Implementing Open Access: Effective Management of Your Research Data

Martin Hamilton, Martin DonnellyImplementing Open Access conference, June 2014

Effective Management of your Research Data

Outline

»1. Background

»2. Jisc Co-Design challenge: Research at Risk

»3. RDM support from the DCC– Capability studies

– Data management planning

– Training and development

»4. UK HEI survey

»5. Feedback and futures

Outline

»1. Background

»2. Jisc Co-Design challenge: Research at Risk

»3. RDM support from the DCC– Capability studies

– Data management planning

– Training and development

»4. UK HEI survey

»5. Feedback and futures

Background: About Jisc

» Registered charity championing theuse of digital technologies in researchand education

» Wide range of shared services for UKUniversities and Colleges, e.g.

‑ JANET, world leading NREN

‑ Groundbreaking content dealswith publishers

‑ Cloud brokerage, e.g. Amazon portal

» R&D achievements such as:

‑ IETF standards track Moonshot project

‑ Pioneering work in Open EducationalResources, Open Access and Open Data

Background: About the DCC

The (est. 2004) is…» UK centre of expertise in digital preservation, with

a particular focus on research data management

(RDM)

» Based across three sites: Universities of

Edinburgh, Glasgow and Bath

» Working with a number of UK universities to

identify gaps in RDM provision and raise

capabilities across the sector

» Also involved in a variety of international

collaborations

Research Data Management (RDM) is:» An integral part of doing quality research in the 21st

century

» Increasingly expected / mandated by funders, publishers and others

» An opportunity for new discoveries and different approaches to research

» A safeguard against inappropriate data disclosure

» An activity that requires careful planning and consideration, and – ideally – coordination and support across many stakeholder types

Background: Why RDM?

Background: Policy drivers

» Seven “Common Principles on Data Policy” – Data as a public good; Preservation; Discovery; Confidentiality; Right of first use; Recognition; Public funding for RDM

» Six of the seven RCUK funders require data management plans, or equivalent, at the application stage

» The other (EPSRC) requires nothing less than an institutional data infrastructure (by May 2015). We expect that DMP will be a key component in many cases…

Background: Horizon 2020» From 2014, Data Management Plans are required for

‘key areas’ of the Horizon 2020 programme, coveredby the Open Data Pilot. These include several technology-oriented strands and others addressing ‘societal challenges’– we are expecting compliance requirements to be furtherdetailed via specific calls.

» Guidelines on Open Access to Scientific Publications and Research Data in Horizon 2020 (pp. 8-11):http://ec.europa.eu/research/participants/data/ref/h2020/grants_manual/hi/oa_pilot/h2020-hi-oa-pilot-guide_en.pdf

» These guidelines echo the G8 Science Ministers’ statement (2013), which offered similar good practice principles: https://www.gov.uk/government/news/g8-science-ministers-statement

Background: Collaborations» Liaison :UK HEIs and research

institutes – e.g. DBIS, HEFCE, libraries, IT directors, RCUK , publishers etc

» Research Sector Transparency Board, RCUK National E-Infrastructure Group & E-Infrastructure Leadership Council

» Work with international initiatives:

› Research Data Alliance, CODATA, EuroCRIS, ANDS

› Knowledge Exchange – at the moment through the KE we are exploring incentives to sharing & funding models for research data infrastructure

» European projects: SIM4RDM & 4Cs

» Jisc CASRAI - UK pilot :development of related vocabularies and standards, for example data management plans vocabularies

Data

Clouod

Librarians, research managers & IT have three

interlocking suites of services, to support

researcher needs and institutional policies

Researchers have a cohesive and interlocking suite of

research data management, publication and discovery

services

Research Data Management and Planning

Services

Research Data Storage and Archival Services

Research Data Discovery Services

Data Data

UKDA, BADC

Research Data Management Applications

ICSU / WDS

EBI / GenBank

Research Data Management Applications

Journal Policies Registry Research Data Registry /

Cross Repository Discovery Service

KeyEstablished serviceProject

Other supportedJISC supported

DMPonline

DMP Registry

Research Data Management and Discovery Services for the Research Data Lifecycle

SWORD +

Disciplinary Data Repositories (National and International)

Institutional Data CataloguesInstitutional Data Catalogues

Disciplinary Research Data Discovery Services

Metadata Exchange Between Journals, Archives, Repositories

Researcher identifiers

Organisation identifiers

RegistriesData Identifiers

Data Identifiers and Metadata Schema

Support for Research Data Lifecycle

Cloud/Storage

There is a set of

infrastructure components

that underpin all three suites

Outline

»1. Background

»2. Jisc Co-Design challenge: Research at Risk

»3. RDM support from the DCC– Capability studies

– Data management planning

– Training and development

»4. UK HEI survey

»5. Community feedback

Background: The co-design process

Outline

»1. Background

»2. Jisc Co-Design challenge: Research at Risk

»3. RDM support from the DCC– Capability studies

– Data management planning

– Training and development

»4. UK HEI survey

»5. Community feedback

Support from DCC: Helping institutions

http://blog.soton.ac.uk/keepit/2010/01/28/aida-and-institutional-wobbliness

/

» Three principal areas for HEIs to focus on:

› Developing and integrating their technical infrastructure (storage space, repositories/ CRIS systems, data catalogues, etc)

› Developing human infrastructure (creatingpolicies, assessing current data management capabilities, identifying areas of good practice, data management plan templates, tailoring training and guidance materials…)

› Developing business plans for sustainable services / roles

Support from DCC: Institutional engagement

Support from DCC: Prioritising effort

» RDM is a complex and hybrid issue, involving a heterogeneous mix of stakeholder groups

» It can’t all be tackled at once, but rather should be planned out carefully and broken down into achievable goals

» Working with universities, we’ve carried out funder analyses, which in turn inform strategy and policy development

» Capability / maturity studies using CARDIO tool (about which more in a moment)

» Fact-finding exercises can also help to identify – and subsequently leverage – existing pockets of good practice and/or enthusiasm

Support from DCC: CARDIO

»CARDIO: Collaborative Assessment of Research Data Infrastructures and Objectives› A methodology and tool to assess

research data infrastructure and support› It uses the concept of maturity, asking

different stakeholders to rate provision on a 1-5 scale

› CARDIO is collaborative – the aim is to get multiple viewpoints to identify discrepancies and reach consensus

› http://cardio.dcc.ac.uk/

Support from DCC: CARDIO

»RDM maturity› Assess a ‘data context’ – a place where data is

created and managed (e.g. department, school, project, funding stream, institution...)

› How well can it/does it manage its data? › That’s dependent on:

– Finances– Technology– Policy and procedures– Organisational will– Skills…

Support from DCC: Data Mgt Planning

Analysed requiremen

ts

Developed a

Checklist

Provided tools &

guidance

Analysis of funder policies

(2009)

DMPonline tool (2010) How-To guide

(2011)https://dmponline.dcc.ac.uk/

Support from DCC: DMP Checklist

» Checklist for a Data Management Plan v4.0 (2013) www.dcc.ac.uk/resources/data-management-plans

DMP SECTIONS

1. Administrative Data, e.g. project name, description, PI, funder, etc

2. Data Collection, e.g. description, capture methods, etc

3. Documentation and Metadata, e.g. what information is needed for the data to be to be accessed and understood in the future?

4. Ethics and Legal Compliance, e.g. consent, sensitivity, copyright/IPR

5. Storage and Backup, e.g. where will data be held and backed up? Security and access issues

6. Selection and Preservation, e.g. keep it all or just some? How long should it be kept?

7. Data Sharing, e.g. how will data be found and accessed, any restrictions?

8. Responsibilities and Resources, e.g. who will do it and who will pay?

Support from DCC: DMPonline

» A free Web-based, Open Source data management planning tool incorporating templates and guidance: https://dmponline.dcc.ac.uk/

› v1 (April 2010)

› v2 (March 2011) added scope for multiple versions of plans and templates

› v3 (May 2012) added functionality for sharing plans

› v4 (November 2013) changed relationship with Checklist, improved usability

» Technologies involved: Ruby on Rails, JavaScript, MySQL database

Support from DCC: Training / community dev.

» We’ve run many awareness-raising and advocacy events and workshops for staff and students

» These can be general, or focused on particular elements of the data management ecosystem (for example, data management planning)

» We also facilitate internal working groups, which often bring together groups of colleagues not used to collaborating with each other

» We’ve recently been asked to provide training for EPSRC’s doctoral training centres – details TBC at this stage

» Lastly, we organise community events, such as the biannual Research Data Management Forum (most recent event was last week, on Workflows and Lifecycle Models)

Outline

»1. Background

»2. Jisc Co-Design challenge: Research at Risk

»3. RDM support from the DCC– Capability studies

– Data management planning

– Training and development

»4. UK HEI survey

»5. Feedback and futures

UK HEI Survey

»2014 Survey of UK Higher Education Institutions› Driven by T-1 year for EPSRC expectations› National picture of institutional progress› Understand barriers, gaps in support needs› 20 questions – online survey link emailed › To Pro-VC’s for Research & Service Heads› Library, IT, Research Support & Commercialisation› Institutions with at least 10% income from

research

UK HEI Survey: Who participated?

Respondents

Russell Group (39)

Others 10%+ (35)

Others (13)

From 61 institutions

UK HEI Survey: Demographics

31%

38%

14%

17% Research Support & Commercialisation

Library or Infor-mation Service

IT/ Research computing

Others

UK HEI Survey: Institutional Drivers

UK Research Council data policies  

Government policy on open data  

Governance of research integrity / academic conduct  

Strategy to expand support for research  

EU Horizon2020 policy on data management  

0 10 20 30 40 50 60 70 80 90100

92

57

54

54

53

% Agreeing

UK HEI Survey: Areas with most progress

Policy development

Data Management & Sharing Plans

RDM skills training & consultancy

0 10 20 30 40 50 60 70

% indicating piloting or live

UK HEI Survey: Getting there?

Access & storage systems

Data cataloguing & publishing

Managing implementation as a whole

32 34 36 38 40 42

% indicating piloting or live

UK HEI Survey: Areas of least progress

Business planning & sustainability

Digital preservation & continuity planning

Governance of data access & reuse

19 20 21 22 23 24 25

% indicating piloting or live

UK HEI Survey: Obstacles

Lack of appropriate staff re-sources and infrastructure  

Availability of funding  

Low priority for researchers

71

64

59

% citing

Issues needing External Support?

Defining what to retain and for how long

Specifying tools/ infrastructure

Supporting metadata creation for research data discoveryIdentifying which costs may be recovered from grants

Advocacy to senior management

Developing data catalogues and registers

Outline

»1. Background

»2. Jisc Co-Design challenge: Research at Risk

»3. RDM support from the DCC– Capability studies

– Data management planning

– Training and development

»4. UK HEI survey

»5. Feedback and futures

Feedback and futures

‑ Active storage is not compliance, evidence of HEIs repeating the same patterns & interpreting compliance differently.

‑ Creating compelling services that will appeal to researchers.

‑ Getting researchers to engage ; researchers /PI think of it as their data.

‑ Building trust in across the parts of the HEI that are involved.

‑ Political issues and disciplinary differences.

‑ Misconceptions – not all data is open – needto be clear and ensure this is understood.

‑ Tools that take you through the whole journey.

‑ New shared services and brokered agreements, to avoid 150 HEIs coming up with own solutions!

Feedback and futures

‑ Active storage is not compliance, evidence of HEIs repeating the same patterns & interpreting compliance differently.

‑ Creating compelling services that will appeal to researchers.

‑ Getting researchers to engage ; researchers /PI think of it as their data.

‑ Building trust in across the parts of the HEI that are involved.

‑ Political issues and disciplinary differences.

‑ Misconceptions – not all data is open – needto be clear and ensure this is understood.

‑ Tools that take you through the whole journey.

‑ New shared services and brokered agreements, to avoid 150 HEIs coming up with own solutions!

Feedback and futures

[email protected], [email protected] (with thanks to DCC colleagues for some slides)Implementing Open Access conference, June 2014

Effective Management of your Research Data