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Introduction to DataManagementCunera BuysRRF 2015https://www.flickr.com/photos/hellocatfood/7957989238/ (CC BY-NC-SA 2.0)

• Background on data management• Why data management is important• Intro to best practices for data management• Library resources for data management.Photo by Carl Vogtmann

Data SnafuData Sharing and Management Snafu in 3 Short Actshttps://www.youtube.com/watch?v=N2zK3sAtr-4

What are data?://www.flickr.com/photos/rh2ox/9990024683/ (CC BY-SA 2.0)

Data- Some DefinitionsDigital Curation Center (UK): “Data, any information in binary digital form, is atthe centre of the Curation Lifecycle.”Office of Management and Budget: “Research data means the recorded factualmaterial commonly accepted in the scientific community as necessary tovalidate research findings”The Oxford English Dictionary (OED)defines “data” as:Related items of (chiefly numerical) information considered collectively,typically obtained by scientific work and used for reference, analysis, orcalculation.Data can be both analogue and digital materials.

Data in the Sciences and HumanitiesBICEP2 (South Pole telescope) Performativity, Place, SpaceBurgess and Hamming, 2011BICEP2 Collaboration, 2014

Every discipline has data!Types of data include:• observational data• laboratory experimental data• computer simulation• textual analysis• physical artifacts or relicsExamples of data include:• Audio and video files• Code or scripts• Digital text• Lab notebooks• Geospatial images• Instrumental data• Photographs• Rock samples• Survey results• Scanned documents• Spreadsheets• Video gameshttps://www.flickr.com/photos/23165290@N00/9338136777/(CC BY-SA 2.0)

Why do funders and broader sciencecommunity want to share and preservedata?https://www.flickr.com/photos/joyvanb/11111295964/ (CC BY-NC-ND 2.0)

Brief History of Data Sharing Requirements• February 26, 2003 - NIH requires a Data Sharing Policy for projectsabove $500K.• January 18, 2011- NSF requires Data Management Plans (DMPs) tobe submitted with all new grant proposals.• February 22, 2013- Memo issued by White House Office of Scienceand Technology Policy (OSTP).http://www.whitehouse.gov/sites/default/files/microsites/ostp/ostp_public_access_memo_2013.pdf

Responding Agencies to OSTP MemoAgency for Healthcare Research and Quality (AHRQ)HHS Office of the Assistant Secretary for Preparedness and Response (ASPR)Centers for Disease Control and Prevention (CDC)Department of Commerce (DOC)Department of Defense (DOD)Department of Energy (DOE)Department of the Interior (DOI)Department of Health and Human Services (HHS)Department of Homeland Security (DHS)Department of Transportation (DOT)Department of Education (ED)Environmental Protection Agency (EPA)Food and Drug Administration (FDA)National Aeronautics and Space Administration (NASA)National Institutes of Health (NIH)National Institute of Standards and Technology (NIST)National Oceanic and Atmospheric Administration (NOAA)National Science Foundation (NSF)Office of the Director of National Intelligence (ODNI)Smithsonian Institution (SI)United States Agency for International Development (USAID)United States Department of Agriculture (USDA)United States Department of Veterans Affairs (VA)

Journal RequirementsPLOS journals require authors to make all data underlying the findingsdescribed in their manuscript fully available without restriction, with rareexception.

RecognitionChapter II.C.2.f(i)(c), Biographical Sketch(es), has been revised to rename the“Publications” section to “Products” and amend terminology and instructionsaccordingly. This change makes clear that products may include, but are notlimited to, publications, data sets, software, patents, and copyrights.

Benefits of Sharing Data• Clearly documents and provides evidence for research in conjunction withpublished results.• Meet copyright and ethical compliance (i.e. HIPAA).• Increases the impact of research through data citation.• Preserves data for long-term access and prevents loss of data.• Describes and shares data with others to further new discoveries and research.• Prevent duplication of research.• Accelerates the pace of research.• Promotes reproducibility of research.

Data Management• Managing data effectively across the data lifecycle is critical for thesuccess of a research project– Make a data management plan• Data management refers to all aspects of creating, housing,delivering, maintaining, and archiving and preserving data• It is one of the essential areas of responsible conduct of research• All subject areas (humanities, social science, and hard sciences)engage with data in many formats.• Absence of data documentation and management will limit thepotential use of that data.

From: Fary, Michael and Owen, Kim, Developing anInstitutional Research Data Management Plan Service,Educause ACTI white paper, January 2013,http://net.educause.edu/ir/library/pdf/ACTI1301.pdfCommon DataLifecycle Stages

http://data.library.virginia.edu/data-management/lifecycle/

Aspects of Research DataManagement•DMPs/Planning•File organization & naming•Documentation & metadata•Storage & backup•Legal/ethical considerations•Sharing & reuse•Preservation & Archiving

• Types of data to be produced.• Standards or descriptions that would be used with the data(metadata).• How these data will be accessed and shared.• Policies and provisions for data sharing and reuse.• Provisions for archiving and preservation.https://flickr.com/photos/inl/5097547405 (CC BY 2.0)Points to address in your Data Management Plan (DMP)

Thoughts on naming stuff and why youshould care…• Find your files easier• Creates uniformity• Allows for sorting• Under stand what is “under the hood”• Allows for versioning

Directories• Folders should be major functions/activities• Subfolders by year• Make folder names explanatory• Avoid personal names• Avoid duplication• Simple and simplisticSource: http://bentley.umich.edu/dchome/resources/filenaming.php

Some good data practicesFile organization and naming• Label and define the content of your data files in a systematic way• Use descriptive file names– For example not- FIAGC (Fluffy is a great cat) but age, blood pressureetc.• Use consistent date formatting ( e.g. YYYYMMDD)• Keep file names short (no more than 25 characters)• Don’t use special characters• Use underscores instead of blank spaces• Keep track of versions• Don’t use confusing labels ( e.g. Pete’s data, final, final2, really final,really really final)

Description and Documentation(Metadata)• Commonly defined as “data about data”• It is information that describes the data• It gives you the ability to explain to your research to somebody that knowsnothing about it• Provides information about one or more aspects of the data, such as:– Means of creation of the data– Purpose of the data– Time and date of creation– Creator or author of the data– Location on a computer network where the datawere created– Standards usedhttps://www.flickr.com/photos/musebrarian/3289649684/ (CC BY-NC-SA 2.0)

Metadata according to ICPSR…• A number of elements should be included in metadata, including, but notlimited to:• Principal investigator• Funding sources• Data collector/producer• Project description• Sample and sampling procedures• Weighting• Substantive, temporal, and geographic coverage of the data collection• Data source(s)• Unit(s) of analysis/observation• Variables• Technical information on files• Data collection instruments

Data nightmaresTweeted in 2012 by Gail Steinhart, Head ofResearch Services, Mann Library, CornellUniversity

Toy Story 2How Toy Story 2 Almost Got Deleted: Stories From Pixar Animation: ENTVhttps://www.youtube.com/watch?v=8dhp_20j0Ys

Storage, back up and securing data• Have at least 3 copies of your data- 2 local and1 distant if possible• Don’t use your personal computer, data sticksor CDs if you can avoid it– They break, get lost, lose data over time• Use a hard drive if you can• Use cloud storage if you can (but be aware ofsensitive data)flickr.com/photos/s_w_ellis/3877534599 (CC By 2.0)

Northwestern Boxhttp://www.it.northwestern.edu/file-sharing/box.html

Legal Concerns• Intellectual property rights• Copyright- see the new NU policy on copyrighthttp://invo.northwestern.edu/policies/copyright-policy• Patents• Trade secrets• Licensing• Creative Commons• Monetary charges for data usage• Open source versus proprietary software• Data retention

Ethical Considerations• Have you obtained IRB approval(or gottena waiver)?• Have you obtained the appropriateconsent from the subject?• Have all personal identifiers been removedfrom the data set?• Are you using someone else’s data?• Have you obtained appropriate permissions?• Are you responsibly using and citing others’ data?

Preservation and Sharing data• Some options for preserving and sharing data– Self-archive– Institutional repository– Open data repository– National or international data archive orrepositoryBy Florian Hirzinger - www.fh-ap.com (Own work (Florian Hirzinger)) [CC BY-SA 3.0 (http://creativecommons.org/licenses/by-sa/3.0) or GFDL (http://www.gnu.org/copyleft/fdl.html)], via Wikimedia Commons

RESOURCES:Northwestern University Library Data Management LibGuide:http://libguides.northwestern.edu/datamanagementDMPTool: https://dmp.org/Northwestern University's Research Data: Ownership, Retention and Access Policy:http://www.research.northwestern.edu/policies/documents/research_data.pdfCunera Buys- e-science librarian: c-buys@northwestern.edu

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