1. Data Management Planning and DMPonline Angus Whyte DCC, University of Edinburgh a.whyte@ed.ac.uk Slides by Sarah Jones University of Aberdeen, 7 Oct 2014 Funded by:

2. What is a data management plan? A brief plan written at the start of your project to define: how your data will be created? how it will be documented? who will access it? where it will be stored? who will back it up? whether (and how) it will be shared & preserved? DMPs are often submitted as part of grant applications, but are useful whenever you’re creating data.

3. Why develop a DMP? to help you manage your data to make informed decisions so you don’t have to figure out things as you go to anticipate and avoid problems e.g. data loss to make your life easier!

4. Which UK funders require a DMP? www.dcc.ac.uk/resources/policy-and-legal/ overview-funders-data-policies

5. DCC Checklist for a DMP 13 questions on what’s asked across the board Prompts / pointers to help researchers get started Guidance on how to answer www.dcc.ac.uk/sites/default/files/documents /resource/DMP_Checklist_2013.pdf

6. Common themes in DMPs 1.Description of data to be collected / created (i.e. content, type, format, volume...) 2.Standards / methodologies for data collection & management 3.Ethics and Intellectual Property (highlight any restrictions on data sharing e.g. embargoes, confidentiality) 4.Plans for data sharing and access (i.e. how, when, to whom) 5.Strategy for long-term preservation

7. 1. Describing data to be collected What type of data will you produce? What file format(s) will your data be in? How much data will be produced? How will you create your data?

8. Some formats are better for the long-term It’s preferable to opt for formats that are: Uncompressed Non-proprietary Open, documented Standard representation (ASCII, Unicode) Data centres may have preferred formats for deposit e.g. TypeRecommendedNon-preferred Tabular dataCSV, TSV, SPSS portableExcel TextPlain text, HTML, RTF PDF/A only if layout matters Word MediaContainer: MP4, Ogg Codec: Theora, Dirac, FLAC Quicktime H264 ImagesTIFF, JPEG2000, PNGGIF, JPG Structured dataXML, RDFRDBMS Further examples: http://www.data-archive.ac.uk/create-manage/format/formats-tablehttp://www.data-archive.ac.uk/create-manage/format/formats-table

9. 2. Standards and methodologies What metadata and documentation will you record? What standards are used in your field? How will your data be organised? Where will it be stored and backed-up?

10. Documentation and standards Metadata: basic info e.g. title, author, dates, access rights... Documentation: methods, code, data dictionary, context... Use standards wherever possible for interoperability www.dcc.ac.uk/resources/ metadata-standards

11. 3. Ethical and IPR implications Are you seeking consent from participants? Who owns your data or has rights in it? Are you re-using other people’s data?

12. Seek consent for data sharing & preservation If you don’t ask, data centres won’t be able to accept your data – regardless of any conditions on the original grant or your desire for it to be shared.

13. 4. Data sharing and reuse Are you allowed to share your data? Who will you share with and how? Do you need to impose conditions on reuse? How will you license the data for clarity?

14. CREATIVE COMMONS LIMITATIONS NCNon-Commercial What counts as commercial? SAShare Alike Reduces interoperability NDNo Derivatives Severely restricts use www.dcc.ac.uk/resources/ how-guides/license-research-data License your data for reuse Outlines pros and cons of each approach and gives practical advice on how to implement your licence

15. 5. Preservation Which data do you need to keep? Will you deposit your data in a repository? Do you need to prepare it for deposit?

16. Lists of repositories to choose from http://databib.org http://service.re3data.org/search

17. Managing and sharing data: a best practice guide How to write a DMP Formatting your data Documentation Data sharing Ethics and consent Copyright … http://data-archive.ac.uk/media/2894/managingsharing.pdf

18. Tips for writing DMPs Seek advice - consult and collaborate Consider good practice for your field Base plans on available skills & support Make sure implementation is feasible

19. Help from the DCC https://dmponline.dcc.ac.uk www.dcc.ac.uk/resources/how-guides/develop-data-plan A web-based tool to help researchers write data management plans

20. DMPonline demo https://dmponline.dcc.ac.uk

21. What is DMPonline? A web-based tool to help researchers write Data Management and Sharing Plans Includes requirements and guidance from funders, universities and other groups Developed by the Digital Curation Centre

22. Registration Sign up with your email address, organisation and password Select ‘other organisation’ if yours is not listed

23. Sign in Use your email and password to login Or if you’re at a UK university, you can use your standard uni login

24. ‘My plans’ homepage Summary of the DMPs that you have created, or others have shared with you. Note the varying permissions.

25. Creating a plan Select funder (if any) Select organisation for additional questions and guidance Select other sources of guidance

26. Plan details: summary Summary of the sections and questions in your DMP

27. Overview of sections in a DMP Summary page with dropdown buttons to expand and answer each section Enables multiple phases

28. Answering questions Notes who has answered the question and when Progress bar updates how many questions remain

29. Sharing plans Allow colleagues to read-only, read- write, or become co- owners

30. Co-writing DMPs Sections are locked for editing when they’re being worked on by colleagues

31. Exporting DMPs Can export as plain text, PDF, html...

32. Try it out https://dmponline.dcc.ac. ukhttps://dmponline.dcc.ac. uk

33. Thanks – any questions? DCC guidance, tools and case studies: www.dcc.ac.uk/resources Follow us on twitter: @digitalcuration and #ukdcc