Data Management Planning: the role of institutions and researchers Marta Ribeiro marta.ribeiro@ed. ac.uk
'Data Management Planning: the role of institutions and researchers' eResearch Australasia 2014
Jun 14, 2015
Recent changes to the Australian Code for the Responsible Conduct of Research bring home the importance of Data Management Planning. DMPs have been required by UK research funders for several years now, and the Digital Curation Centre (DCC) has developed a number of resources in response. Notably these include example plans, a DMP Checklist and DMPonline , a web-based tool to help researchers write plans according to requirements from their funder and institution.
This half-day workshop showcases the many benefits of data management and sharing plans. We will share resources and lessons from the UK context to assist Australian researchers and universities to address requirements for DMPs. Colleagues from ANDS will speak about the Australian context and the Digital Scholarship team will explain how the University of Melbourne is responding. The DCC will provide an overview of DMPonline and how this can be customised by institutions to add templates and tailored guidance. An exercise will also give an opportunity to write a DMP based on guidance and examples from the UK. The workshop will end with a Q&A session giving attendees the opportunity to ask questions and suggest ideas which may influence future development of the tool.
- An understanding of the purpose of data management planning and how the process benefits different stakeholders;
- An awareness of DMPonline and how it can be used;
- Ideas of how DMPs can be integrated into existing institutional system;
This half-day workshop showcases the many benefits of data management and sharing plans. We will share resources and lessons from the UK context to assist Australian researchers and universities to address requirements for DMPs. Colleagues from ANDS will speak about the Australian context and the Digital Scholarship team will explain how the University of Melbourne is responding. The DCC will provide an overview of DMPonline and how this can be customised by institutions to add templates and tailored guidance. An exercise will also give an opportunity to write a DMP based on guidance and examples from the UK. The workshop will end with a Q&A session giving attendees the opportunity to ask questions and suggest ideas which may influence future development of the tool.
- An understanding of the purpose of data management planning and how the process benefits different stakeholders;
- An awareness of DMPonline and how it can be used;
- Ideas of how DMPs can be integrated into existing institutional system;
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eResearch Australasia
Digital Curation Centre (DCC)
The Digital Curation Centre (DCC) is a world-leading centre of expertise in digital
information curation with a focus on building capacity, capability and skills for research data management across the UK's higher
education research community.
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Programme
• The process of developing a data management and sharing plan
• The Australian Code for the Responsible Conduct of Research and
need for DMPs
• DMPonline features
• Live demo of DMPonline
• University of Melbourne’s perspective on the creation of a DMP
• Summary and roadmap of future developments to DMPonline
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Research Data Management
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What is research data management?
Plan
Create
Document
Use
Publish
Share
“the active management and appraisal of data over the lifecycle of scholarly and scientific interest”
Data management is part of good research practice - RCUK
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Why manage research data?
• To make research easier!
• To stop yourself drowning in irrelevant stuff
• In case you need the data later
• To avoid accusations of fraud or bad science
• To share your data for others to use and learn from
• To get credit for producing it
• Because somebody else said to do so
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Documentation
What would someone unfamiliar with your data need in order to find, evaluate,
understand, and reuse them?
Consider the differences between someone inside your research group, someone outside your group but in your field, and someone outside your field.
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Documentation and standards
Metadata: basic info e.g. title, author, dates, access rights...
Documentation: context, workflows, methods, code, data dictionary...
Use standards wherever possible for interoperability
www.dcc.ac.uk/resources/metadata-standards
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Some formats are better for long-term
It’s preferable to opt for formats that are:• Uncompressed• Non-proprietary• Open, documented• Standard representation (ASCII, Unicode)
Type Recommended Non-preferred
Tabular data CSV, TSV, SPSS portable Excel
Text Plain text, HTML, RTFPDF/A only if layout matters
Word
Media Container: MP4, OggCodec: Theora, Dirac, FLAC
QuicktimeH264
Images TIFF, JPEG2000, PNG GIF, JPG
Structured data XML, RDF RDBMS
Data centres may have preferred formats for deposit e.g.
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Where to store data?
• Your own drive (PC, server, flash drive, etc.)– And if you lose it? Or it breaks?
• Somebody else’s drive
• Departmental drive
• “Cloud” drive– Do they care as much about your data as you do?
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How to backup?
• 3… 2… 1… backup!
– at least 3 copies of a file– on at least 2 different media– with at least 1 offsite
• Use managed services where possible e.g. University filestores rather than local or external hard drives
• Ask central or local IT team for advice
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Archiving: data repositories
http://databib.org
http://service.re3data.org/search
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CREATIVE COMMONS LIMITATIONS
NC Non-CommercialWhat counts as commercial?
SA Share AlikeReduces interoperability
ND No DerivativesSeverely restricts use
www.dcc.ac.uk/resources/how-guides/license-research-data
License data for reuseOutlines pros and cons of each approach and gives practical advice on how to implement your licence
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Share data
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Why share data?
“Publicly funded research data are a public good, produced in the public interest, which
should be made openly available with as few restrictions as possible in a timely and responsible manner that does not harm
intellectual property.”
(RCUK Common Principles on Data Policy)
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Benefits of data sharing
“It was unbelievable. Its not science the way most of us have practiced in our careers. But we all realised
that we would never get biomarkers unless all of us parked our egos and intellectual property
noses outside the door and agreed that all of our data would be public
immediately.”
Dr John Trojanowski, University of Pennsylvania
www.nytimes.com/2010/08/13/health/research/13alzheimer.html?pagewanted=all&_r=0
... scientific breakthroughs
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Benefits of data sharing (2)
“There is evidence that studies that make their data available do indeed receive more citations than similar
studies that do not.” Piwowar H. and Vision T.J 2013 "Data reuse and the open data
citation advantage“ https://peerj.com/preprints/1.pdf
9% - 30% increase ... more citations
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Drivers of data sharing
• Public expectations• Government agenda• RCUK Data Policy
http://www.rcuk.ac.uk/research/datapolicy/
• UKRIO Code of Practice for Research www.ukrio.org/what-we-do/code-of-practice-for-research/
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Exercise: barriers to data sharing
• In small groups (5 to 6 people), identify as many barriers as researchers might feel restricts their ability to share their data.
• You have 5 minutes
Constraints on data sharing Possible solutions / approaches
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Exercise: barriers to data sharing (part 2)
• Pick one or two of the reasons not to share data and try to identify a potential solution to overcome that barrier
• You have 10 minutes
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Constraints on data sharing Possible solutions / approaches
Putting the pieces together...
...DMPs Photo by Dread Pirate Jeff http://www.flickr.com/photos/justageek/2851643792
What is a data management plan?
A brief plan written at the start of your project to define:
• how your data will be created?• how it will be documented?• who will access it?• where it will be stored?• who will back it up?• whether (and how) it will be shared & preserved?
DMPs are often submitted as part of grant applications, but are useful whenever you’re creating data.
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Why develop a DMP?
• to help you manage your data
• to provide guidelines for everyone to work to
• to anticipate and avoid problems e.g. data loss
• to avoid duplication, data loss & security breaches
• to comply with funders requirements...
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Research funders have DMP requirements
www.dcc.ac.uk/resources/policy-and-legal/overview-funders-data-policies
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Data sharing plan
Covering:• Dataset• Standards• Metadata• Preservation• Data sharing
– method– timescale– restrictions– agreements
Data Mgmt Plan
Covering:• Data• Data collection• Management• Security• Data sharing• Responsibilities• Related policies• Admin details
Data Mgmt Plan
Covering: Data Data sharing
when? where? how? restrictions?
Preservation Resources
Example of UK Funders DMP
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Some funders don’t ask for a DMP but still have expectations
www.hta.ac.uk/funding/troubleshooting/index.html
Researchers applying for an Health Technology Assessment (HTA) grant should consider data sharing in their proposals
Don’t prescribe sharing but expect researchers to consider and plan for it as appropriate
Follow Department of Health Research Governance Framework and MRC guidelines for Good Research Practice
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They typically want a short (c.1-2pp) statement covering:
• What data will be created (format, types, volume...)
• Standards and methodologies to be used (incl. metadata)
• How ethics and Intellectual Property will be addressed
• Plans for data sharing and access • Strategy for long-term preservation
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DMPonline features
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Guidance can be set at multiple levels
Options to have guidance at organisation and ‘unit’ level
e.g. by discipline, group, department, institute…
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Guidance in DMPonline
Guidance for each question
Specific guidance for the question
Themed guidance by organisation
Themed guidance from other sources
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Themes• Existing Data• Data Description• Data Format• Data Type• Data Volumes
• Data Capture Methods• Documentation• Metadata• Data Quality
• Ethical Issues• IPR Ownership and Licensing• Data Security• Storage and Backup
• Expected Reuse• Discovery by Users• Method for Data Sharing• Timeframe for Data Sharing• Restrictions on Sharing• Managed Access Procedures
• Data Selection• Period of Preservation• Preservation Plan• Data Repository
• Responsibilities• Resourcing
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Dropdown options and default styles
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Templates can have multiple phases
This encourages researchers to actively update the
Data Management Plan throughout the project
Phases
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DMPonline Live Demo
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Institutions can add questions to Funder’s templates
Things Institutions might want to know that funders don’t ask e.g.
– What volume of data will be created? Does it exceed X GB?
– Are there any training requirements?
– Would you like help with your DMP & details of support services?
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Provide examples and suggested answers
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Institutions can add their own DMP template
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Institutions can have more than one template
Institutions may want to provide different templates for
different audiences
e.g. PhD students and research staff
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Institutional guidanceGuidance can be added by theme (to apply across the board) or can be
written for specific questions
Guidance that pertains to MRC question 7 only
Guidance that is presented whenever researchers are asked about storage and
backup
Themed guidance Specific guidance
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Admin interface
Allows Institutions to add their own templates/guidance and view users
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DMP exercise
• Read through the University of Bath PGR data management plan template (5 minutes)
• Discuss in your groups what aspects researchers would be able to completed and identify sections where University support will be needed to complete the responses (10 minutes)
• Discuss who might be able to provide this support within the institutions (10 minutes)
• Feedback (5 minutes)
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Roadmap of future developments to DMPonline
• API – for plan creation• Internationalisation of all site text – change language
based on IP, user organisation, or from a dropdown• Taylor content displayed by IP, or user organisation, or
from a dropdown (e.g. alter list of funders) • Snapshots of plans phases• Set a plan status (e.g. ‘Draft’; ‘Ready for submission’;
‘Approved’; ‘Published’)• More types of permissions when sharing a plan (e.g.
‘Reviewer’ )
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Roadmap of future developments to DMPonline
(cont.)• Comment feature for each question• Answer history• Build in flags/triggers so institutions can set
alerts based on user’s answer• Export a plan attached to a submission
email• Public URL• SWORD deposit 27th October 2014
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Institutional Branding
• High-level organisational summary– Email address for RDM helpdesk– Links to guidance webpages– Details of institutional policy
• Custom URL (e.g. dmponline.ed.ac.uk)
• Stylesheet with the organisation’s colours / look & feel
• Adding logos
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Q&AImage credit: The original SimonB - www.flickr.com/photos/26565770@N02/6394748009
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More information
Customising DMPonlineBlog post
www.dcc.ac.uk/news/ customising-dmponline
http://www.screenr.com/PJHN
Get the code, amend it, run a local instance, flag issues, request features... https://github.com/DigitalCurationCentre/DMPonline_v4
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