R ESEARCH D ATA M ANAGEMENT : AN I NTRODUCTION TO THE B ASICS Open Access and Data Curation Team

W HY MANAGE DATA ? Short-term: Increase efficiency. Save time. Simplify your life. Meet funder and institutional requirements. Long-term: Preserve your data. Easier sharing and collaboration. Allow others to build on your research. Raise your visibility and research profile. Download our research data management survival guidesurvival guide

D ATA STORAGE Accessibility of data: Where will you be working: at home; in the office or lab; both? Will you be working collaboratively? U Drive – up to 20GBs allowance. Cloud storage (but not for sensitive or confidential data). Computer hard drive. External hard drives & memory sticks. DVDs/CDs. There may be local College solutions – ask your CDOs. Advice Advice from Exeter IT.

Why back up? Security and integrity of information. Reduce the risk of accidental or malicious data loss. Makes data recovery easier. Back up in more than one place – store external devices in different places. Back up after major changes to data. Make sure you know which version is the most up to date. Get into the habit of backing up regularly. Advice from Exeter IT and UK Data Archive.Exeter IT UK Data Archive D ATA BACK UP

S ELECTION AND A PPRAISAL You don’t have to back up everything – storing data is costly, get into the habit of reviewing and deleting data. When to retain data - criteria include: Uniqueness. Non-replicability. Significant to current and future research. Scientific, social or cultural significance. Underpins published research. Important in relation to other data/research. Specific funder (legal or contract) requirement. Advice on disposal of confidential data from Records Management or Caroline Dominey.Records ManagementCaroline Dominey

O RGANISING YOUR FILES AND FOLDERS Label your files and folders consistently and meaningfully so they can easily be found – choose a system and stick to it (yyyymmdd for dates). Make sure you know which is the latest version of your work, especially if working collaboratively: – use a version control table in the document. – name files accordingly, e.g., V01 & V02 – major changes; V02.01 – minor changes to version 2. Enables efficient working – don’t waste time trying to find a file or folder later in your studies. Advice Advice from Cambridge University Library.

D OCUMENT DATA CREATION & COLLECTION ( METADATA ) Where did you collect your data? How did you collect your data? What equipment did you use? What formats are your data in? Needed for: Long-term discoverability of your data online (and articles, working papers, etc.). Understanding, sharing and reuse. Replication. Validation. Tips from MIT and Cambridge or ask your Subject Librarian.MIT CambridgeSubject Librarian

B E AWARE OF COPYRIGHT ISSUES When you put research papers or data online that include third-party copyrighted material you must be sure you have permission to do so. This includes journal articles, conference papers, reports, chapters, theses, and so on. Get the correct copyright permissions early on in your research – it could hold you up later. Images are a particular problem – see JISC Digital Media for advice on using images.JISC Digital Media Read one PhD student’s experience of handling copyright issues.PhD student’s experience

E THICS & SENSITIVE DATA Follow the University’s Ethics Policy & subject- specific procedures.Ethics Policy Be aware of relevant legislation, e.g., Data Protection ActData Protection Act Stringent control of access to data: password protection; encryption; lock and key. Store personal information, keys, codes, consent forms, etc., separately. Share with caution – use encryption.encryption Good advice from UKDA.advice

D ATA M ANAGEMENT P LANNING (DMP) Bids to most major funders now require a DMP outlining: Roles and responsibilities What data will be created and how Data formats Documentation of data Storage and back up Data sharing Long-term preservation and access... Get support from RKT or the Open Access & Data Curation TeamRKTOpen Access & Data Curation Team

S UPPORT O PEN A CCESS What is it? International movement to open up access to research knowledge. Publicly-funded research should be openly and freely available. No restrictions on access or use. Most funders now require funded research to be made OA. Get used to putting your papers and data on OA – use our repository.repository Find out more from the Library Open Access Team.Open Access Team

K NOW YOUR FUNDER ’ S POLICY ON OA RCUK Policy on Open Access Wellcome Trust Policy StatementPolicy Statement Overview of Funders’ Policies on Open Data UoE policy: due for ratification by early 2013.policy

D ISSEMINATING D ATA Usually a funder requirement. Store in a repository: Exeter’s data repository A subject repository (e.g., Archaeology Data Service).Archaeology Data Service A national repository (e.g., UK Data Archive)UK Data Archive Advantages:  Security.  Permanence.  Visibility.  Citability.  Opportunity.  Someone else looks after it for you. List of repositories at OpenDOAROpenDOAR

H ELPFUL LINKS Contact us: Open Exeter Project Open Access web site RKT Contact Details Digital Curation Centre Draft UoE Research Data Management Policies Appraise & Select Research DataAppraise & Select Research Data – DCC Exeter IT Governance and ComplianceGovernance and Compliance Download a copy of this presentation from: Image on opening slide © DDI and MIT: