1. DATUM for Health – Healthy research needs healthy data I’ve collected my data, so what do I do with it now? Research data management Session 2 Data Curation Lifecycle

2. DATUM for Health – Healthy research needs healthy data 1 Session presented by Joy Davidson and Sarah Jones HATII and the Digital Curation Centre joy.davidson@glasgow.ac.uk sarah.jones@glasgow.ac.uk Digital Curation Centre (DCC) www.dcc.ac.uk/ These session slides have been adapted by the DATUM Project Team from a presentation made by the Digital Curation Centre (DCC) on 12 th May 2011 at Northumbria University as part of the DATUM for Health pilot training programme. This adaptation drew on the DCC’s Digital Curation 101 Lite training materials www.dcc.ac.uk/dcc.ac.uk/training/dc-101

3. DATUM for Health – Healthy research needs healthy data 2 Overview  Introduction to the data curation lifecycle model  Coverage of each stage of the lifecycle in detail  The roles PGR students and others play in data curation  Checklist of things to consider at each stage  Links to tools and resources

4. DATUM for Health – Healthy research needs healthy data 3 Learning outcomes  By the end of this session you should have:  an appreciation of how data curation can support and safeguard research  understanding of the data curation lifecycle  identification of the processes and activities involved in good practice for research data management  awareness of the free services and tools available to support data curation

5. DATUM for Health – Healthy research needs healthy data 4 What is data curation? “the active management and appraisal of data over the lifecycle of scholarly and scientific interest” Data have importance as the evidence base for research conclusions Curation is part of good research practice

6. DATUM for Health – Healthy research needs healthy data 5 Why curate: requirements OECD (Organisation for Economic Co- operation and Development ) Declaration data are a public good and should be openly available RCUK (Research Councils UK) Code of good research conduct data should be preserved and accessible for 10 years + Funders’ data policies www.dcc.ac.uk/resources/policy-and- legal/funders-data-policies Common principles on data policy www.rcuk.ac.uk/research/Pages/Data Policy.aspx

7. DATUM for Health – Healthy research needs healthy data 6 Why curate: rewards More citations: 69% ↑ (Piwowar, 2007, PLoS) Easier to do your research Prevent data loss New research opportunities and collaborationsValidation of research

8. DATUM for Health – Healthy research needs healthy data 7 DCC curation lifecycle model www.dcc.ac.uk/resources/curation-lifecycle-model

9. DATUM for Health – Healthy research needs healthy data 8 Conceptualise stage: planning what to do  Activities:  define a research question  begin designing your methodology  plan data creation (capture methods, formats, storage options etc.)  begin data management plan  Roles:  PGR student, supervisory team, sponsors / funders, IT, research governance, ethics panel

10. DATUM for Health – Healthy research needs healthy data 9 Checklist: Conceptualise stage  Get into the habit of equating data curation with good research  Get into the habit of documenting everything  Start filling in your data management plan  Find out your University / sponsor / funder requirements  Find out the ethical approval requirements  Determine intellectual property rights  Understand legal requirements

11. DATUM for Health – Healthy research needs healthy data 10 Checklist: Conceptualise stage /cont  Identify roles and responsibilities  Can you use existing data? If so, find out the requirements and constraints  Can you reuse / share your data? If so, identify the ethical, legal and methodological constraints  Identify any anticipated publication requirements, e.g. embargoes, restrictions, open access, etc.  Identify the software, equipment, storage requirements, skills etc. you will need, and how you will obtain them

12. DATUM for Health – Healthy research needs healthy data 11 Tools and resources  DCC Helpdesk: www.dcc.ac.uk/helpdeskwww.dcc.ac.uk/helpdesk  DCC Policy and Legal Pages: www.dcc.ac.uk/resources/policy-and-legal  ESRC DM Policy www.esds.ac.uk/aandp/create/esrcfaq.asp  MRC DM Policy www.mrc.ac.uk/Ourresearch/Ethicsresearchguidance /Datasharinginitiative/Policy/index.htm  Wellcome TRUST DM Policy www.wellcome.ac.uk/About- us/Policy/Spotlight-issues/Data-sharing/Guidance-for- researchers

13. DATUM for Health – Healthy research needs healthy data 12 Create stage: collecting and analysing data  Activities  data collection and analysis  creation of associated records and documents, metadata and contextual information  obtaining consent and permissions  Roles  PGR student, supervisory team, sponsors / funders, participants, information specialists, IT department

14. DATUM for Health – Healthy research needs healthy data 13 Checklist: Create stage  Be realistic and pragmatic – find a balance between what is ideal and what is necessary  Continue with your data management plan: it’s a living document  Establish what you want to do with your research data and what you want others to do  Obtain the necessary consent and permissions  Determine what metadata and contextual information you need and how you will collect and record it

15. DATUM for Health – Healthy research needs healthy data 14 Checklist: Create stage /cont  Consider all the different types and formats of data and records you will collect and produce  Consider the continuum from raw data to published outputs and the many processes your data will undergo  Set up file naming rules, version control etc.  Establish protocols for data protection, anonymisation etc.  Obtain the necessary training and support

16. DATUM for Health – Healthy research needs healthy data 15 Tools and resources  University’s policies and handbooks e.g. www.northumbria.ac.uk/static/5007/respdf/ethics_ handbook_2.pdf  UKDA guide on managing and sharing data www.data-archive.ac.uk/create-manage  Australian National Data Service www.ands.org.au/index.html  DCC guidance www.dcc.ac.uk/resourceswww.dcc.ac.uk/resources  RDM Training http://goo.gl/aqVNQ

17. DATUM for Health – Healthy research needs healthy data 16 Appraise stage: selecting what to keep  Activities  decide which data it is legal, appropriate, and valuable to keep over the long term  decide how your data will be kept long term  dispose of data no longer needed, appropriately and securely  Roles  PGR student, supervisory team, information specialists, IT department, repositories

18. DATUM for Health – Healthy research needs healthy data 17 General appraisal criteria 1. Relevance to mission 2. Scientific, social, cultural, historical value 3. Uniqueness 4. Potential for redistribution 5. Non-replicability 6. Economic case. 7. Full documentation www.dcc.ac.uk/resources/how-guides/appraise-select- research-data#3

19. DATUM for Health – Healthy research needs healthy data 18 Checklist: Appraise stage  Think about appraisal and selection as early as possible  Determine the minimum you need to keep for your findings and publications to be supported over time  Think about what your university / sponsors / funders expect you to keep, for how long and where  Think about what laws and regulations affect your data, e.g. what you are allowed, or not allowed, to keep  Think about what you want to do with the data – now and in the future after your PhD is completed

20. DATUM for Health – Healthy research needs healthy data 19 Checklist: Appraise stage /cont  Think about what you want others to do with your data  Consider if your data has wider scientific / cultural value  Know what consent and permissions you obtained  Things to keep – plan where, who, how, and for how long  Find out what resources you have access to for storage  Find out if local or national repositories will take your data

21. DATUM for Health – Healthy research needs healthy data 20 Checklist: Appraise stage /cont  Ensure you have all the necessary contextual information, metadata and data documentation  Things to destroy – plan how  Find out what resources you have access to for destruction  Continue updating your data management plan

22. DATUM for Health – Healthy research needs healthy data 21 Tools and resources  DCC briefing paper www.dcc.ac.uk/resources/briefing- papers/introduction-curation/appraisal-and- selection www.dcc.ac.uk/resources/briefing- papers/introduction-curation/appraisal-and- selection  DCC how to guide www.dcc.ac.uk/resources/how- guides/appraise-select-research-datawww.dcc.ac.uk/resources/how- guides/appraise-select-research-data  Northumbria University, Data Protection and Secure Storage of Research Records www.northumbria.ac.uk/static/5007/respdf/data- prot_secure_storage.pdf

23. DATUM for Health – Healthy research needs healthy data 22 Group exercise - Appraise and select  Create three categories of data and records  Items kept for a short period  Why, how long, destruction method  Items kept very long term  Why, how long, where kept  Items that fall in between  Why, how long, where kept, destruction method  Identify one or two examples per category from your own PhD studies

24. DATUM for Health – Healthy research needs healthy data 23 Ingest stage: transferring data to a custodian  Activities  transferring data into a curation environment  Roles  PGR student, IT department, information specialists, repository managers  Know what the university’s IT policies and procedures are  Be able to meet the repository’s requirements

25. DATUM for Health – Healthy research needs healthy data 24 Preserve stage: keeping data over time  Activities  ensuring data remains accessible and usable over time  ensuring data remains authentic and has integrity over time  Roles  PGR student, IT department, information specialists, repository managers

26. DATUM for Health – Healthy research needs healthy data 25 Preservation  Approaches  Migration  Emulation  Hardware preservation  Exhumation  Resources  Digital Preservation Coalition www.dpconline.org/

27. DATUM for Health – Healthy research needs healthy data 26 Checklist: Preserve stage  Plan for the long term early not late  Be aware of technological changes during your PhD study  Appreciate that there is a limit to what you can personally do to preserve your data  Know what organisations will do to preserve your data, e.g. the IT department, a repository – and be clear what your role is in this process  Document your preservation actions

28. DATUM for Health – Healthy research needs healthy data 27 Store stage: keeping data safe and secure  Activities  ensuring data is kept safe and secure  Roles  PGR student, IT department, repository managers  Data on university IT facilities – know what their policies and procedures are, e.g. amount of storage space, backup, security etc.  Data on your own IT equipment – work out how to keep it safe and secure

29. DATUM for Health – Healthy research needs healthy data 28 Access stage: finding and using data  Activities  ensuring data is accessible during the PhD study  ensuring data is accessible in the future, for personal re-use or sharing with others  Roles  PGR student, IT department, repository managers, researchers  Be aware of the many ways you can make your data available to others

30. DATUM for Health – Healthy research needs healthy data 29 Transform stage: generating new data  Activities  generating new data from existing data  Roles  Researchers  Consider the epistemological, methodological and practical issues of reusing / sharing qualitative data

31. DATUM for Health – Healthy research needs healthy data 30 Group exercise – your data management plan  Discuss your own data management plan in the light of the information provided in this session  What do you need to add?  What do you need to change?  What further questions do you have?

32. DATUM for Health – Healthy research needs healthy data 31 Directed learning tasks  Think of the problems you’ve experienced with managing your research data  Think of any good tips or systems you’ve used for managing your research data  Share these in Session 3

33. DATUM for Health – Healthy research needs healthy data Project funded by JISC Copyright holder: Northumbria University, School of Computing, Engineering & Information Sciences, 2011 Materials made freely available under a Creative Commons Attribution- NonCommercial-ShareAlike 2.0 UK: England & Wales license DATUM for Health www.northumbria.ac.uk/datum