MANAGING & SHARING RESEARCH DATA ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………….…... LOUISE CORTI UK DATA SERVICE UNIVERSITY OF ESSEX ……………………………………………….……………..……. University of Sussex, Why share your research data 14 February 2013

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE OVERVIEW FOR TODAY Why share data Data management planning Looking after your data Formatting and organising your data Storage, security, transfer and file sharing Copyright of data

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE UK DATA SERVICE UK Data Archive has over forty years experience in selecting, ingesting, curating and providing access to social science data huge experience of supporting researchers and data creators of social science data and related disciplines Been managing data sharing for the ESRC Data Policy since 1995, including the Rural Economy and Land Use Programme ( ) our best practice approaches to making data shareable are based on: challenges faced by researchers to share data handling research data – quantitative and qualitative highly skilled staff comprising researchers, technical and information specialists

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE OUR MANAGING AND SHARING DATA RESOURCES Managing and sharing guidance sections references training programme Training resources: presentations exercises and discussions / answers

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE Data created from research are valuable resources that can be used and re-used for future scientific and educational purposes. Sharing data: facilitates new scientific inquiry avoids duplicate data collection provides rich real-life resources for education and training credits the data creator with intellectual effort can help to support evidence of impact is something to be proud of! BENEFITS OF MANAGING AND SHARING YOUR DATA

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE A data management and sharing plan helps researchers consider when research is being designed and planned, how data will be managed during the research process and shared afterwards with the wider research community Areas of coverage: Data management planning why & how and the research lifecycle Data management checklist Roles and responsibilities Costing data management DATA LIFECYCLE & DATA MANAGEMENT PLANNING

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE WHY DATA MANAGEMENT PLANNING? Research funders require planning for data management and data sharing, e.g. UK Research Councils which data how manage how share, preserve, curate rights to access, use,…. roles & responsibilities Research benefits think what to do with research data, how collect, how look after keep track of research data (e.g. staff leaving) identify support, resources, services needed plan storage, short & long-term plan security, ethical aspects be prepared for data requests (FoI, funder)

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE COMPLETING A DMP Funder template for DMPs ESRC DMP requirements in data policy and DMP guidanceESRC DMP requirements in data policyDMP guidance MRC DMP guidance and template AHRC technical plan requirements DCC’s DMPonline toolDMPonline Good to share best practice in your own departments e.g what does an ideal DMP looks like? UK Data Archive data management checklist

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE KEY DATA MANAGEMENT INTERVENTION POINTS Green and Gutmann, 2007 Sign off consent form Agree data & metadata templates Shared data sharing protocols Licensing, terms and conditions for sharing, formal documentation Data formats, data migration

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE ROLES & RESPONSIBILITIES Assign, not presume roles or responsibilities for data management Who? PI Research staff / students - collecting, creating, processing, analysing data External contractors - data collection, collation, processing; e.g. transcribers Support staff - managing, administering research Local Information Services - data storage, security, back-up services External/institutional data centres / archives - data sharing

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE COSTING Cost data management and sharing into research Identify resources needed to make research data shareable beyond primary research team - above planned standard research procedures and practices Resources = people, equipment, infrastructure, tools to manage, document, organise, store and provide access to data Early planning can reduce costs See our data management costing tooldata management costing tool

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE FORMATTING YOUR DATA Using standard and interchangeable or open lossless data formats ensures long-term usability of data High quality data are well organised, structured, named and versioned Authenticity of master files must be identified File formats and conversions Organising files and folders File naming Version control and authenticity Transcription

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE CAN YOU UNDERSTAND/USE THESE DATA? SrvMthdDraft.doc SrvMthdFinal.doc SrvMthdLastOne.doc SrvMthdRealVersion.doc

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE FILE FORMATS Choice of software format for digital data: planned data analyses software availability/cost hardware used e.g. audio capture discipline-specific standards and customs Digital data endangered by obsolescence of software/ hardware Best formats for long-term preservation - standard formats, interchangeable formats, open formats e.g. tab-delimited, comma-delimited (CSV), ASCII, RTF, PDF/A, OpenDocument format, SPSS portable, XML see UK Data Archive optimal file formats for various data typesUK Data Archive optimal file formats Beware of errors or losses of data when converting formats!

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE EXAMPLE: FORMAT CONVERSION MS Excel (.XLSX) format using colour highlighting for annotation Tab-delimited text format, and loss of colour annotation Loss of annotation Format change

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE ORGANISING DATA Plan in advance how best to organise data Use a logical structure and ensure collaborators understand Examples hierarchical structure of files, grouped in folders, e.g. audio, transcripts and annotated transcripts survey data – spreadsheet, SPSS, relational database interview transcripts - individual well-named files

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE FILE NAMING file name - principal identifier of file use logical naming i.e. easy to identify, locate, retrieve, access naming provides organisation, context & consistency name elements: version nr, date, content description, creator name Best practice name independent of location brief & relevant no special characters, dots or spaces for separation use underscores _ versioning via filename: ordinal and decimal version numbers use names to classify broad types of files avoid very long file names

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE VERSION CONTROL Keep track of different copies or versions of data files Which method: single site vs. across locations different versions to be stored vs. files to be synchronised Best practice: unique identifiers for files (naming convention keeping track) record file status/versions record relationships between files e.g. data file and documentation; similar data files keep track of file locations e.g. laptop vs. PC Various tools available for versioning and syncronising files

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE EXAMPLE : VERSION CONTROL TABLE

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE AUDIO TRANSCRIPTION adopt a uniform layout throughout the research project compatibility with import features of Computer Assisted Qualitative Data Analysis Software (CAQDAS) role of transcription varies by discipline. What to transcribe? verbal and non-verbal? turn-taking? ‘interruptions’ who does it – researcher, service? Need rules implications of technologies – video, multiple camera, screen capture, webcams

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE STORING YOUR DATA Looking after research data for the longer-term and protecting them from unwanted loss requires having good strategies in place for: backing-up transmission secure storage disposal

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE BACKING-UP DATA Why do back-ups? Risk of loss and change - would your data survive a disaster? Protect against: software failure, hardware failure, malicious attack, natural disasters Back-ups are additional copies that can be used to restore originals It’s not backed-up unless backed-up with a strategy

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE DIGITAL BACK-UP STRATEGY Consider what’s backed-up? - all, some, just the bits you change? where? - original copy, external local and remote copies what media? - CD, DVD, external hard drive, tape, etc. how often? – assess frequency and automate the process for how long is it kept? Data retention policies that might apply? know your personal/institutional back-up strategy verify and recover - never assume, regularly test a restore Backing-up need not be expensive 1Tb external drives are around £50, with back-up software Consider non-digital storage too!

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE 24 ENCRYPTION and SECURITY Always encrypt personal or sensitive data when moving data files e.g. interview transcripts when or storing files e.g. shared areas, mobile devices Free softwares that are easy to use encrypt hard drives, partitions, files and folders encrypt portable storage devices such as USB flash drives Safehouse, Truecrypt, Axcrypt Protect data from unauthorised access, use, change, disclosure and destruction control access to all computers devices control physical access to buildings, rooms, cabinets restrict access to sensitive materials e.g. consent forms Proper disposal of equipment and media even reformatting the hard drive is not sufficient

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE 25 FILE SHARING & COLLABORATIVE ENVIRONMENTS Sharing data between researchers and teams too often attachments Yousendit, Dropbox – consider if appropriate as services can be hosted outside the EU (DPA for personal data), e.g. encrypt Virtual Research Environments MS SharePoint Sakai file transfer protocol (ftp) physical media Essex ZendTo

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE OPTIONS FOR SHARING CONFIDENTIAL DATA Researchers to consider obtaining informed consent, also for data sharing and preservation / curation protecting identities e.g. anonymisation, not collecting personal data restricting / regulating access where needed (all or part of data) e.g. by group, use, time period. UK Data Archive has gradation of access controls securely storing personal or sensitive data Consider jointly and in dialogue with participants Plan early in research

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE COPYRIGHT AND DATA SHARING Copyright permissions sought and granted prior to data sharing / archiving Clearing copyright – reach agreement with copyright holder Repositories only publish data – they hold no copyright Copyright holders give permission to data archives to preserve data and make them accessible to users For secondary use, copyright clearance before data can be reproduced Exception - fair dealing - for non-commercial research, private study, teaching, quotations, criticism or review; then author and source must be cited

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE AN ARCHIVED RESEARCH COLLECTION Foot and Mouth in Cumbria dataset – qualitative study service.ac.uk/Home/DataCatalogueTab/5407http://beta-discovery.data- service.ac.uk/Home/DataCatalogueTab/5407 High quality hard to replicate/collect data Added value from reports, methods and links to publications

……………………………………………………………………………………………………………………………….…………………………….. ………………………………………………………………………………………………………………………………………….……………………..… UK DATA ARCHIVE CONTACT UK DATA ARCHIVE UNIVERSITY OF ESSEX WIVENHOE PARK COLCHESTER ESSEX CO4 3SQ ……………………….…………………….…. T: +44 (0) E: W: ……………………………….………………..