Data Management Planning Jake Carlson Purdue University Libraries Ron Nakao Stanford University Libraries

What will be Covered An introduction to terms and concepts. An understanding of the purpose of data management planning. Coverage of some of the elements of data management planning and how they may relate to each other. Case studies from Purdue and Stanford.

What is Data Management? “In the context of research and scholarship, "Data Management" refers to the storage, access and preservation of data produced from a given investigation. Data management is practices through the entire lifecycle of the data…” Texas A&M, Research Data Management Lib Guide http://guides.library.tamu.edu/DataManagement

What is a DMP? A formal document. Describes: what data will be produced how each type of data will be managed how each type of data will be shared how each type of data will be archived who will take responsibility for these actions DMP Resources and Examples: http://www.icpsr.umich.edu/icpsrweb/content/datamanagement/dmp/resources.html From a higher element / perspective – good data management for good research Insert a slide here

DMP Requirement (NSF) Data - samples, physical collections, software, curriculum materials, and other materials; Standards - for data and metadata formats and content; Policies for access and sharing – incl. IP, protection of privacy/confidentiality, security, etc.; Policies for re-use – including provisions for re-distribution, and the production of derivatives; Archiving - data, samples, and other research products, and for preservation of access. http://www.nsf.gov/bfa/dias/policy/dmp.jsp

DMP Tool https://dmp.cdlib.org/ DMP Tool is for: Create ready to use data management plans for specific funding agencies. Meet funder requirements for data management plans. Get step-by-step instructions and guidance for your data management plan as you build it. In many cases, get data management advice and resources for your specific institution. https://dmp.cdlib.org/

https://dmponline.dcc.ac.uk/ DMP Online is for: The process of writing a DMP enables you to get the most of your research. It helps you to: make informed decisions about how to create, manage and share your data anticipate and avoid problems e.g. data loss or duplication organise your data so you can find and understand it when needed improve the visibility of your research for more citations and impact ensure that you have the necessary resources, skills and support in place. https://dmponline.dcc.ac.uk/

DMP Consulting

Why Manage Data? Because you have to: Because you want to: Meet grant requirements Because you want to: Increase the visibility of your research Simplify your life / Save time Protect yourself http://libraries.mit.edu/guides/subjects/data-management/why.html

Effective Data Management Planning Is a process, not an event Probably requires more thought than it is given in developing the grant Probably requires more than 2 pages Should be informed by disciplinary and local cultures and environments Should be driven by goals and objectives Must be implemented to be successful My thoughts and opinions, your mileage may vary.

Other DMP Elements (ICPSR) Responsibility - who does what, when? Audience – identifying the potential secondary users of the data Selection and retention periods – what criteria will be used? how long will data be retained and/or archived? when will data be transferred to a 3rd party for curation? Quality Assurance Ethics & Legal Requirements Budget & Financial Aspects http://www.icpsr.umich.edu/icpsrweb/content/datamanagement/dmp/elements.html

DMP Purpose Proposal Development & DMPs Data Collection & File Creation Preparing Data for Sharing Project Start-Up Data Analysis Depositing Data Graphically important

Guidance Across the Lifecycle Preparing Data for Sharing > Address disclosure risk limitation > Determine file formats to deposit > Contact archive for advice

Data Management Planning Case Study on Data Management Planning

Libraries sponsored research center. Established in 2006 to focus on issues associated with curating data sets for present and future research use. Working in partnership with domain scientists and IT personnel to address the real world data needs of a research community.

Background Research “Unpacking” the NSF requirements Review of the content of existing data management plans Review of existing guides on creating a DMP Review of the information gathered from our Data Curation Profiles work, and other faculty-librarian collaborations

The Data Curation Profile is not designed to produce a Data Management Plan, however it could be used as a foundation to develop a more specific tool Examination of DCP questions in light of DMP requirements IASSIST 2011

Interviews Working with OVPR, four proposals were selected: Engineering Education Agronomy Physics / Electrical & Computer Engineering Pharmacy Interviews are conducted: Multiple faculty / Multiple interviews Sponsored Programs personnel and Subject Librarians also attend interviews Nov 2010 - Working in collaboration with the Associate VP for Research, the Libraries identify four projects for testing the "DCP for DMP" tool. Project #1 - Engineering Education, #2 - Agronomy, #3 - Electrical / Computing Engineering, #4 - Pharmacy (this project is already been submitted to the NSF - but will likely need a DMP in the future). The project Pis (more than one PI exists for some of the projects) are contacted by the Associate VP for Research to recruit them for this study.   Nov 2010 - All researchers contact agree to participate. The interview worksheet is sent out for Pis to complete in preparation of the interview. Completed worksheets show that the section on metadata and preservation are the most difficult for researchers to respond to. Nov - Dec 2010 - Interviews are conducted. Some researchers are further ahead in developing their grant than others, making some of the interviews more challenging than others. It's decided to postpone the Eng Ed interview until the proposal is better fleshed out. Both Pis are inetrviewed for projects with two Pis. Proposal coordinators attend and participate in the interviews to varying degrees. Subject librarians attend the Agronomy, Pharmacy and Eng Ed interviews / meeting. Carlson IASSIST 2011

Challenges Metadata & Preservation Hard for researchers to define, or their understanding may not be fully accurate. Archive = an old copy and/or a back-up copy Generally outside researcher’s current practices. Disciplinary standards or solutions may not be known, or may not exist.

DMP Self-Assessment Questionnaire http://purl.lib.purdue.edu/d2c2/dmp_saq

Guides IASSIST 2011

PURR http://purr.purdue.edu

Nano HUB http://nanohub.org/

PURR - Planning

PURR – Active Data

Publishing & Curation Abstract Cite this Work Tags Citations Supporting Docs Versions Reviews Questions

Stanford Case Study Stanford Data Management Services Faculty collaboration example (HCMST) Stanford Digital Repository (SDR)

Data Management Services

Plan Determine Funder Requirement Create a Data Management Plan DMPTool list Preparation Create a Data Management Plan DMPTool Decide How to Share Licensing (CC, ODC) Other Issues (IP, IRB)

Manage Organize Your Data Back Up Your Data Names, Formats, Metadata, Versioning, Documentation, Knowledge Transfer Plan Back Up Your Data Storage, Backup & Recovery Services Acquire & Analyze Data Social Science Data, Geographical Data

Preserve Select Data for Archiving Assign Metadata Questions to consider Assign Metadata Deposit Data in a Repository Stanford Digital Repository (SDR) Subject-Specific Repositories

Case Study Collaborating with Professor Michael Rosenfeld on Data Management Plan & Its Implementation DMP (later in Exercise) “Painless” creation of Metadata Quick turnaround for public data sharing <data.stanford.edu> Long-term Preservation ICPSR Stanford Digital Repository (SDR)

<data.stanford.edu> Metadata Title Citation Abstract, Principal Investigator, Funding Agency, Bibliographic Citation, Contact Email Description Introduction, Acknowledgements Methodology Universe, Unit of Analysis, Type of data collection, Time span, Time of data collection, Geographic coverage, Smallest geographic unit, Sample description, Sample response rate, Weights Documentation Document file(s), Web site or document download link(s) Data Download Link(s) Data file(s) Notes Errata, Data Notes News News Coverage

data.stanford.edu

Data entry form

Lessons from Case Study Quick development, enhancement, and data availability (Drupal) Active PI involvement & metadata creation Ownership & “freshness” of PI’s data page Easy referral by PI (customized URL), usage stats, and contact lists provided ongoing value for PI

Archiving HCMST: ICPSR

Stanford Digital Repository (SDR) The SDR is a service supporting long-term management of scholarly information resources at Stanford. Deposit in the SDR enables faculty, students, researchers to promote and protect the products of their work. Librarians use the SDR to preserve and share scholarly collections of enduring value to the larger Stanford community. Through robust preservation and security measures, the repository maintains appropriate access to deposited content from persistent web links while protecting against data loss and corruption.

Stanford’s Digital Library Infrastructure Diagram courtesy of Hannah Frost, Services Manager, Stanford Digital Repository

Thanks! Any Questions?