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Unpublish dataset records

In this guide

Overview
Unpublish a dataset

Overview​

Unpublish dataset records to remove them from public visibility while maintaining their approved status. This action moves datasets back to the Approved state, allowing you to take down published datasets while keeping them ready for re-publication or marking as internal without requiring re-approval. Use this for temporary removal, policy changes, or when preparing datasets to be marked as internal.

For example: A dataset for Budget Allocations 2024 may need to be temporarily removed from public access due to policy changes. By unpublishing it, the dataset record returns to the Approved state and can be quickly republished or marked as internal once the issues are resolved.

FAIR compliance

When you unpublish a dataset record, the metadata is never deleted—even if the underlying dataset is withdrawn or deprecated. The record remains in the system, but is no longer publicly visible. Its status is updated, ensuring it is retained for reference and audit purposes, in line with FAIR principles.

How unpublishing works:

  • Catalogue Managers (or equivalent roles) can unpublish dataset records in Published state
  • Unpublished datasets move to the Approved tab and are no longer publicly visible
  • Datasets can be republished, marked as internal, or reverted to draft from the Approved state
  • No re-approval is required to republish an unpublished dataset

Unpublish a dataset​

To unpublish a dataset, you must be a Catalogue Manager or have the permission to unpublish dataset records. Check your permissions.

  1. Go to the Published tab in the datasets panel.

  2. Select View on the dataset record you want to unpublish.

  3. Select Unpublish. The comment field appears.

    Screenshot of the unpublish dataset button

  4. (Optional) Enter your comments explaining why you are unpublishing the dataset record to provide context to other collaborators.

  5. Select Unpublish to confirm. The dataset record appears in the Approved tab and is no longer publicly visible.

    Next steps

    From the Approved tab, you have three options: