How Not to Be the Only One Who Knows About Your Research Sharing and Archiving for Posterity Melanie Radik and Raphael Fennimore Library & Technology Services Workshops Brandeis University October 13, 2015

Sharing Data: Rules & Laws Know what obligations and restrictions apply to sharing your research data ○campus policy ■IRB guidelines for personally identifiable data and HIPAAIRB guidelines ■general policies regarding research datapolicies ○funder or publisher requirements ■NSF & NIH Public Access PoliciesNIH ■PLOS Data Availability Policy for accepted papersPLOS Data Availability Policy ○state or federal laws ■HIPAAHIPAA

Sharing: Who and Why Who are you sharing with? ○researchers on your research team ○other researchers at your institution ○researchers at other institutions ○non-researchers For what purpose? ○research ○legal ○profit

Sharing Securely Control and monitor access to your working data o campus network shares o Brandeis Google Drive o Brandeis Box Short-term storage for active research o accounts tied to Brandeis ID o varying levels of security o all data legally protected through Brandeis license o accounts not perpetual, disappear when you leave Brandeis

Share / Destroy / Archive Upon completion of research, evaluate your data o Legal obligations to share, retain, or destroy your data?  Personally Identifiable Information, HIPAA data  national security concerns or trade secrets  grant or publisher requirements to share raw data o Are your data complete enough to share?  metadata  code or software required to run or analyze data o Planning to pursue a patent, copyright, trademark, etc.?  Office of Technology Licensing Office of Technology Licensing

Retention Best Practices: It Depends IRB OHRP Requirements: 45 CFR 46 = 3 years from completion HIPAA Requirements: = minimum of 6 years from date of signed authorization FDA Requirements 21 CFR c = 2 years from date a marketing application is approved for the drug or investigation is discontinued and FDA is notified. VA Requirements: At present records for any research that involves the VA must be retained indefinitely per VA federal regulatory requirements. Intellectual Property Requirements - Research data used to support a patent must be retained for the life of the patent. Questions of data validity: If there are questions or allegations about the validity of the data or conduct of the research, retain all of the original research data until such questions or allegations have been completely resolved.

Destroy Data Destruction Services o drive wipe = digital overwriting of data to complete illegibility o physical destruction = hard drive disk is permanently maimed Tech Help Desk can help with both o drive wipes with certified software o physical destruction (drive crushing machine in Feldberg)

Share or Archive After necessary destruction, decide: o Openly share your research with all? o Restrict access to specific allowed people? o Save the data in a closed or dark archive? Best choice depends on you and your research: o NSF or NIH Open Access Policy? o Veterans’ Affairs perpetual archive mandate? o Subject-specific culture of sharing? o Pursuing patent, licensing, in partnership with private concern?

BIR & Unique Researcher ID Brandeis Institutional Repository (BIR) o required for GSAS Master’s theses o strongly recommended everyone Unique researcher IDs allow for Name Authority Control o ORCID o ResearcherID o SciENcv

Data Repository: Basics Subject-specific open repositories for data o will store your data and can make it available to download o your grant may require it, or the journal you publish in o subject librarians can help find the right one Inter-university Consortium for Political and Social Research

Data Repository Best Practices Use archival file formats Provide metadata that will allow others to find your data o abbreviation or other codebook o information sufficient for data citation o subject-specific metadata schema (see examples) o associate deposit with researcher unique identifier Provide all tools external to the data needed to use data o software (analysis, rendering, extraction, etc.) o code

Data Archiving: Advanced Evaluating a data repository: does it offer ○Persistent identifiers for deposited files ■DOI ○Clear policies & licenses outlining privacy and control ■Open vs. closed or restricted; also embargo options ■Creative Commons or similar licensing ○Longevity of retention, policies for migration to new platforms ○Indexing or “discovery tools” or SEO ○Professional Metrics Reporting (Altmetrics)