How to effectively engage researchers with data management LCRDM Data Stewardship meeting Utrecht, 3 October 2017

About me Marta Teperek Data Stewardship Coordinator Technical University Delft m.teperek@tudelft.nl @martateperek

LINK First things first… Unless indicated otherwise, images are under CC0 licence Slides are available LINK

Structure of this talk Danger of top-down approaches Case study from Cambridge: Data Champions Case study from TU Delft: Data Stewardship Going forward

Painfully learnt lessons – dangers of top-down approaches

Open Data requirements in H2020 http://ec.europa.eu/research/press/2016/pdf/opendata-infographic_072016.pdf#view=fit&pagemode=none

Open Data requirement in NWO To make data that emerges from NWO-funded research as accessible and reusable as possible, NWO has decided to implement the data management policy in all NWO funding instruments with effect from 1 October 2016. http://ec.europa.eu/research/press/2016/pdf/opendata-infographic_072016.pdf#view=fit&pagemode=none https://www.nwo.nl/en/policies/open+science/data+management

Journals now also require supporting data… http://www.nature.com/authors/policies/availability.html

All these new requirements are sometimes met with immediate reactions This is not my priority People will steal my results! My data is not interesting The person who had the data left Data management is a waste of time (and money) It would take me 5 years to find all my data!

A different approach

Selfish benefits of data management and sharing – different arguments!

What if I stole your laptop now?

How much data would you lose if I stole your laptop? Nothing – everything is backed up Less than 1 day of work 1 day – 7 days of work 1 week – 1 month of work Prefer not to think about it…

These things really happen… https://www.flickr.com/photos/alastair-dunning/8042902341/ Department of Chemistry,Cambridge http://blogs.ch.cam.ac.uk/pmr/2011/08/01/why-you-need-a-data-management-plan

Why? Never Almost never Sometimes Frequently How frequently do you have problems finding a specific research data file in your collection? Never Almost never Sometimes Frequently Why?

How do you organise your data? 2 minutes Vincent Gaggioli

How do you organise your data? https://sellathechemist.wordpress.com/2012/09/03/why-do-we-wear-disposable-gloves-in-chemistry-labs/ 2 minutes Vincent Gaggioli

How do you organise your data? Copyright: Stijn van Boxmeer, CiTG, TU Delft

File naming Copyright: http://10pm.com/ **** ****

Good practices within teams Think about the last time a student left your group: did they hand over organised data? Was it easy to re-use it? What if your key postdoc quit the job tomorrow?

Why sharing? Again, think about yourself What if someone asked you for data supporting your recent publication? What if someone asked you for data supporting your 5 or 10 years’ old paper?

Datasets available ‘on request’ are not available Data availability decreases by 17% per year Chance of email address working decreases by 7% per year http://dx.doi.org/10.1016/j.cub.2013.11.014

Selfish reason: share once and don’t be bothered

Selfish reason: share once and don’t be bothered People can self-service instead of bothering you https://doi.org/10.4121/uuid:9e1752fd-cce7-408e-a02c-16d1f663ec5f

Selfish reason: increase your impact and boost your online presence Exercise: Google yourself. What do you find?

But who looks in the repository? Google does!!!

Google searches the repository

Track citations of your data DOI to link/cite your data https://doi.org/10.4121/uuid:9e1752fd-cce7-408e-a02c-16d1f663ec5f

Engaging researchers – 2 case studies From the University of Cambridge From TU Delft

Case study from Cambridge https://en.wikipedia.org/wiki/University_of_Cambridge#/media/File:StJohnsCambridge_BridgeOfSighs.jpg

Bottom up approach: Data Champions Volunteers – local advocates for good data management http://www.data.cam.ac.uk/datachampions

What did the champions do?... Original task: deliver training on data management. Instead: Workshops – using GitHub for version control Weekly data management ‘tips’ emails Training needs analysis for the department Embedded data management teaching Open data FAQs for chemists Original purpose of initiative was to get more training done Junior members not confident enough to do training yet and SOME more senior people happy to be involved and advocate but may not want to run formal training So far information sessions rather than full workshops seem to be popular with more senior people

Byte-sized data management emails http://bit.ly/BiteSizedRDMEmails

Open Data FAQ for chemists http://www-library.ch.cam.ac.uk/open-data-faqs-chemists

What worked well and what are the issues? Community engagement Innovative, unexpected approaches Services aligned with the user needs Trust between service providers and end users Very rewarding Time consuming Resource intensive - careful planning required Senior management disengagement No longer-term recognition No framework and lack of standardisation – difficult to evaluate

How to strike a balance? Case study from TU Delft http://www.holland.com/global/tourism/destinations/more-destinations/delft.htm

TU Delft - strong emphasis on the “open” “The world is facing challenges that our university of technology alone cannot meet.” Karel Luyben, Rector Magnificus, TU Delft http://open.tudelft.nl/

Good data management is a necessary prerequisite to open science

Data Stewardship project at TU Delft Goal: Create mature working practices and policies across TU Delft faculties, so that data from every research project can be managed well on a daily basis Key to this: working practices (and policies) need to be discipline-specific and relevant to local communities https://openworking.wordpress.com/2017/08/29/data-stewardship-addressing-disciplinary-data-management-needs/ http://bit.ly/DataStewardship

Data Stewardship at TU Delft Subject-specific Data Steward at every Faculty http://bit.ly/DataStewardship

Who are the Data Stewards? Disciplinary experts: Research expertise related to Faculty’s research area Research Data Management experts: Intense internal and external training on data management See the programme: https://openworking.wordpress.com/2017/09/18/training-for-data- stewards/ Embedded in the Faculty The ‘go-to’ people Led centrally by the Data Stewardship Coordinator https://openworking.wordpress.com/2017/08/29/data-stewardship-addressing-disciplinary-data-management-needs/ http://bit.ly/DataStewardship

However… Can one Steward per Faculty have sufficient disciplinary understanding? Would one Steward per Faculty successfully engage with researchers?

However… How about Data Stewards working with Data Champions?...

Is it going to work? Benchmarking strategy from the start Short survey on data management practice Comments on metrics welcome: http://bit.ly/AgreedMetrics Challenge: 1 year is a short time!

Is it going to work?

Watch out for updates: https://openworking.wordpress.com/category/data-stewardship/

Interested in hearing more case studies?

15 November, Cambridge https://www.eventbrite.co.uk/e/engaging-researchers-in-good-data-management-registration-37769325068

Going forward

What’s changing?...

Decision makers realised that rewards system needs to change https://cdn1.euraxess.org/sites/default/files/policy_library/os-rewards-wgreport-final_integrated_0.pdf

Funding going preferentially to those who practise open science?

Our comments on the proposal https://openworking.wordpress.com/2017/09/29/career-recognition-for-open-science-comments-on-eu-recommendations/

What’s next? Role for LCRDM in defining data expertise? Working with VSNU? What are the new roles that need to be defined in NL? What are the pathways for career progression? Eg., what level of data knowledge is needed to get to a Phd? To become a Postdoc? To become Assistant Professor etc.

Thank you Questions? @martateperek @alastairdunning LINK