… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

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Understanding the research environment & what support researchers need

Sarah Jones

DCC, University of Glasgow

s.jones@hatii.arts.gla.ac.uk

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

Programme

• Data Asset (Audit) Framework

• Data management requirements

• Pointers for creating and managing data

• Exercise on data management needs

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

DAF project

“JISC should develop a Data Audit Framework to enable all universities and colleges to carry out an audit of

departmental data collections, awareness, policies and practice for data curation and preservation”

Liz Lyon, Dealing with Data: Roles, Rights, Responsibilities and Relationships, (2007)

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

Research Data Management projects at Oxford•

A programme of activities to provide better support for management and curation of research data

• Scoping digital repository services for RDM http://www.ict.ox.ac.uk/odit/projects/digitalrepository/

• Embedding Institutional Data Curation Support in Research (EIDCSR) http://eidcsr.oucs.ox.ac.uk/

• Supporting Data Management Infrastructure in the Humanities (Sudamih)

http://sudamih.oucs.ox.ac.uk/

DAF surveys in:• Selected medical and physical science research groups

e.g. Cardiac Mechano-Electric Feedback Group (EIDCSR)

• Selected humanities research activities e.g. The Young Lives Project (Department of International Development)

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

Coverage of surveys1. Briefly explain your area of research / types of research questions

2. Discuss research tasks that involve data management at:a) Funding application e.g. decisions about data creation, planning for this

b) Data collection e.g. types being created, processes used

c) Processing of data e.g. annotation, storage, security

d) Publishing e.g. plans post-publication - data sharing / deposit

3. Support at local / institutional level for this management of data

4. Challenges and worries when managing data / service requirements

5. Final questions / de-brief

Report at: http://www.disc-uk.org/docs/DAF-Oxford.pdf

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

CMFEG Findings

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

Young Lives Findings

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

Programme

• Data Asset (Audit) Framework

• Data management requirements

• Pointers for creating and managing data

• Exercise on data management needs

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

Funders’ data policies

http://www.dcc.ac.uk/resources/policy-and-legal/overview-funders-data-policies

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

AHRC technical appendix• Project Management of technical aspects

– Management and reporting structure; timetable; deliverables; monitoring

• Data Development Methods– Content selection; chosen data/file formats; documentation; advice sought

• Infrastructural Support– Hardware / software; technical expertise; backup procedures

• Data preservation and sustainability– Preservation plans; advice sought; accessibility e.g. repository; sustainability

• Access– How you will make the resource accessible to the potential audience(s)

• Copyright and intellectual property issues– Advice sought; plans to address copyright / IPR issues

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

ESRC data archiving questions• If the research involves data collection or acquisition, please indicate how

existing datasets have been reviewed and state why currently available datasets are inadequate for this proposed research.

• Will the research proposed in this application produce new datasets?

• It is a requirement to offer data for archiving. If you envisage any difficulties in making data available for secondary research, please outline the difficulties.

• Who are likely to be the potential users of the dataset?

• Please outline the plans for and cost of preparing and documenting data for archiving to the standards required by the ESDS.

http://www.esds.ac.uk/aandp/create/esrcfaq.asp

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

BBSRC data sharing plan• Data areas and data types

• Standards and metadata

• Relationship to other data available in public repositories

• Secondary use - further intended and/or foreseeable uses

• Methods for data sharing - e.g. deposition in public databases or access on request

• Proprietary data – restrictions on sharing to protect proprietary / patentable data

• Timeframes for public release of the data

• Format of the final dataset

http://www.bbsrc.ac.uk/publications/policy/data_sharing_policy.pdf p6

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

MRC data sharing and preservation strategy • Type(s) of qualitative or quantitative data that will be generated

• Further intended and/or foreseeable research uses for the dataset(s)

• The distinctive added value that the new data would provide in relation to existing studies, databases or datasets in the same field

• Plans for preparing and documenting data for preservation and sharing

• Strategy for making data available, including timelines

• How data sharing would provide opportunities for coordination or collaboration

• The arrangements for governance of data collection and usage: management of consent, confidentiality, ethical and legal considerations and access rights.

• Any exceptional arrangements to protect intellectual property

http://www.mrc.ac.uk/Ourresearch/Ethicsresearchguidance/Datasharinginitiative/Policy/index.htm

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

Wellcome Trust data management and sharing plan

• Data quality and standards– Formats; conformance to community standards, interoperability with other datasets

• Use of public data repositories– Expectation of deposit into recognised public data repositories where possible

• Intellectual property– Justify proposed delays on data sharing due to IPR

• Protection of research participants– Explain limitations on data sharing to safeguard the privacy of research participants

• Long-term preservation and sustainability– clearly set out the long-term strategy for maintaining, curating and archiving data

http://www.wellcome.ac.uk/About-us/Policy/Spotlight-issues/ Data-sharing/Data-management-and-sharing/WTX035045.htm

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

Common questions are:

1. What data are you going to create? – type, format etc

2. How will you create it? – approaches, standards etc

3. What metadata and documentation are needed?

4. Access restrictions (e.g. embargoes) and data sharing plans

5. Plans for long term preservation – preparing data for deposit etc

Funder DMP requirements: http://tinyurl.com/DMPrequirements

DMP guide: www.dcc.ac.uk/resources/policy-and-legal/data-management-plans

DMP Online: http://dmponline.hatii.arts.gla.ac.uk/

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

Programme

• Data Asset (Audit) Framework

• Data management requirements

• Pointers for creating and managing data

• Exercise on data management needs

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

Planning to create / collect dataConsiderations

• What you want people to be able to do with the data you are generating?

• Can you choose standards / formats etc that are more sustainable?

• Who will have rights over any collaboratively generated data?

Support

• Research services guide to applying for funding - http://www.admin.ox.ac.uk/rso/applying/

• IPR guidance: http://www.admin.ox.ac.uk/rso/ip/

• DMP Online data plan support - http://dmponline.hatii.arts.gla.ac.uk/

• UKDA preferred deposit formats: http://www.data-archive.ac.uk/sharing/acceptable.asp

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

Creating / collecting dataConsiderations

• How will you handle versioning so you know what’s most up-to-date?

• Do you have a naming system e.g. initials and dates to link data to lab notebooks

• How will you manage variations between data capture tools / processes at different sites?

• Where will data be stored and backed-up - does everyone know who’s responsible for this?

Support

• Advice and support through OUCS Research Technologies Service: http://www.oucs.ox.ac.uk/rts/rtsservices.xml

• JISC digital media file-name guidance: http://www.jiscdigitalmedia.ac.uk/crossmedia/advice/choosing-a-file-name/

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

Metadata and documentationConsiderations• What information will future users will need to understand the data?

– descriptions of all variables / fields and their values

– code labels, classification schema, abbreviations list

– information about the project and data creators

– tips on usage e.g. exceptions, quirks, questionable results

• How will you make sure this is captured?

• Are there standards you can use?

Support• Oxford Digital Library: http://www.odl.ox.ac.uk/services.htm

• UKDA guidance on documentation: http://www.data-archive.ac.uk/sharing/metadata.asp

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

Access and data sharingConsiderations

• How are data transferred if you work remotely / share with colleagues? – Emailed back and forth?– Copied onto memory stick / disk?– Secondary, mirrored copy on laptop?

• Are there more secure options?

• Have you decided what data are appropriate to share and how this can be done?

Support

• Nexus SharePoint: http://www.oucs.ox.ac.uk/nexus/sharepoint/ (in development)

• Data sharing conference, September 2010, Oxford: http://helex.medsci.ox.ac.uk/news/data-sharing-international-conference-september-2010

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

PreservationConsiderations• Are there requirements to keep data for the long-term?

• How will you select what to keep?

• Is there somewhere you can archive data, and do they have minimum standards?

Support

• Research services guide on depositing: http://www.admin.ox.ac.uk/rso/manageaward/#depositing

• Oxford Research Archive: http://ora.ouls.ox.ac.uk/

• Oxford Text Archive: http://ota.ahds.ac.uk/

• External data centres and repositories e.g. • UKDA - http://www.data-archive.ac.uk/ NCBI GenBank - http://www.ncbi.nlm.nih.gov/genbank/

NERC data centres - http://www.nerc.ac.uk/research/sites/data/

• OUCS HFS support for back-up and archiving – http://www.oucs.ox.ac.uk/hfs/index.xml

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

Programme

• Data Asset (Audit) Framework

• Data management requirements

• Pointers for creating and managing data

• Exercise on data management needs

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

Exercise• Break into groups with a mix of researchers and support staff

• Consider the key areas of data management covered in previous slides (data creation, documentation, access / sharing and preservation) and discuss:

• What support is currently available to researchers

• What other support is needed / could usefully be provided

• What should be prioritised to support research data management at Oxford

… because good research needs good data

DC101 workshop, University of Oxford, 16 June 2010

ThanksAny questions?

Sarah Jones - s.jones@hatii.arts.gla.ac.uk

http://www.data-audit.eu

www.dcc.ac.uk/resources/policy-and-legal/data-management-plans