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Sarah Jones and Angus WhyteDigital Curation Centresarah.jones@glasgow.ac.uk Twitter: sjDCC

Supporting Data Management Planning

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What is a DMP? Why are they important?What do funders require?What are risks of not doing it?

What is good practice?Wkat kinds of support?

+What is a Data Management Plan?

A brief plan written at the start of a project to define:

What data will be collected or created

How the data will be documented and described

How legal and ethical requirements will be addressed

Where the data will be stored, its security and backup

Which data will be shared and/or preserved

How the data will be shared and with whom

+Why support researchers to plan?

“Institutional and project specific data management policies and plans should be in accordance with relevant standards and community best practice…”

RCUK Data Policy http://www.rcuk.ac.uk/research/Pages/DataPolicy.aspx

University wants it to happen

Funders want you to do it!

+Why support researchers to plan?

“The modern data-rich environment for research and learning and the open culture that is needed to exploit it presents new challenges for Universities…

1 creating a setting that will encourage researchers to adapt their ways of working and developing, and

2 implementing strategies to manage the knowledge that they create.”Science as an open enterprise - The Royal Society 2012 p.71

Learned societies want you to!

+How do DMPs help researchers?

Planning is useful whether or not the DMP needs submitted with a grant application, as it can help the researchers to…

1 Make informed decisions to anticipate and avoid problems

2 Avoid duplication, data loss and security breaches

3 Develop procedures early on for consistency

4 Ensure data are accurate, complete, reliable and secure

5 Save time and effort to make their lives easier!

+Which funders require a DMP?

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

n.b. EPSRC does not require DMPs submitted but expects institution to support

+What do research funders want?

A brief plan submitted in grant applications, and in the case of NERC, a more detailed plan once funded

1-3 sides of A4 as attachment or a section in Je-S form

Typically a prose statement covering suggested themes

An outline of data management and sharing plans, justifying decisions and any limitations

+What are the risks of not doing it? Bids with technical ambitions that

can’t be delivered on

Legal non-compliance DPA, FOI…etc.

Inability to scrutinise –> damage to research integrity, reputation, retractions

Loss of data or (re)usability

Research outputs lack visibility

Public communication diminished

Potential loss of research income

Loss- of reputation, research record, value and ££

+Guidance, tools & examples

+Follow guidance from funders e.g.

MRC audio clip on what to include in plans http://www.youtube.com/watch?v=ukVHHKp6sck

Wellcome Trust FAQ

http://www.wellcome.ac.uk/About-us/Policy/Spotlight-issues/Data-sharing/Guidance-for-researchers/index.htm

ESRC guidance for peer-reviewers http://www.esrc.ac.uk/_images/Data-Management-Plan-Guidance-for-peer-reviewers_tcm8-15569.pdf

+Six common themes1. Description of data to be collected / created

(i.e. content, type, format, volume, standards...)

2. Documentation and metadata (what, how, why… )

3. Ethics and legal compliance (e.g. consent, privacy, confidential data, copyright and IPR)

4. Storage and backup (how & when, security mgmt)

5. Selection and preservation (what retained and how

preserved)

6. Data sharing(how, when, limits)

+A useful framework to get started

Brief explanations of

questions

Sample statements

www.icpsr.umich.edu/icpsrweb/content/datamanagement/dmp/framework.html

+Help from the DCC

https://dmponline.dcc.ac.uk

www.dcc.ac.uk/resources/ how-guides/develop-data-plan

+DMPonline – Creating a plan

Select your funder (if

any)

Select relevant uni

for DMP questions

and guidance

Select other sources of guidance

+DMPonline – Questions and guidance

Easy-format text boxes to answer

Can pre-populate boxes with example /

suggested answers

Guidance appears in right-

hand panel

+Example plans Technical appendix submitted to AHRC by Bristol Uni

http://data.bris.ac.uk/files/2013/02/data.bris-AHRC-Technical-Plan-v21.pdf

Rural Economy & Land Use (RELU) programme examples

http://relu.data-archive.ac.uk/data-sharing/planning/examples

UCSD example DMPs (20+ scientific plans for NSF)

http://rci.ucsd.edu/dmp/examples.html

U.Michigan Engineering example and tutorial

https://sites.google.com/a/umn.edu/data-management-workshop-series-2013/module7

My DMP – a satire (what not to write!) http://ivory.idyll.org/blog/data-management.html

+Data sharing examples

Access to these materials are available either free or at low costs when those interested in the materials sign a Memorandum of Understanding stating; 1) they are a non-profit or research organization 2) they will not use the materials in paid consultancy nor charge others for use of the materials 3) they will reference the materials in any publications or presentations 4) they will not change the materials without our permission. [1]

When required to make the data available by my program manager, my collaborators, and ultimately by law, I will grudgingly do so by placing the raw data on an FTP site, named with UUIDs like 4e283d36-61c4-11df-9a26-edddf420622d. I will under no circumstances make any attempt to provide analysis source code, documentation for formats, or any metadata with the raw data. [2]

[1] Engineering DMP Example by John Fontanesi from UCSD

[2] My DMP – a satire, by C. Titus Brown

+Restrictions on sharing

The data will be deposited with [repository] but not disseminated for one year to give the investigators time to publish their findings. [1]

Any design notes on the data analysis are in our private e-mail, and we will fight to the death - up to and including ignoring FOI requests - to prevent you from obtaining them. [2]

[1] ICPSR Framework for Creating a Data Management Plan

[2] My DMP – a satire, by C. Titus Brown

+Supporting researchers to write DMPs

+Basic guidance and support

University RDM policies typically require DMPs - this entails guidance to researchers e.g.

Templates listing themes/questions to cover

Custom guidance for the institution or discipline

Links to local contacts and support

A library of successful DMPs to reuse

+Enhanced support

Online tools

Training courses

Consultancy services

+You can customise DMPonline

Select desired questions

Add your logo, colours, URL…

Profile local support

http://www.dcc.ac.uk/news/customising-dmponline

+Embed flags / alerts in grant system

e.g. University of Leicester

+Tips to offer on writing DMPs

Keep it simple, short and specific

Seek advice - consult and collaborate

Base plans on available skills and support

Make sure implementation is feasible

Justify any resources or restrictions needed

http://www.youtube.com/watch?v=7OJtiA53-Fk

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Thanks – any questions?

DCC guidance, tools and case studies:

www.dcc.ac.uk/resources

Follow us on twitter:

@digitalcuration and #ukdcc