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Step 5: Release Data

Once your data and metadata are successfully uploaded, annotated, and have passed our internal checks, your data is ready to be released.

Data releases happen once per month and coincide with distribution of the AD Knowledge Portal Newsletter.

Before Release

  1. Review Release Notes. Submit and/or verify your Release Notes with your Data Manager. These provide a summary of what's included in the release and are shared publicly alongside the data and in the Portal's monthly newsletter.

  2. Review Study Details Page. Review the content shown on your Study Details page, as well as the organization of your study within the Portal architecture (Program > Project > Study). If you are not the PI, request the PI's approval. Provide any edits, or give your Data Manager approval to release the page as-is.

During Release

  1. Move Files to Data Folder. First, the Data Manager will move files uploaded to Staging to the Data folder. At this stage, the Data folder is only accessible by the Data Manager.

  2. ACT Review. Next, Sage Bionetworks' Access & Compliance Team (ACT) will review the data and make a determination as to whether it should be categorized as Controlled Access Data. If the data being shared falls into the category of Controlled Access, ACT will apply an Access Restriction (AR) to the Data folder in Synapse. The conditions for use outlined in the AR align with the AD Knowledge Portal's Data Use Agreement.

  3. Update Folder Permissions. After an AR has been applied (if applicable), the permissions of the Data folder will be changed from private to public access. Finally, the Data Manager will remove your edit access to the staging folder where you initially uploaded the data.

  4. Receive Final Statements. Your Data Manager will share a finalized acknowledgement statement and data availability statement with you, along with a link to your released data, accessible via the front-end Portal UI.

  5. Data Release Version. Each data release is provided as a data release version, associated with Release Notes.

  6. Newsletter Announcement. The research community is made aware of the release through the portal newsletter.

Upon Release

  1. Submit Follow-up Requests. If you plan to publish on this data and will need to submit analytical outputs or request a DOI for use in your manuscript, submit the relevant follow-up Service Desk ticket(s):

    • Add Analytical Outputs — to upload manuscript-related analytical outputs

    • Request a DOI for Publication — to create a DOI pointing to multiple studies, specific versioned files within one or more studies, and/or your own analytical outputs in combination with portal data, for use in a publication


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