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Dan CraneResearch Support Librarianlibrary-research-support@open.ac.ukPlanning for Research DataManagement20th February 2018

• What is Research Data Management?• Planning for RDM• Useful resources• Questions?Overview of the workshop

What do you hope to get from today?Overview of the workshop

What is Research Data Management?“Research data management concerns theorganisation of data, from its entry to the researchcycle through to the dissemination and archiving ofvaluable results. It aims to ensure reliableverification of results, and permits new andinnovative research built on existing information."Digital Curation Centre (2011)Making the Case for Research Data Managementhttp://www.dcc.ac.uk/sites/default/files/documents/publications/Making%20the%20case.pdf

What is Research Data Management?UK Data Archive Data Lifecycle modelhttp://www.data-archive.ac.uk/create-manage/life-cycleDesign researchPlan datamanagementPlan consent forsharingLocate existing dataCollect dataCapture and createmetadataCreating data

http://www.data-archive.ac.uk/create-manage/life-cycleEnter data, digitise,transcribe, translateCheck, validate,clean dataAnonymise dataDescribe dataManage and storedataProcessing dataWhat is Research Data Management?UK Data Archive Data Lifecycle model

http://www.data-archive.ac.uk/create-manage/life-cycleInterpret dataProduce researchoutputsAuthor publicationsPrepare data forpublicationsAnalysing dataWhat is Research Data Management?UK Data Archive Data Lifecycle model

http://www.data-archive.ac.uk/create-manage/life-cycleMigrate data to bestformatMigrate data tosuitable mediumBack-up and storedataCreate metadataand documentationArchive dataPreserving dataWhat is Research Data Management?UK Data Archive Data Lifecycle model

http://www.data-archive.ac.uk/create-manage/life-cycleDistribute dataShare dataControl accessEstablish copyrightAssign licencesPromote dataGiving access to dataWhat is Research Data Management?UK Data Archive Data Lifecycle model

http://www.data-archive.ac.uk/create-manage/life-cycleFollow-up researchNew researchUndertake researchreviewsScrutinise findingsTeach and learnRe-using dataWhat is Research Data Management?UK Data Archive Data Lifecycle model

• So you can work efficiently andeffectively–Save time and reduce frustration–Highlight patterns, connections orerrors that might otherwise be missed• Because your data is precious• To enable data re-use and sharing• To meet funders’ and institutionalrequirementsWhat is Research Data Management?Why spend time and effort on this?

“Research data must be managed to the higheststandards throughout their lifecycle in order to supportexcellence in research practice.”“In keeping with OU principles of openness, it is expectedthat research data will be open and accessible to otherresearchers, as soon as appropriate and verifiable,subject to the application of appropriate safeguardsrelating to the sensitivity of the data and legal andcommercial requirements.”OU Research Data Management Policy, November 2016http://www.open.ac.uk/library-research-support/sites/www.open.ac.uk.library-research-support/files/files/Open-University-Research-Data-Management-Policy.pdfWhat is Research Data Management?What does the OU expect?

“Good data management isfundamental to all stages of theresearch process and should beestablished at the outset.”“Open access to research data is anenabler of high quality research, afacilitator of innovation andsafeguards good research practice.”Concordat on Open Research Datahttp://www.rcuk.ac.uk/documents/documents/concordatonopenresearchdata-pdf/What is Research Data Management?What do funders expect?

http://www.dcc.ac.uk/resources/policy-and-legal/overview-funders-data-policiesWhat is Research Data Management?What do funders expect?

• Support from the library research support teamand website http://www.open.ac.uk/library-research-support/What is Research Data Management?What does the OU provide?

• A repository, (ORDO) which meets funderrequirements, facilitating secure, long-termstorage of data https://ou.figshare.com/What is Research Data Management?What does the OU provide?

“Start as you mean to go on”Thinking about the requirements atthe beginning of the project will limitthe work needed during and atthe end of the project.FinishPlanning for RDM

A project document which describes:• the data that a project will collect• how they will be stored during the project• how they will be archived at the end of the project• how access will be granted to them where appropriate.The Data Management PlanPlanning for RDM

• Make informed decisions to anticipateand avoid problems• Avoid duplication, data loss andsecurity breaches• Develop procedures early on forconsistency• Ensure data are accurate, complete,reliable and secure• Save time and effort – make your lifeeasier!Data Management Plans are usefulwhenever you are creating data to:Planning for RDM

Data CollectionWhat data will you collect or create?How will the data be collected or created?Data Management Plan examplePlanning for RDM

Data CollectionWhat data will you collect or create?How will the data be collected or created?Data Management Plan exampleDocumentation and MetadataWhat documentation and metadata will accompany the data?Planning for RDM

Data CollectionWhat data will you collect or create?How will the data be collected or created?Data Management Plan exampleDocumentation and MetadataWhat documentation and metadata will accompany the data?Ethics and Legal ComplianceHow will you manage any ethical issues?How will you manage copyright and Intellectual Property Rights(IPR) issues?Planning for RDM

Storage and BackupHow will the data be stored and backed up during the research?How will you manage access and security?Data Management Plan examplePlanning for RDM

Storage and BackupHow will the data be stored and backed up during the research?How will you manage access and security?Data Management Plan exampleSelection and PreservationWhich data should be retained, shared, and/or preserved?What is the long-term preservation plan for the dataset?Planning for RDM

Storage and BackupHow will the data be stored and backed up during the research?How will you manage access and security?Data Management Plan exampleSelection and PreservationWhich data should be retained, shared, and/or preserved?What is the long-term preservation plan for the dataset?Data SharingHow will you share the data?Are any restrictions on data sharing required?Planning for RDM

Storage and BackupHow will the data be stored and backed up during the research?How will you manage access and security?Data Management Plan exampleSelection and PreservationWhich data should be retained, shared, and/or preserved?What is the long-term preservation plan for the dataset?Data SharingHow will you share the data?Are any restrictions on data sharing required?Responsibilities and ResourcesWho will be responsible for data management?What resources will you require to deliver your plan?Planning for RDM

• Describe your research• What type of data do you create/use?• What data management challenges do you face?Planning for RDMDiscussionFor 5 minutes

Filing is more than saving files, it’s makingsure you can find them later in your project• Naming• Directory Structure• File Types• VersioningAll these help to keep your data safe andaccessible.Data collection

Decide on a file naming convention at the start of your project. Useful filenames are:• consistent.• meaningful to you and your colleagues.• allow you to find the file easily.Agree on the following elements of a file name:• Vocabulary• Punctuation• Dates (YYYY-MM-DD)• Order• Numbers• Version informationIdeally you should be able to tell what’s in a file before opening it.Tip: create a readme file detailing the naming scheme.Data collectionNaming conventions

Data collectionNaming conventions – what to avoid…Dan.docMy paper.docResults.xlsAugust Mtg.doc20June.csvIMPORTANT.pdfArticle_Manuscript October_FINAL.docArticle_Manuscript October_FINAL FINAL.docArticle_Manuscript October_FINAL FINALv1.docArticle_Manuscript October_FINAL FINALv2.docArticle_Manuscript October_FINAL FINALv2 last version.doc

Slides-RDM-PlanningForRDM-2018-12.pptSlides-RDM-PlanningForRDM-2018-02.ppttype of documentgeneral area ofwork / topicspecific area of work / titledateData collectionNaming conventions

• Unencrypted• Uncompressed• Non-proprietary/patent-encumbered• Open, documented standard• Standard representation (ASCII, Unicode)Type Recommended Avoid for data sharingTabular data CSV, TSV, SPSS portable ExcelText Plain text, HTML, RTFPDF/A only if layout mattersWordMedia Container: MP4, OggCodec: Theora, Dirac, FLACQuicktimeH264Images TIFF, JPEG2000, PNG GIF, JPGStructured data XML, RDF RDBMSFurther examples: http://www.data-archive.ac.uk/create-manage/format/formats-tableData collectionFile formats

What do others need to understand your data?Embedded documentation• code, field and labeldescriptions• descriptive headers orsummaries• recording information inthe Document Propertiesfunction of a file(Microsoft)Supporting documentation• Working papers orlaboratory books• Questionnaires orinterview guides• Final project reports andpublications• Catalogue metadata• READ ME fileDocumentation & metadataMetadata is additional information that is required to makesense of your files – it’s data about data.

Think FAIR!FindableAccessibleInteroperableRe-usableThe FAIR data principles: https://www.force11.org/group/fairgroup/fairprinciplesDocumentation & metadata

Guidance on disciplinary metadata standards: http://www.dcc.ac.uk/resources/metadata-standardsDocumentation & metadataDisciplinary standards

Imagine you have just downloaded the datasample sheet from a repository...1. What contextual or explanatory information ismissing?2. Is there anything odd about the data thatneeds clarifying?3. What additional documentationwould you like to see supplied?Documentation & metadata

When working with research participants....• Ensure you have obtained valid consent• Inform your participants what will happen with the data duringand after the project• Consider who needs access to the data• Can data be anonymised• Consider controlling access if anonymisation or consent forsharing are impossible• Pre-planning and agreeing with participants during theconsent process, on what may and may not be recorded ortranscribed, can be more effective than anonymisationFor more information, see the UK Data Archive guidance:https://www.ukdataservice.ac.uk/manage-data/legal-ethical/consent-data-sharing/gaining-consentEthics & legal compliancePersonal and sensitive data

Managing sensitive data• If possible, collect the necessary data without usingpersonally identifying information• There is a difference between pseudonymisation andanonymisation• Pseudonymise or anonymise your data upon collection oras soon as possible thereafter• Avoid transmitting unencrypted personal data electronically• Consider whether you need to keep original collectioninstruments (recordings, surveys etc.) once they have beentranscribed and quality assuredEthics & legal compliancePersonal and sensitive data

There are several options available to you:• OU networked file storage• SharePoint• OneDrive• ORDO• Cloud based services (DropBox, Google Driveetc.)Tip: See the comparison guideStorage & backupStorage options

• Shared areas or SharePoint• Zendto• Office 365 has OneDrive• ORDO• Be wary of Dropbox & similarRemember the data storage for research projects comparison table:http://www.open.ac.uk/library-research-support/sites/www.open.ac.uk.library-research-support/files/files/RDM-data-storage-options.pdfStorage & backupExternal collaborators

Discuss the research datamanagement issues raised bythe scenarios.What practical measures couldhave been taken to reduce risksto security?Photo by Greg Rakozy on unsplash https://unsplash.com/photos/N_3CHNdliVsStorage & backupInformation security

Which data should be retained, shared, and/orpreserved?• What data must be retained/destroyed for contractual,legal, or regulatory purposes?• How will you decide what other data to keep?• What are the foreseeable research uses for the data?• How long will the data be retained and preserved?Selection & preservation

Rufus Pollock, Cambridge University and OpenKnowledge Foundation, 2008“The coolest thing to do withyour data will be thought of bysomeone else.”Data sharing

Data sharingWhy? Funder policies

Since 2017, all Horizon 2020 projects are part of the OpenResearch Data Pilot by defaultAll publications after May 2015 should have a statementdescribing how to access underlying data. EPSRC havesaid they will check.Researchers now required to prepare to share data andother outputs of their work, such as original software andresearch materials like antibodies, cell lines orreagents.Data sharingWhy? Funder policies

Data sharingWhy? Publisher policies

“In keeping with OU principles of openness,it is expected that research data will be openand accessible to other researchers, as soonas appropriate and verifiable, subject to theapplication of appropriate safeguardsrelating to the sensitivity of the data andlegal and commercial requirements.”OU Research Data Management Policy, November 2016http://www.open.ac.uk/library-research-support/sites/www.open.ac.uk.library-research-support/files/files/Open-University-Research-Data-Management-Policy.pdfData sharingWhy? OU policy

“Good data management isfundamental to all stages of theresearch process and should beestablished at the outset.”“Open access to research data is anenabler of high quality research, afacilitator of innovation andsafeguards good research practice.”Concordat on Open Research Datahttp://www.rcuk.ac.uk/documents/documents/concordatonopenresearchdata-pdf/Data sharingA shared goal

Data sharingWhy? Research integrity

Data sharingWhy? More citations

• Raw data• Derived data• Data underpinningpublications• Code• MethodsWhat are research data in your context?What would others need to understand your research?Data sharingWhat do you need to share?

Open Research Data Online(ORDO)Online data sharing services• Figshare• Zenodo• CKAN DataHub• Mendeley DataDirectories• re3dataFunders’ repository services• UK Data Service ReShare• NERC data centresData sharingHow? Repositories

https://ou.figshare.comORDO (Open Research Data Online)

Responsibilities & resourcesWho will be responsible for data management?• Who is responsible for implementing the DMP, and ensuringit is reviewed and revised?• Who will be responsible for each data management activity?• How will responsibilities be split across partner sites incollaborative research projects?What resources will you require to deliver your plan?• Is additional specialist expertise (or training for existingstaff) required?• Do you require hardware or software which is additional orexceptional to existing institutional provision?• Will charges be applied by data repositories?

So, there’s a lot to think about……but there is also a lot of help.

Planning for dataTips• Keep it simple, short and specific• Seek advice - consult andcollaborate• Base plans on available skillsand support• Make sure implementation isfeasible• Justify any resources orrestrictions needed

https://dmponline.dcc.ac.ukA web-based tool to help youwrite DMPs according todifferent requirements. DCC,funder and OU guidance.Planning for dataDMP Online

Library ServicesHow we can help• Data Management Plan checking• Support with setting up new projects• Advice on preparation of data for sharing• Data Repository (ORDO)• Online guidance• EnquiriesEmail: library-research-support@open.ac.uk

Now for a game…Image: ‘Bingo’ by Jagoba Martínez at https://flic.kr/p/5dwjVt

RulesWith thanks to Georgina Parsons: Parsons, Georgina (2017): Writing a DMP - workshop materials.figshare.https://doi.org/10.6084/m9.figshare.5044930.v2Retrieved: 16:00, Aug 15, 2017 (GMT)• Take a bingo card and an example DMP.• Each square contains a positive quality:good DMPs will do all/most of these.• Read each square and if it is true for theexample DMP, mark it with a cross.• The first person to get five crosses in a row(vertical, horizontal, or diagonal) calls“Bingo!” and gets a prize.

Useful links• The OU Library Research Support website: http://www.open.ac.uk/library-research-support/research-data-management• Open Research Data Online (ORDO): https://ou.figshare.com• Digital Curation Centre: http://www.dcc.ac.uk/• DMP Online: https://dmponline.dcc.ac.uk/• UK Data Archive: http://www.data-archive.ac.uk/• MANTRA: http://datalib.edina.ac.uk/mantra/• DataONE: https://www.dataone.org/education-modules• CESSDA: https://www.cessda.eu/Research-Infrastructure/Training/Expert-tour-guide-on-Data-Management• The Orb: http://open.ac.uk/blogs/the_orb• OU Human Research Ethics Committee:http://www.open.ac.uk/research/ethics/• OU Data Protection: http://intranet6.open.ac.uk/governance/data-protection/advice-and-resources (if clicking on the link doesn’t work, copy and paste the address)• OU Information Security: http://intranet6.open.ac.uk/it/main/information-security (if clicking on the link doesn’t work, copy and paste the address)

3 take home points1. Start early to help you work better andprotect your precious data2. Write a Data Management Plan3. Don’t be shy. Ask for help!

Image creditsUnless otherwise stated, all images are byJørgen Stamp at http://www.digitalbevaring.dk

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