use DOIs consistently in institutional systems and publish/link to ORCID records.
• Align DOI assignment with your institution’s research data and open access policies.

DOI request workflow for data uploaded via a spreadsheet template or manually created

The service does not assign DOIs for records automatically if the mandatory criteria are met. You will need to request DOIs as part of the workflow before publishing.

• Go to “view, add or edit records” tile on the data management dashboard.
• Navigate to Add Records Manually or Add Records from File.
• Complete all required fields (See our data model in detail for more information):
  • 1.2 - Internal record ID
  • 1.4 - Name
  • 1.5 - Description
  • 2.1 - Manufacturer (for equipment-type records only)
• For each equipment record you will see a “request a DOI” column field. If all mandatory fields have been completed, you will be able to select “Yes” to request a DOI for each record.
• Then press “review DOI requests”. This will take you to a page which shows “records to be published with a DOI” and “records to be published without a DOI”. You will be able to expand these sections to view the records and can still change DOI requests at this stage. You can also go back to the previous page using the navigation on the top left to continue editing other fields.
• If you are happy with the DOIs that you are requesting, then press “publish records”. If you're an editor, press "submit for approval" to submit the records to a lead. DOIs will be minted automatically upon approval. You may need to refresh the page to retrieve the newly-assigned DOIs.

DOI request workflow for data harvested through API

If mandatory fields have been met, then you can select records in "View records" and select "Request DOI for selected". See API integration for more information.

Assigning DOIs to existing records

Spreadsheet upload

• You can re-upload your spreadsheet template with the completed mandatory fields. Ensure you are using the same internal record ID. Note any updates you make to the other metadata fields will be updated as part of this re-upload.
• For each equipment record you will see a “request a DOI” column field. If all mandatory fields have been completed, you will be able to select “Yes” to request a DOI for each record.
• Then press “review DOI requests”. This will take you to a page which shows “records to be published with a DOI” and “records to be published without a DOI”. You will be able to expand these sections to view the records and can still change DOI requests at this stage. You can also go back to the previous page using the navigation on the top left to continue editing other fields.
• If you are happy with the DOIs that you are requesting, then press “publish records”. If you're an editor, press "submit for approval" to submit the records to a lead. DOIs will be minted automatically upon approval. You may need to refresh the page to retrieve the newly-assigned DOIs.

Manual requests

• Simply change the value of "Request DOI" for eligible records to "Yes". If you are an editor, you will need to submit those requests to a lead for approval using the "Submit edits" button in the button bar.

Pure equipment module or Kit-Catalogue API users

If mandatory fields have been met, then you can select records in "View records" and select "Request DOI for selected". See API integration for more information.

Remove a DOI

There might be instances where you need to delete a record with or without a DOI. We will resolve the DOI to a tombstone page to indicate that this record is no longer available, and the DOI reference no longer exists.

If you need to delete a record with or without a DOI please contact us at help@jisc.ac.uk using ‘Equipment Data Service’ in the subject line.