“Publishing data in a data repository does not automatically make them openly accessible. (Sensitive) personal data can still be protected by limiting access to the data.”, in DMEG, by CESSDA


In APIS the access conditions are established by the depositor or the Principal Investigator. Currently, APIS, according to RCAAP, provides the following types of access:

  • Open access
    Data and metadata are available online and can be accessed by any user whether they are registered or not.
  • Access for registered users
    Metadata are visible, but data can only be accessed after identification of the user (by means of registration within the archive).
  • Restricted access 
    Metadata are visible, but data can only be accessed after both identification of the user and authorization by the Principal Investigator (or the person responsible for the data).


It also includes the possibility of an embargo period where access is restricted to the research team. In the meantime, all information is curated and disseminated by the archive.

After deposit, the dataset will be acknowledgeable by means of bibliographic citation as in the following example:

Cabral, Manuel Villaverde; Silva, Pedro Alcântara da; Mendes, Hugo (2003): Saúde e doença em Portugal, 2001. Arquivo Português de Informação Social, Lisboa. APIS0001, <http://hdl.handle.net/10400.20/23>

Depositing data in APIS does not imply the transfer of copyright. However, APIS requires all depositors to sign a declaration of deposit, which gives APIS a non-exclusive licence to distribute data, allowing the archive to store, copy, digitize, modify, migrate and use the data in other collections. Without this declaration, digital preservation of the data would be compromised.


The declaration of deposit also informs the depositor about the main responsibilities of APIS:

      1. To store, document and preserve the data according to the best practices in data management;
      2. To disseminate the data in APIS catalogue and also in portals such as RCAAP and CDC (CESSDA Data Catalogue);
      3. To preserve data in a long-term basis;
      4. To acknowledge the authors of the data by means of bibliographic citation;
      5. To promote the proper use of the data;
      6. To notify the Principal Investigator, whenever possible, about the use of data in new publications;
      7. To notify the Principal Investigator about eventual misuse of the data;
      8. To notify the Principal Investigator in case of any changes in APIS governance.


Download the declaration of deposit here.

Also learn about conditions of use of the data.