WRRIF/RoaDMaP event University of York 24 May 2012 Data management planning at the DCC Martin Donnelly Digital Curation Centre University of Edinburgh

Running order 1.Policies, Principles, Expectations 2.The DCC and DMP 3.DMP Online 4.Group Exercise

1. Policies, Principles, Expectations

RCUK Common Principles Publicly funded research data are a public good, produced in the public interest, which should be made openly available with as few restrictions as possible in a timely and responsible manner that does not harm intellectual property. Institutional and project specific data management policies and plans should be in accordance with relevant standards and community best practice. Data with acknowledged long-term value should be preserved and remain accessible and usable for future research. To enable research data to be discoverable and effectively re-used by others, sufficient metadata should be recorded and made openly available principles agreed by all the UK research councils in May

UK research funder expectations timely release of data – once patents are filed or on (acceptance for) publication open data sharing – minimal or no restrictions – deposit in data centres, structured databases, data enclave preservation of data – most funders state expect years submission of data management and sharing plans…

Data-related policies

2. The DCC and DMP Links to all DMP resources via We’ve responded to requirements by offering support… Analysed requirements Developed a Checklist Provided tools & guidance

What is a DMP? UK research funders typically ask for: A short statement/plan submitted in grant applications An outline of what you will create/collect, methods, standards, data management and long-term plans How and why – justify your decisions and any limits

Common DMP questions What data will be created (format, types) and how? How will the data be documented and described? How will you manage ethics and Intellectual Property? What are the plans for data sharing and access? What is the strategy for long-term preservation?

§1: Introduction and Context §2: Data Types, Formats, Standards and Capture Methods §3: Ethics and Intellectual Property §4: Access, Data Sharing and Re-use §5: Short-Term Storage and Data Management §6: Deposit and Long-Term Preservation §7: Resourcing §8: Adherence and Review §9: Agreement/Ratification by Stakeholders §10: Annexes DCC Checklist Coverage Checklist for a Data Management Plan v3.0 (Donnelly and Jones, March 2011)

Researcher Research Support Office Data Library / Repository Computing Support Faculty Ethics Committee Etc... DATA MANAGEMENT …PLAN? UNRULY DATA

DMP-related resources – “Dealing with Data” (Lyon, 2008) – Analysis of Funder Policies (Jones, 2009) – Checklist for a Data Management Plan (Donnelly and Jones, 2009) – “How to Develop a Data Management and Sharing Plan” (Jones, 2011) Edinburgh: Digital Curation Centre – “Data Management Plans and Planning” (Donnelly, 2012) in Pryor (ed.) Managing Research Data, London: Facet Links to all DCC resources via

Key things to remember All research projects are different The DMP will depend upon the nature of the research AND the context (funder, domain, institution(s) etc) DMPs are useful communication tools

3.

What does do? A web-based tool that enables users to... i.Create, store and update multiple versions of Data Management Plans across the research lifecycle ii.Meet a variety of specific data-related requirements (from funders, institutions, publishers, etc.) in a single place iii.Get tailored guidance on best practice and helpful contacts, at the point of need iv.Customise, export and share DMPs in a variety of formats in order to facilitate communication within and beyond research projects

Technologies involved (v3.0) – Ruby on Rails (v3.1.3) – JavaScript (jQuery v1.7.1) – MySQL database (v5+) – Hosting: University of Edinburgh Information Services Virtual Hosting (13 managed servers across 2 sites) – Authentication: registered users with passwords encrypted in DB (we are also testing Shibboleth for integration with UK Access Management Federation for Education and Research) – Various export formats (PDF, DOCX, XLSX, CSV, XML etc)

DMP Online v3.0: May Improved user interface, inc. customisable institutional versions -New features -Overlaying multiple templates for ‘hybrid’ DMPs -Template phases (e.g. pre- / during / post-project) -Granular read / write / share permissions -Shibboleth authentication -Multilingual support / boilerplate text -API for systems interoperability (coming soon) -Endorsement from funders

-Generic data management guidance ( in conjunction with ) -Funder-specific guidance developed in collaboration with the funders themselves -Institution-specific guidance developed with key institutional contacts -Discipline-specific guidance developed and deployed with JISC MRD projects (e.g. DMT Psych at York) -Joint training programmes organised and delivered by DCC and UKDA -Provided advice to US consortium Collaborations

Templates: Stakeholder Liaison (i) RCUK fundersStatus Arts and Humanities Research Council (AHRC)Discussions beginning Biotechnology and Biological Sciences Research Council (BBSRC) Discussions ongoing Engineering and Physical Sciences Research Council (EPSRC) No explicit data management plan requirements: DCC referenced in roadmap requirements Economic and Social Research Council (ESRC)Template and guidance developed in collaboration with ESRC and ESDS. Funder’s online guidance points applicants towards tool. Medical Research Council (MRC)Endorsed by funder and mentioned in their guidance NERC (Natural Environment Research Council)Discussions ongoing Science and Technology Facilities Council (STFC)DCC resources referenced in data requirements Other fundersStatus The Wellcome TrustTemplate and guidance endorsed by funder National Science Foundation (US)Template developed by Sherry Lake, University of Virginia

Templates: Stakeholder Liaison (ii) Disciplinary templatesStatus HistoryDeveloped in conjunction with University of Hull and University of Hertfordshire PsychologyDeveloped by DMT Psych project, led by University of York Mechanical EngineeringDeveloped as part of REDm-MED project, led by University of Bath Health sciencesDeveloped by DATUM for Health project, led by University of Northumbria Spatial information (INSPIRE)Developed in conjunction with EDINA (UK national data centre) and trialled with Freshwater Biological Association Institutional templatesStatus University of NorthamptonDeveloped in collaboration with Information Services department Many more institutional and subject-based templates are being developed through the JISC RDM projects and UMF institutional engagements…

Institutional Engagements: Putting it into practice -Working with eighteen institutions over approximately 18 months to improve data management capabilities -A broad variety of institutional types and sizes, from research intensive ancient universities, to new universities and specialist institutions (e.g. art schools) -Institutions select from a ‘menu’ of tools and services, e.g. (next slide)

Components of a Data Management Strategy (Research and Admin) DCC ToolsDCC Services PolicyData Asset Framework (DAF) Policy development PlanningDMP OnlineStrategy development AdvocacyCARDIOTraining ToolsDRAMBORAWorkflow assessment TrainingCosting Institutional data catalogues (discovery) The Menu

Workflow connections DMP Online can also be used in conjunction with other tools that support the data management/curation lifecycle, e.g.… -DAF (Data Asset Framework) -DRAMBORA (Digital Repository Audit Method Based On Risk Assessment) -CARDIO (Collaborative Assessment of Research Data Infrastructure and Objectives) Also non-DCC tools: -LIFE -Planets tools -and more

For machine readership… -Facilitates quick public sharing -Compatible with API for linking with other systems -Minimal formatting For human readership… -Pleasant formatting -Editable. Can be used in conjunction with (e.g. MS Sharepoint) -Removes all formatting How to connect: six export formats

Systems – CRIS / admin systems – RCUK Je-S system – Institutional Repositories – DDI repository – DMP Tool (US) – Other instances of DMP Online via federated model (? -TBC) External connections Standards / protocols – CERIF* – SWORD2 – DDI* – RDF (? - TBC) * via RESTful API

4. Group Exercise In institutional groups: 1.For each of the DMP Checklist headings, brainstorm all the stakeholders you think might be involved (and how/why) – be specific! 2.Remember to consider the different stages of research – pre-award, in- project, post-project – and think about how the stakeholders change… 3.How does data management planning fit into existing workflows? What would you change? SECTIONS §1: Introduction and Context §2: Data Types, Formats, Standards and Capture Methods §3: Ethics and Intellectual Property §4: Access, Data Sharing and Re- use §5: Short-Term Storage and Data Management §6: Deposit and Long-Term Preservation §7: Resourcing §8: Adherence and Review §9: Agreement/Ratification by Stakeholders §10: Annexes

Any questions? Image credit: Slide This work is licensed under the Creative Commons Attribution 2.5 UK: Scotland License. Martin Donnelly Digital Curation Centre University of Edinburgh For other DCC services see or follow us on and #ukdccwww.dcc.ac.uk