AI Data Availability Statement
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If a reader wanted your data tomorrow, what exactly would they do? Which repository, which identifier, under what licence, and who decides whether they get it? A data availability statement that says data are available on reasonable request answers none of that, and reviewers have stopped accepting it. AI Data Availability Statement drafts the version that actually tells someone where to go.
Short answer: AI Data Availability Statement is a free tool that drafts the data availability declaration for a paper, naming the repository, the persistent identifier, the licence, and the access route, including the separate wording that restricted or human subject data requires.
What is AI Data Availability Statement?
AI Data Availability Statement produces the short block that tells readers where a paper's underlying data lives. You supply the repository, the identifier, the licence, and any access conditions. It returns two to four sentences in the form journals expect.
The statement is increasingly a condition of publication and of funding. Its job is practical: a reader, a reviewer, or a future researcher should be able to follow it and either obtain the data or understand precisely why they cannot.
Never claim open access for restricted data Human subject data, commercially licensed data, and anything under a data sharing agreement or embargo needs its own wording, naming the restriction and the route to access. A blanket statement that data are freely available, when in fact they are governed by consent terms or a third party agreement, is a serious error with governance consequences beyond the paper. When the position is complicated, check with your data steward or research office before writing anything.
Why Use AI Data Availability Statement?
It is three sentences, and most of them are wrong in a predictable way.
- Replaces the vague on request formula that reviewers and funders now reject.
- Gets the persistent identifier into the text, which is what makes data findable years later.
- Names the licence, so a reader knows what they may do with what they download.
- Handles restricted data properly, with the restriction and the access route both stated.
- Produces the right variant per journal, since required wording differs.
How Does AI Data Availability Statement Work?
In the prompt box, say where the data are deposited, give the identifier, name the licence, and describe any access conditions. Say whether code, materials, or protocols are covered too, since many journals want those addressed in the same block.
Choose an engine from the model selector below. AI Data Availability Statement runs on MSB AI, OpenAI ChatGPT, Anthropic Claude AI, Google Gemini, Qwen and DeepSeek. For a short formulaic block the engines are close, so put your attention into checking the identifier rather than comparing drafts.
Choose your settings in the advanced options accordion, then generate. The output card shows the statement with a live word count, and you want a low number here, often under eighty words. Every statement carries Copy, Listen, Reuse and Download, plus DOC, TXT and HTML export. Copy is usually enough, since most journals take this into a portal field. Reuse produces the variant for a second journal or for a funder's report. The activity history panel keeps them together.
| What you put in the prompt | What changes in the statement |
|---|---|
| The repository name and identifier | The statement becomes actionable rather than aspirational |
| The licence you applied | Readers know what reuse is permitted |
| Any access conditions or embargo | Restrictions are stated with a route rather than hidden |
| "Cover code and materials too" | The block addresses everything the journal asks about |
What To Give It
- The repository, named exactly, and the persistent identifier it issued.
- The licence applied to the deposit.
- Any embargo, with its end date.
- Any access process, naming the committee or steward who decides.
- Whether code, analysis scripts, and materials are covered, and where they sit.
- The consent terms or agreement that constrain sharing, if any.
Deposit before you write the statement Write this block after the data are deposited and the identifier exists. Statements drafted in advance routinely describe a deposit that never happened or a repository that changed, and nobody rereads them at proof stage.
Setting Length, Format, And Tone
Every control below is in the advanced options accordion on the AI Data Availability Statement page.
| Option | What it controls | When to change it | Suggested starting point |
|---|---|---|---|
| Length | How much the block carries | Medium when several datasets have different conditions | Short, since journals expect a compact statement |
| Tone | The register of the writing | Keep neutral; this is a factual declaration | Formal |
| Point of View | Whether it reads as we or impersonally | First Person where the journal template uses it | Third Person, the conventional form |
| Format | The layout of the output | Bullet Points when several datasets are listed | Paragraph |
| Use Markdown Formatting | Whether symbols mark structure | Off for a portal field | Off |
| Include Examples | Adds illustrative content | Off; an invented repository or identifier would be serious | Off |
| Include Call-to-Action | Adds a closing prompt | Off, always, for a declaration | Off |
| Humanize Voice | Loosens formal phrasing | Off; the conventional form is what editors check for | Off |
| Creativity | How far the wording departs from your input | Keep at the bottom of the range | Around 10 |
| Custom Instructions | Free text for anything the menus miss | Paste the repository, identifier, and licence exactly | "Under 80 words, name the repository and identifier, state the licence, note the access process" |
Key Features
Repository and identifier
The statement points at a specific deposit rather than at a vague willingness to share.
Restricted data wording
Consent limits, agreements, and embargoes each get appropriate phrasing with an access route attached.
Licence stated
Readers learn what they may do with the data, which is the question that follows finding it.
Code and materials
Analysis scripts and materials are covered where journals require them in the same block.
Per venue variants
Reuse produces the wording another journal or funder requires without re entering the details.
The Situations That Need Different Wording
- Fully open deposit. The simplest case: repository, identifier, licence.
- Deposit under embargo. Same details, plus the release date.
- Controlled access. Names the committee or steward and the application process.
- Human subject data with consent limits. States what consent permits and what it does not.
- Third party data. Names the owner and how others may obtain it, since you cannot redistribute it.
- No data generated. Some papers have none, and that should be stated plainly rather than left blank.
Availability Statement Or Data Management Plan?
| Question | Availability statement | Data management plan |
|---|---|---|
| When it is written | At submission, after deposit | Before the project starts |
| Who reads it | Readers, reviewers, editors | Funders and your institution |
| Length | A few sentences | Several pages |
| What it does | Tells readers where the data are | Plans how data will be handled |
From Analysis To Statement
- Check your funder's and journal's data sharing requirements early, not at submission.
- Confirm what your consent forms and any agreements permit.
- Prepare the data: de identify where required, document variables, and include a readme.
- Deposit in a repository your field and funder recognise.
- Record the persistent identifier and the licence you selected.
- Draft the statement from those details.
- Check the wording against what the deposit actually allows.
- Verify the identifier resolves before you submit, and again at proof.
De identification is not a formality Removing names is rarely enough. Combinations of dates, locations, and rare characteristics can re identify participants, and the risk rises with the richness of the dataset. Follow your institution's guidance, involve a data steward for anything sensitive, and if the risk cannot be reduced, use controlled access rather than publishing openly and hoping.
Before You Submit Checklist
- ✅ The data are actually deposited and the identifier resolves.
- ✅ The repository is named exactly as it names itself.
- ✅ The licence in the statement matches the licence on the deposit.
- ✅ Any embargo, restriction, or access process is stated with a route.
- ✅ Nothing claims open availability for data governed by consent or agreement.
- ✅ Code and materials are addressed if the journal requires it.
- ✅ The statement matches your funder's data sharing conditions.
- ✅ A data steward has reviewed anything involving human participants.
Check the link at proof stage Identifiers get mistyped, and a broken link in a published data statement is both embarrassing and hard to correct. Click it during proofing, from a browser that is not logged into anything.
Pros And Cons
What works well
- Replaces the vague on request formula with something a reader can act on.
- Handles restricted and controlled access wording that authors commonly get wrong.
- Keeps the block short and in the expected form.
- Free with no account, and quick to regenerate per journal.
What to watch
- It cannot verify that a deposit exists or that an identifier resolves.
- It does not know your consent terms or your data sharing agreements.
- Fluent wording can overstate availability if your prompt was imprecise.
- Governance questions belong to your data steward, not to a drafting tool.
AIToolsay is a free set of AI tools for research and writing, free to use and open to anyone. Data statements sit among the other declarations, and the AI Research Ethics Statement covers the approvals that often constrain sharing, while the AI Author Contributions Statement records who curated the data in the first place. You can run AI Data Availability Statement for every submission, at no cost.
Frequently Asked Questions
Can I still say data are available on reasonable request?
Many journals and funders now discourage or reject it, and studies have shown such requests frequently go unanswered. Deposit the data and name the identifier instead wherever you can.
Are there charges for using the AI Data Availability Statement?
Yes. AI Data Availability Statement costs nothing and needs no login, with the engine behind the statement chosen by you.
What if my data cannot be shared?
Say so, name the reason, and give the access route if one exists. A clear restriction is entirely acceptable; an unexplained absence is not.
Which repository should I use?
One recognised in your field that issues persistent identifiers, or your institution's repository. Your funder may specify or exclude particular options, so check first.
Does this cover my code?
Only if you say so. Many journals want code and analysis scripts addressed here or in a companion statement, so include them in the prompt.
What if a co-author disagrees about sharing?
Resolve it before submission. Data sharing commitments bind the whole author group, and the person who holds the governance responsibility should have the final say.
Should I write this before or after depositing?
After. A statement written in advance describes a plan, and plans change. Deposit, record the identifier, then write.
Data sharing is only useful if someone can actually follow the instructions. Deposit properly, name the identifier and the licence, and be honest and specific about anything that is restricted. Thank you for reading, and I hope the identifier resolves cleanly.
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