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• 1.1. What is PHAIDRA?

  PHAIDRA (Permanent Hosting, Archiving and Indexing of Digital Resources and Assets) is the University of Vienna's Institutional Repository for research data and digital collections.

  Introduced in 2008 and based on the open-source software Fedora, it is jointly operated by the University Library and the University Computer Center.
• 1.2. Where can I access the repository?

  You can access the PHAIDRA repository at: https://phaidra.univie.ac.at.
• 1.3. What kind of data can be stored?

  PHAIDRA accepts a wide range of digital content created at the University of Vienna, particularly:

  • research data and accompanying materials from all disciplines,
  • digital collections, including teaching and learning resources, cultural heritage objects, and other materials that document or support research, teaching, or university activities.

  
  Please note:
  PHAIDRA is the Institutional Repository for storing and sharing research data and digital collections. However, depending on your data, there may be more suitable services available (see 5. Sensitive Data and Alternative Storing Services for more information).
• 1.4. Who can upload data?

  All affiliates of the University of Vienna, including staff, students, and guests, can upload data. An active u:account is required.
• 1.5. Does it cost anything?

  No. Uploading, describing, and managing content in PHAIDRA is free of charge for all University affiliates.
• 1.6. Is my storage space limited?

  No, there is no storage limit per user in PHAIDRA. You can upload and store as much data as you need.

  However, if you plan to upload more than 50 GB, we recommend contacting us at support.phaidra@univie.ac.at, so we can help you with a smooth and efficient upload process.
• 1.7. How long is data stored?

  PHAIDRA ensures that data are archived and available for at least five years from the time of upload. After this minimum period, PHAIDRA aims to preserve accessibility and prevent data loss for as long as it is technically and organisationally feasible.

  For more information, see the PHAIDRA Policy and Terms of Use.
• 1.8. Where is the data uploaded to PHAIDRA physically stored?

  All data in PHAIDRA is stored on the University of Vienna’s own infrastructure in Austria, operated by the University Computer Center.

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• 2.1. How do I upload a file to PHAIDRA?

  You can upload a file using the PHAIDRA web interface:

  1. Go to PHAIDRA and log in with your u:account.
  2. Click "Upload" and then "Create new object"
  3. Add your file, enter metadata and select a license
  4. Set access restrictions, if needed
  5. Click "Upload" to finish

  
  For detailed instructions, see the PHAIDRA User Guide.
• 2.2. How do I upload multiple files?

  You can upload multiple files in two main ways:

  Option 1: Upload files individually

  Upload each file separately and assign individual metadata, licences and access settings to each one. Each file will have its own persistent identifier. Provided your access settings allow it, each file can be discovered and downloaded individually.

  If many files share the same information, you can save time and ensure consistency by using a metadata template. In the metadata editor, enter the common information without adding a file and click "Save as new template". The next time you upload, choose "Open template" and load the template into the editor.

  Option 2: Upload an archive

  Combine multiple files into a single archive file (e.g. tar, zip, …) and upload it with one metadata description, one licence and one set of access restrictions (if needed). The archive is given a single persistent identifier. Reusers can then download the entire archive.

  For detailed instructions, see the PHAIDRA User Guide.
• 2.3. Which file formats can I upload?

  You can upload any file format to PHAIDRA. All files can be stored and downloaded. However, the format you choose makes a difference:

  • Preservation: Some formats are better for long-term access.
  • Functionality: Certain formats allow previews, zoom, or playback directly in PHAIDRA.

  
  Best practice:
  Use open, widely used, and well-documented formats. These are easier to preserve and often work better with PHAIDRA's built-in features.

  Recommended formats:

  hhh

  Type	Preferred formats	Also supported with extra features
  Text	PDF	-
  Image	TIFF	JPG, PNG, GIF, BMP
  Audio	WAV, FLAC	MP3, OGG
  Video	AVI, MPEG, MKV	MP4, QuickTime (MOV)

  
  Please note:
  If you upload other file types, PHAIDRA will still store them safely. Just select the object type "Other documents / data".

  For detailed upload instructions, see the PHAIDRA User Guide.
• 2.4. Is there a file size limit when uploading?

  You can usually upload files up to 15 GB through the web interface, especially when using the university network.

  For very large files or if your internet connection is unstable, uploads may sometimes fail. If that happens, please contact us at support.phaidra@univie.ac.at and we’ll help you find a solution.
• 2.5. How can I organize uploaded files in PHAIDRA?

  You can organize uploaded files into collections. Collections group related objects (individual files, archives or other collections) together in one structured view. Each collection has its own metadata description and persistent link. Items inside a collection can have different licences and access settings. Collections can be used to organise datasets, research project materials, teaching materials, or complex digital objects.

  For detailed instructions, see the PHAIDRA User Guide.
• 2.6. Can I update or version my data after uploading?

  Metadata can be edited at any time – except for the assigned license, which cannot be changed after publication (see 3. Access, Licenses, and Visibility for more information).

  Files, however, cannot be replaced or overwritten by users. To publish a new version of your data, you can upload it as a separate object and link it to the previous version using metadata. In exceptional cases, you may submit a replacement request to support.phaidra@univie.ac.at.

  For instructions, see the PHAIDRA User Guide.
• 2.7. Can I delete uploaded data?

  Generally, no. Uploaded data cannot be deleted or replaced by users, as each object receives a persistent identifier. In exceptional cases, you may submit a deletion request to support.phaidra@univie.ac.at.

  For more information, see the PHAIDRA Policy and Terms of Use.
• 2.8. Can I collaborate with others on a shared deposit?

  Yes. You can request a service email adress, which allows multiple team members to upload and manage data in PHAIDRA using the same account.

  For setup instructions, see the University Computer Center website.
• 2.9. Is there a test system where I can practice uploading and organizing data?

  Yes. The PHAIDRA Sandbox allows you to practice uploads and organizing data in a safe test environment. Data uploaded to the sandbox are not public.

  You can access the PHAIDRA Sandbox here (a connection to the University’s data network via cable, eduroam Wi-Fi or VPN is required): https://sandbox.phaidra.org.

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• 3.1. Are my data reviewed before publication?

  No. PHAIDRA does not review or moderate content before publication. Once you upload your data, it is published immediately based on the access settings you choose.

  As the uploader, you are responsible for ensuring that your content complies with legal, ethical, and institutional requirements.

  For more information, please see the PHAIDRA Policy and Terms of Use.

  Need support?

  ·     For questions about data protection or sensitive data, please contact the Data Protection Officer (DSBA) of the University of Vienna.

  ·     For legal matters related to your research, please contact the Legal Helpdesk at rdm@univie.ac.at.
• 3.2. Who has access to my data?

  You can control access to files when uploading, or afterwards if needed:

  • Public (default): Metadata and files are accessible to everyone.
  • Restricted: Metadata remains public, but file access is limited to specific users, groups, or organisational units.
  • Private (restricted to uploader): Metadata remains public, but files are accessible only to you.

  
  For instructions, see the PHAIDRA User Guide.
• 3.3. What can others do with the data I publish?

  That depends on the license you choose:

  • Public Domain Mark: no copyright restrictions. This means that others can reuse or distribute your data.
  • Creative Commons licenses allow reuse under specific conditions, depending on the particular license chosen (e.g. CC BY allows others to reuse and distribute your data, but requires that they give attribution).
  • MIT License: reuse, modify, and distribute software, as long as the license and copyright notice are kept.
  • All rights reserved: the copyright holder keeps all rights, and the data cannot be reused or distributed without their explicit permission.

  
  Important:
  Licenses cannot be changed later (except from All rights reserved to an open license). Make sure you hold the necessary rights before assigning a license. If you are unsure, contact the legal helpdesk at rdm@univie.ac.at.
• 3.4. Can I track how often my data has been viewed or downloaded?

  Yes. Each object in PHAIDRA shows public usage statistics (views, downloads, access dates, and countries).

  Please note:
  These numbers are approximate and may include automated accesses, so they should be seen only as a general indication of interest, not exact counts.

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• 4.1. Which identifiers are assigned to objects in PHAIDRA?

  Every object automatically receives:

  • a PHAIDRA link (user-friendly URL)
  • a Handle (persistent identifier)

  
  These appear right after upload in the object’s detailed view, under "Citable links" next to the preview.

  Please note:
  If you need a DOI (Digital Object Identifier), this can be requested separately (see 4.2. Do I receive a DOI for my data in PHAIDRA? for more information).
• 4.2. Do I receive a DOI for my data in PHAIDRA?

  DOIs are not assigned automatically in PHAIDRA, but you can request one through the University of Vienna DOI Service. As a member of DataCite, the University of Vienna can register DOIs for objects stored in its repositories, including PHAIDRA. You may request a DOI:

  • after upload (for objects already archived in PHAIDRA)
  • before upload (if you want to include the DOI in the object or its metadata from the start)

  
  For detailed instructions and request forms, please see the University of Vienna DOI Service Website.
• 4.3. What happens to my data if I leave the University?

  Your data will remain in PHAIDRA, available under the license you assigned.

  If the data may need future updates, you can transfer ownership to another user with a valid u:account. Please contact us at support.phaidra@univie.ac.at to request this. Make sure to write us before you leave the university, while you still have access to your u:account, so we can arrange the transfer in time.

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• 5.1. Can I publish Open Educational Resources (OERs) in PHAIDRA?

  Yes. University affiliates can publish teaching and learning materials created at the University of Vienna in PHAIDRA under an open licence and make them available for reuse. A wide variety of OER in different formats can be uploaded, such as:

  • Videos
  • Scripts
  • Audio files
  • Quizzes
  • Images
  • Slides
  • Moodle elements

  
  To upload OER to PHAIDRA, click on "Upload" and select "Upload Open Educational Resources (OER)". You will then be taken directly to the OER entry form. This ensures that all relevant metadata is captured.

  Published OER are made centrally accessible via the OERhub, the national search engine for OER from Austrian higher education institutions. This gives your educational resources national visibility and improves their findability.

  Further information on OER at the University of Vienna can be found here (German only). If you have any questions, please email openeducation@univie.ac.at.
• 5.2. Can I store sensitive or confidential data in PHAIDRA?

  No. PHAIDRA is not suitable for storing research data containing sensitive or confidential information. While you can set access restrictions, the repository does not provide the technical or legal safeguards required for processing such data. This includes:

  • Sensitive personal data (a subset of personal data defined in the GDPR, such as health records, ethnic origin, political or religious beliefs, biometric data, etc.),
  • Confidential data (materials that must remain private due to ethical, legal, or contractual reasons).

  
  If your data falls into one of these categories, please contact us at rdm@univie.ac.at for advice on appropriate handling and storage options. See also 5.2. What other systems does the University of Vienna offer to manage research data? for an overview of available services.
• 5.3. What other systems does the University of Vienna offer to manage research outputs?

  The University of Vienna provides a variety of services for research outputs alongside PHAIDRA.

  • u:scholar - the University of Vienna’s Institutional Repository for scholarly publications. University affiliates can upload their journal articles, working papers, monographs, conference papers, and more. The Open Access Office reviews uploads and provides support.
    Contact: support.uscholar@univie.ac.at
    More information: Website Open Access Office
  • u:theses – the University of Vienna’s Institutional Repository for theses. Uploaded theses are checked for suspected plagiarism in HoPla before being transferred to u:theses. They are stored alongside metadata and abstracts, with full texts only available with the author’s consent. All theses are managed by the University Library.
    Contact: u-theses.ub@univie.ac.at
    More information: FAQs u:theses
  • AUSSDA (The Austrian Social Science Data Archive) – a data infrastructure for the social science community in Austria which offers a variety of research support services, primarily data archiving and help with data re-use. AUSSDA makes social science data accessible, creating opportunities for research and data reuse. Since July 2020, it has been certified with the Core Trust Seal (CTS) as a "trustworthy data repository".
    Contact: info@aussda.at
    More information: Website AUSSDA
  • EDA (Ethnographic Data Archive) – Service for digitising, describing, and archiving ethnographic and qualitative research data at the University of Vienna. Researchers are supported with data management, digitisation of audiovisual and written materials, metadata creation, and guidance on legal and ethical issues. Archived data are stored in PHAIDRA.
    Contact: eda.ksa@univie.ac.at
    More information: Website EDA (German only)
  • UNIDAM – The University of Vienna’s digital asset management system for images and other media used in research and teaching, especially when legal restrictions apply. Content is not publicly visible; access requires an account and login. Researchers and teachers can upload, describe, and manage their digital assets.
    Contact: unidam@univie.ac.at
  • PHAIDRA Webarchive – Service for archiving static websites such as project pages, blogs, or information sites. Users request archiving via PHAIDRA Support. The University Computer Center creates snapshots of the site’s content with a web crawler, which are stored in PHAIDRA for long-term access.
    Contact: support.phaidra@univie.ac.at
    More information: Website University Computer Center
  • YARM4PHAIDRA – Tool for managing metadata and bibliographies. Researchers can collect, save, and publish metadata for project- or topic-specific bibliographies and link them to PHAIDRA objects.
    Contact: herbert.van-uffelen@univie.ac.at
  • DLBT (Digital Library and Bibliography of Literature in Translation and Adaptation) – Research infrastructure for collecting and describing translations, reception documents, and adaptations across national literatures. Users can upload bibliographic metadata and digitised materials. Digital copies are stored in PHAIDRA for long-term access.
    Contact: dlbt@univie.ac.at
    More information: Website DLBT
  • PHAIDRA Vocabulary Server – Platform for building and managing multilingual controlled vocabularies (SKOS ontologies). It supports collaborative creation of terminologies for use in research projects and PHAIDRA metadata.
    Contact: support.phaidra@univie.ac.at
  • GitLab – Platform for developing and archiving software source code at the University of Vienna. It supports collaborative development with version control, issue tracking, documentation tools, and integrated communication. Access requires an account, which can be requested via PHAIDRA support.
    Contact: support.phaidra@univie.ac.at
    More info: Website University Computer Center

  
  For an overview, see the central RDM website, as well as the website of the University Computer Center.