1. W HAT IS O PEN A CCESS ? W HAT IS RESEARCH DATA MANAGEMENT ? P RINCIPLES, P OLICY AND P RACTICALITIES Open Access and Data Curation Team

2. I NTRODUCTION Overview of research data management Preview of University’s pilot data repository Overview of Open Access

3. 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

4. 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.

5. 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

6. 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.

7. S ELECTION AND A PPRAISAL 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 email Caroline Dominey.Records ManagementCaroline Dominey

8. 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

9. 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

10. 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

11. 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 the Open Access & Data Curation TeamOpen Access & Data Curation Team

12. 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

13. 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 policypolicy

14. 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

15. H ELPFUL LINKS Contact us: openaccess@exeter.ac.ukopenaccess@exeter.ac.uk 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

16. THE BENEFITS OF OA Increased visibility of research & researchers. Impact: OA research cited more frequently. Research lifecycle can be accelerated: published, read, cited, built on. Facilitating collaboration & sharing. Tool for the University to raise awareness of research profile. Public good: sharing scholarship and intellectual wealth.

17. H OW DOES OA WORK ? Put a copy of your research paper in a repository (the Green route – free to the researcher). Pay a publisher a fee to make your paper OA ( the Gold route – c. £1,300 average). Publish in a free OA journal. SHERPA/RoMEOSHERPA/RoMEO: information on publisher OA policies. DOAJDOAJ: a directory of free OA journals.

18. RCUKRCUK from 1 April 2013 – all papers submitted for publication must be OA within 6 months (12 months for AHRC & ESRC). WellcomeWellcome/NIHR – published papers must be available on OA within 6 months and deposited in UKPMC.NIHR UoE policy.policy Most other funders currently ‘encourage’ or ‘support’ OA - expect future mandates. F UNDER POSITION ON OA

19. W HAT TYPES OF RESEARCH ARE AFFECTED ? RCUK: peer-reviewed journal articles & published conference papers. Wellcome: peer-reviewed journal articles. Not Monographs, book chapters, etc. Data: most major funders require deposit on OA where possible. Again, wise to expect future mandates. RCUK: You will need to state where and how data can be accessed.

20. H OW TO COMPLY WITH FUNDER POLICY : 1 Put a copy of your paper in the UoE or other repository (may need to be a post-print – NB always keep your own peer-reviewed copy).post-print Deposit via Symplectic – in return you get a link to the full text. Wellcome-funded researchers must put a copy in UKPMC within six months. Publish in a free Open Access journal: DOAJDOAJ NB – repository deposit is not a means of publishing, it is a means of being OA compliant.

21. H OW TO COMPLY WITH FUNDER POLICY : 2 Many publishers operate a paid (Gold) OA scheme – your paper is made openly and freely available on payment of a fee. Check in advance that the journal in question has a paid OA option (use SHERPA/RoMEO).SHERPA/RoMEO If your chosen journal does not, you may be able to negotiate a one-off payment or a more lenient copyright agreement (this does sometimes work).

22. H OW WILL THE COSTS OF G OLD OA BE MET ? UoE will receive a block grant from RCUK – precise amount as yet unknown. UoE has £131k from the Government via BIS (to be spent by April 2013). UoE has £65k from Wellcome now. UoE has a prepay BioMed Central subscription. UoE is running a pilot OA fund now. Any other suggestions...? NB You can no longer factor the costs of OA publishing into Wellcome funding bids and, from April 2013, RCUK funding bids.

23. C OMPLIANCE Funders do check institutional compliance but will always give you the chance to look into OA options before discussing sanctions. The choice of where to publish is an academic decision We will help researchers navigate publisher policy and support academic choice. We will help researchers publish via the gold open access route subject to funds. Any queries: openaccess@exeter.ac.ukopenaccess@exeter.ac.uk