This page covers frequently asked questions not covered elsewhere including discoverability and sharing, storage, citations and DOIs, and embargoes.
Other tools and Monash systems
|Features||monash figshare||Drop Box||Academia edu||Google Drive|| figshare|
|Unlimited free private space||Yes||1||No||Yes||3|
|Unlimited file upload capacity||Yes||2||No||Yes||4|
|Unlimited number of user published files|
|Digital Object Identifiers (DOI) for user published files|
|Upload any file format||Yes||Yes||No||Yes||Yes|
|Login using Monash username and password||Yes||No||No||Yes||No|
|Create secure, private collaborative projects||Yes||Yes||No||No||Yes|
|Private link sharing||Yes||Yes||No||No||Yes|
|Reserve a DOI for user published files||Yes||No||No||No||Yes|
|User managed embargo settings for published files||Yes||No||No||No||Yes|
|Group your content into collections||Yes||Yes||No||No||Yes|
|Files stored securely on Monash University storage||Yes||No||No||No||No|
|File recovery from secure backup||Yes||Yes||No||Yes||No|
|All functions available for free||Yes||No||No||No||Yes|
|Open data compliant for journal publication||Yes||No||No||No||No|
1. You can upgrade from the standard 2GB to 1TB storage for $139/year through Dropbox Pro, or $850/year through Dropbox Business for unlimited storage (minimum of 5 users).
2. Each file you upload through the website must be 10 GB or less. For larger files, download their desktop application or mobile app.
3. Figshare provides 20 GB free, users can purchase additional space
4. Figshare allows files up to max 5 GB
Other Monash systems
is the research data and theses repository for Monash. It allows researchers to manage, store, share and publish their research data as citable research outputs with a DOI. Researchers control who can access their data in a variety of ways. monash.figshare is used by students to submit their theses which are then verified/accepted by Library staff.
is an electronic lab notebook for the day-today recording of research and replaces traditional paper research notebooks. It provides comprehensive version control and has been cleared to store confidential and critical data. LabArchives content cannot be published.
is both the university research management system and the new publications repository. It stores descriptions and copies of traditional reportable research outputs and its use enables research publications to be connected with information about our researchers, their grants and projects. Researchers are encouraged to link their research outputs in myResearch to relevant items in monash.figshare.
Monash Collections Online
is a content management system used by Monash University Library to manage the display, promotion, and dissemination of the Library’s digitised Special Collections, showcasing Special Collection virtual exhibitions and archiving previous digital exhibitions.
How do I connect my monash.figshare account to my GitHub account?
GitHub is a widely used version control repository primarily for code. Linking your monash.figshare and GitHub accounts allows you to make public the code associated with a research output, and make clear which version of the code you used.
On the My data page, next to the ‘+Create a new item’ button is the Octocat GitHub icon. Clicking on the icon takes you to a page that will state you have no connected GitHub accounts. Click the ‘Connect’ button. You will be prompted to login to GitHub. Once logged in the next page asks you to click on the ‘Authorize application’ button which allows your monash.figshare account to connect to your GitHub account. This will take you back to monash.figshare and display your GitHub repositories. To import, select the repositories then click ‘Import selected repos.’ You will then have the option of adding further information or closing the item.
monash.figshare is indexed by Google and Bing, and is searchable via figshare.com. You can increase the discoverability of your research by ensuring that your keywords are relevant and specific to your topic, and that you have fully described your work by filling in as many of the fields as possible.
All published files on monash.figshare are publicly accessible online and reusable by others under a Creative Commons licence.
Only you can view your private research files before you publish. They are not visible or accessible by anyone else. However, if you are part of a monash.figshare project, you can elect to allow project team members to view and download your unpublished research files. This is a feature designed to allow collaboration.
Creating a Project in monash.figshare allows you to invite other Monash researchers to collaborate. Only project members can see the descriptions and research files added to the Project by other project members until the owner chooses to make them public. All project members can view and download the research files of other Project members.
To create a Project click on the Projects tab after you have logged in. Click on the '+ Create a new project icon'. This will allow you to describe your Project (title, description, funding source, etc) and invite other researchers to your project. Project members can be added as Collaborators (with editing rights) or as Viewers (they can only view data, not add to it).
All files uploaded through monash.figshare are stored at Monash University for long-term security, and to prevent lock-in to the Figshare service.
All users across Monash will start with 10GB of storage. If you are approaching the maximum of your initially allocated space, you can request more storage.
On the My Data tab you will see how much storage you have under the Activities tab. Placing your cursor on the allocation brings up a link (Request more?). Click this link, fill in your new quota and hit submit. Your request will be sent to a monash.figshare administrator.
Since users accross Monash will have variable storage requirements, the allocated storage will be variable. If you are approaching the maximum of your initially allocated space, you can request more storage.
Citations and Digital Object Identifiers (DOIs)
A Digital Object Identifier (DOI) acts as a persistent link to your research and is allocated at the point of publication. Monash University manages these DOIs so that the link to your monash.figshare items and research files will always work, allowing them to be citable for the long-term.
When you publish in monash.figshare a DOI is automatically created. To find a DOI on a published item simply click on the word "Cite". This will bring up the automatically generated citation for your item as well as the DOI in bold.
For more information on how to find a DOI on a published item watch the YouTube video
Video credit: figshare
Yes, in a draft item clicking on 'Reserve Digital Object Identifier' creates a DOI that is reserved for your item. You can supply this DOI to publishers for inclusion in a forthcoming paper, however it will not become active until you publish the output in monash.figshare.
For more information on how reserve a DOI on a draft, item watch the YouTube video
Video credit: figshare
A new item must have five fields to allow the minting of a DOI and publication of the item (these fields are highlighted in green):
- tags (keywords)
If you try to publish without these fields being completed a box will appear reminding you of the fields that need to be completed.
monash.figshare offers two types of embargo. You can apply the embargo to the files only meaning that the description will be publicly visible but the research files themselves will not be. You can also apply the embargo to the whole item meaning that both the description and the research files will not be publicly available until the embargo has expired. You can embargo the research output either by a set period (1 month, 4 months, 6 months, 12 months or 2 years) or by using the calendar to select a specific date. Regardless of which method you choose, the published item will clearly state that an embargo currently applies, and provide the date the embargo ends.
By doing this you will be able to provide the publisher with a DOI of where the data will be made available, without revealing any of your work until you are ready. You can always edit the embargo date as long as the item has not been published.
For more information on embargoes watch the
Video credit: figshare
From the homepage of monash.figshare (or by clicking 'Browse' if you are on another page) all published items are displayed from newest uploaded to the oldest irrespective of the type of file. Items can also be searched by clicking on 'Categories'. This displays all the categories in alphabetical order, and by newest to oldest within each category. You can also search by clicking on 'Search'. From the search page you can filter your searches by newest or most popular, by any or a combination of the nine file types, or by any or a combination of licences.
monash.figshare is a publicly accessible, cloud-based website that is accessed via your Monash Authcate login. This means you can access it anytime from anywhere in the world without restriction.
Monash University is working closely with the developers at figshare.com to ensure that monash.figshare continues to improve. Functionalities that we are working on include:
- Text with external hyperlinks
- ORCID integration
- Transferring files from a personal folder into a Project
- Tagging of projects
- File level tagging within projects
- Tags included in advanced searching
- The current categories will be replaced with Field of Research codes
More FAQs are available on the figshare.com site.
To give feedback please email email@example.com