Resource description template for cataloguing

Use this template to prepare a structured description of a research resource for cataloguing and discovery. The profile records what the resource is, who provides it, which users and scientific domains it supports, how it can be accessed and which technical, legal and organisational conditions apply.

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Resource information

Resource type

Catalogue description template

Intended users

Resource providers, repository managers, data stewards and catalogue editors

Recommended use

Resource onboarding, cataloguing, service discovery and EOSC preparation

Status

Recommended template of the Competence Center

Download the resource description template

XLSX and DOCX are intended for manual preparation and review. JSON can be used for structured data exchange and automated catalogue workflows.

Available formats

Download XLSX Download JSON View field guidance

What is a catalogue resource description?

A catalogue resource description is a structured record that enables users to discover, understand, compare and access a research resource. It identifies the resource and its provider, explains its purpose and supported use cases, and records the conditions under which it can be accessed and used.

The resource may be a repository, data service, software tool, computing service, scientific facility, database, training resource or another component of a research or open science infrastructure.

Dataset metadata and resource descriptions are different

Dataset metadata describe a particular research dataset. A catalogue resource description explains a service, repository, tool, facility or other resource through which research activities are supported.

What the template covers

The template organises resource information into four practical documentation areas.

Identification and purpose

Resource name, type, short description, purpose, scientific domains, keywords, supported use cases and resource status.

Provider and responsibility

Provider organisation, responsible unit, ROR identifier, contact point, operator, ownership and maintenance responsibility.

Access and user conditions

Target users, eligibility, access method, access URL, fees, authentication, support, geographic coverage and service hours.

Technical and legal information

Standards, interfaces, interoperability, licences, terms of use, data protection, related resources and persistent identifiers.

Recommended resource description fields

Required fields constitute the minimum catalogue record. Recommended and conditional fields should be completed whenever they apply to the resource.

Field	Status	Purpose	Example
`resource_name`	Required	Official public name of the resource	DataverseUA
`resource_type`	Required	Category of the described resource	Research data repository
`short_description`	Required	Concise explanation of the resource and its purpose	Repository for publication and preservation of research data
`provider_name`	Required	Organisation responsible for providing the resource	National Academy of Sciences of Ukraine
`provider_ror`	Recommended	Persistent identifier of the provider organisation	ROR identifier
`contact_point`	Required	Contact for access, support or resource information	support@example.org
`scientific_domains`	Recommended, repeatable	Scientific disciplines supported by the resource	Materials science; physics; chemistry
`keywords`	Recommended, repeatable	Terms supporting resource discovery	repository; FAIR data; DOI
`target_users`	Recommended	Primary user groups for the resource	Researchers and data stewards
`supported_use_cases`	Recommended, repeatable	Research activities supported by the resource	Dataset publication and long-term preservation
`landing_page`	Required	Public webpage containing information about the resource	https://example.org/resource/
`access_url`	Conditional	Direct URL for accessing or requesting the resource	https://example.org/login/
`access_method`	Required	How users obtain access	Open access or authenticated access
`access_conditions`	Required	Eligibility, restrictions or approval requirements	Available to registered researchers
`authentication`	Conditional	Authentication mechanism required for access	Institutional account or federated AAI
`fees`	Recommended	Whether use of the resource is free or chargeable	Free of charge
`support`	Recommended	Available user support and documentation	Helpdesk and user guidance
`standards`	Recommended, repeatable	Standards and specifications implemented by the resource	DataCite Metadata Schema; OAI-PMH
`interfaces`	Conditional, repeatable	APIs, protocols or machine interfaces	REST API; OAI-PMH
`terms_of_use`	Required	Terms, licence or policy governing resource use	Repository terms of use
`resource_status`	Required	Current operational status of the resource	Operational
`last_updated`	Recommended	Date when the catalogue description was last reviewed	2026-07-21

Minimum catalogue record

At minimum, the description should identify the resource and its provider, explain its purpose and specify how users can obtain information, access or support.

Recommended minimum fields: resource_name, resource_type, short_description, provider_name, contact_point, landing_page, access_method, access_conditions, terms_of_use and resource_status.

How to use the template

1. Identify

Enter the official resource name, type, provider and public status.

2. Explain

Describe the resource purpose, target users and supported research activities.

3. Define access

State how users access the resource and which conditions apply.

4. Add details

Record standards, interfaces, support, terms of use and related resources.

5. Review

Confirm the description with the responsible provider before catalogue publication.

Example catalogue record

The following simplified example illustrates a machine-readable resource description.

{
  "resource_name": "DataverseUA",
  "resource_type": "Research data repository",
  "short_description": "Repository for publication and preservation of research data.",
  "provider": {
    "name": "National Academy of Sciences of Ukraine",
    "ror": ""
  },
  "contact_point": "support@example.org",
  "scientific_domains": [
    "Multidisciplinary"
  ],
  "target_users": [
    "Researchers",
    "Research groups",
    "Data stewards"
  ],
  "supported_use_cases": [
    "Dataset publication",
    "Metadata registration",
    "Persistent identifier assignment",
    "Long-term preservation"
  ],
  "landing_page": "https://example.org/",
  "access_method": "Open browsing and authenticated deposit",
  "access_conditions": "Dataset publication is available to authorised users.",
  "fees": "Free of charge",
  "standards": [
    "DataCite Metadata Schema",
    "OAI-PMH"
  ],
  "interfaces": [
    "REST API",
    "OAI-PMH"
  ],
  "resource_status": "Operational"
}

Important notes

Use the official public name of the resource and provider.
Describe the resource itself rather than the institution as a whole.
Clearly distinguish the public landing page from the direct access or login URL.
Do not state that access is open when registration, approval or institutional affiliation is required.
Identify operational, pilot, planned and discontinued resources consistently.
Record APIs and standards only when they have been implemented and are available to users.
Do not publish internal technical details, credentials or security-sensitive information.
Review the catalogue record whenever access conditions, URLs, provider responsibilities or resource status change.