1. Research Data Management and Archiving Slides provided by the Research Support Team, IT Services, University of Oxford

2. What is data? “A reinterpretable representation of information in a formalized manner suitable for communication, interpretation, or processing.” Digital Curation Centre Data management and archiving Slide adapted from the PrePARe Project

3. What is data? Any information you use in your research Data management and archiving Slide adapted from the PrePARe Project

4. What is research data management? Storage Organizing Preservation Documenting Sharing Choosing technology Versioning Structuring Backing up Curation Security Data management and archiving

5. Carrots and sticks  Work efficiently and with minimum hassle over the lifetime of the project  Save time and avoid problems in the future  Make it easy to share your data  University of Oxford Policy on the Management of Research Data and Records  Funding body requirements Data management and archiving

6. University of Oxford policy  The full policy can be viewed on the Research Data Oxford websiteResearch Data Oxford website  Covers the information needed ‘to support or validate a research project’s observations, findings or outputs’  Research data should be:  Accurate, complete, identifiable, retrievable, and securely stored  Able to be made available to others Data management and archiving

7. NERC requirements – for all projects  At end of project, datasets with long-term value should be made available for re-use  Usually via a NERC data centre  With as few restrictions as possible  In a timely fashion  Research publications must include a statement on how supporting data can be accessed Data management and archiving

8. NERC requirements – for future reference  One-page Outline Data Management Plan (ODMP) required with funding applications  Fuller DMP to be submitted within three months of project start  Further details of requirements on the Research Data Oxford site or the NERC websiteResearch Data OxfordNERC Data management and archiving

9. Data management plans  Ideally created in the early stages of a project  Details plans and expectations for data  Nature of data and its creation or acquisition  Storage and security  Preservation and sharing  Reduce stress by anticipating potential problems and taking action Data management and archiving

10. ‘In preparing for battle, I have always found that plans are useless but planning is indispensable.’ Dwight D. Eisenhower Data management and archiving

11. DAY-TO-DAY DATA MANAGEMENT Data management and archiving

12. ‘What a mess’ by.pst, via Flickr: http://www.flickr.com/photos/psteichen/3915657914 /.http://www.flickr.com/photos/psteichen/3915657914 / Can you find what you need, when you need it? Once you’ve found it, will it be clear what it is?

13. A gift to your future self – standard working practices  Set these up as early as possible in a project  Clear structure for storing files  File naming conventions  Version information  Document practices for future reference Data management and archiving

14. http://blogs.ch.cam.ac.uk/pmr/2011/08/01/why-you-need-a-data-management-plan/ How are you storing your data? Slide adapted from the PrePARe Project Data management and archiving Do you have a back-up plan in place?

15. Make multiple copies… …and keep them in different places Automate the process if you can Data management and archiving Slide adapted from the PrePARe Project

16. IT Services: Data back-up on the HFS  HFS is Oxford’s central back-up and archiving service  Free of charge to University staff and postgraduates  Automated back-ups of machines connected to University network  Copies kept in multiple places  http://www.it.ox.ac.uk/hfs http://www.it.ox.ac.uk/hfs Data management and archiving

17. Data security  If you’re working with sensitive data, it’s essential to ensure that every copy kept has appropriate security  InfoSec at IT Services can provide advice  http://www.it.ox.ac.uk/infosec/ http://www.it.ox.ac.uk/infosec/ Data management and archiving

18. Think about your storage media… Data management and archiving … and about file formats Slide adapted from the PrePARe Project

19. Are you using the right tools for the job?  Take time to assess whether your current software and methods are meeting your needs  Sticking with old familiars can be false economy  Ask friends and colleagues for recommendations Data management and archiving

20. Research Skills Toolkit  Website and hands- on workshops  A guide to software, University services, and other tools and resources for research Data management and archiving http://www.skillstoolkit.ox.ac.uk/

21. IT Learning Programme  Over 200 different IT courses  Covering software, skills, and new technologies  ITLP Portfolio offers course materials and other resources Data management and archiving http://portfolio.it.ox.ac.uk/ http://courses.it.ox.ac.uk/

22. ORDS – Online Research Database Service  Specifically designed for academic research data  Create, edit, search, and share databases online  Cloud-hosted and automatically backed up  Designed to make key tasks straightforward  Collaboration  Publishing datasets  Archiving data at end of project  http://ords.ox.ac.uk/ http://ords.ox.ac.uk/ Data management and archiving

23. Exercise  Have a look at the first page of the NERC data management plan template  Make some brief notes about your own project  If there are questions you can’t answer at this stage, make a note of  What you need to find out  Decisions you need to make Data management and archiving

24. DOCUMENTATION AND METADATA Data management and archiving

25. Documentation and metadata  The contextual information required to make data intelligible and aid interpretation  A users’ guide to your data  For whole datasets, or specific aspects  Metadata sometimes refers to more structured information  Designed to be machine readable Data management and archiving 2014 HBS Survey Results Joe Bloggs

26. Metadata schemas or standards  Standardized lists of information items about datasets  Typically includes a title, creator, publisher, date, description, subject keywords, etc.  May also include information relevant to a specific discipline  Many disciplinary metadata standards exist  See the DCC’s Disciplinary Metadata section for detailsDisciplinary Metadata Data management and archiving

27. NERC metadata requirements – from Data Policy Guidance Notes  “Metadata are a crucial part of any data archive since they ensure that the data can be understood at a later date”  Detailed information about how the data were arrived at  Includes methods of collection, processing, calibration, and quality control  Any other information needed for users to work with the data without referring back to the data provider  Subject keywords to aid location and identification of relevant data Data management and archiving

28. Make material verifiable and reusable Detailing methods helps people understand what you did And helps make your work reproducible Provide context to minimize the risk of misunderstanding or misuse Image by woodleywonderworks, via Flickr: http://www.flickr.com/photos/wwworks/4588700881/ Slide adapted from the PrePARe Project Data management and archiving

30. Exercise  Imagine you have just downloaded this dataset from an archive  What contextual or explanatory information is missing?  Anything odd about the data that needs clarifying?  What additional documentation would you like to see supplied  For the dataset as a whole?  For specific aspects of it? Data management and archiving

31. M. Farinelli et al. (2012) PLoS ONE 7(3): e34047 Who created it, when and why Description of the item Methodology and methods Units of measurement Definitions of jargon, acronyms and code References to related data Documentation summary – what to include www.texample.net Slide adapted from the PrePARe Project Data management and archiving

32. ISA tools software suite Data management and archiving http://isa-tools.org/ Open source metadata tracking tools for the life sciences

33. Missing metadata – or the riddle of the sixth toe  This painting shows Georgiana, Duchess of Devonshire as Diana  … or maybe Cynthia  She has six toes – but no one knows why Public domain image from Wikimedia Commons: http://commons.wikimedia.org/wiki/File:Georgiana_Cavendish,_Duchess_of_Devonshire_as_Diana.jpg http://commons.wikimedia.org/wiki/File:Georgiana_Cavendish,_Duchess_of_Devonshire_as_Diana.jpg Data management and archiving

34. For discussion  What data management challenges have you encountered?  What strategies have you personally found useful? Data management and archiving

35. DATA SHARING AND PRESERVATION Data management and archiving

36. Video by NYU Health Sciences Libraries: http://www.youtube.com/watch?v=N2zK3sAtr-4http://www.youtube.com/watch?v=N2zK3sAtr-4 Data management and archiving

37. Why share data? Re-use  Reduces duplication of effort  Allows public research funding to be used more effectively  Use in contexts not currently envisaged  Extend research beyond your discipline Slide adapted from the PrePARe Project Data management and archiving

38. Why share data? Reputation  Get credit for high quality research  Recognition for contribution to research community  Open data leads to increased citations  Of the data itself  Of associated papers Slide adapted from the PrePARe Project Data management and archiving

39. Why share data? Be a trailblazer!  A paradigm shift in how research outputs are viewed is occurring  Data outputs are of increasing importance – and are likely to become even more so  E.g. journals looking to publish datasets alongside articles  Be at the forefront of an important shift in the academic world Data management and archiving

40. Data sharing – concerns  Ethical concerns  Confidential or sensitive data  Legal concerns  Third party data  Professional concerns  Intended publication  Commercial issues (e.g. patent protection) Data management and archiving

41. EMBARGOED Redact or embargo if there is good reason Planning ahead can reduce difficulties Data sharing – concerns Data management and archiving Slide adapted from the PrePARe Project

42. Repositories and archives  Data repositories or archives offer a secure long-term home for research data  Re3Data.org offers a searchable catalogue of repositories Re3Data.org Data management and archiving

43. NERC data centres  NERC has a network of seven data centres:data centres  British Oceanographic Data Centre  British Atmospheric Data Centre (BADC)  NERC Earth Observation Data Centre (NEODC)  UK Solar System Data Centre (UKSSDC)  Environmental Information Data Centre  National Geoscience Data Centre  Polar Data Centre  (Plus an arrangement with the Archaeology Data Service) Data management and archiving

44. NERC data centres  Generally the expected destination for data with long- term value produced as part of NERC-funded research  Copy of finalized data should be deposited as soon as possible after end of data collection  May be embargoed for up to two years after end of data collection  Longer in exceptional circumstances  End of data collection does not mean end of project Data management and archiving

45. Deciding what to preserve – what has long-term value?  NERC has a Data Value ChecklistData Value Checklist  Key considerations include:  Potential for re-use  Likelihood of being referenced in publications  Unique, unrepeatable measurements  Or costly to reproduce  In a suitable condition to store and re-use Data management and archiving

46. ORA-Data  The University of Oxford’s institutional data archive  Currently in pilot phase  Long term preservation for Oxford research datasets without another natural home  Researchers depositing data elsewhere strongly encouraged to add a record to ORA-Data  http://ox.libguides.com/ about-ora-data http://ox.libguides.com/ about-ora-data Data management and archiving

47. DATA LICENSING Data management and archiving

48. Data licensing  A licence clarifies the conditions for accessing and making use of a dataset  Lets users know  What’s allowed without asking further permission  How to cite the work  Specific requests to go beyond the terms of the licence can still be made Data management and archiving

49. Data licences - examples  NERC data licences are based on the UK Open Government Licence for Public Sector Information  Others include:  Creative Common licences Creative Common licences  Six different flavours, plus CC0 public domain dedication  Open Data Commons Open Data Commons  Specifically designed for datasets Data management and archiving

50. Data licensing - guidance  ‘How to License Research Data’  A guide from the Digital Curation Centre http://www.dcc.ac.uk/resources/how-guides/license-research-data Data management and archiving

51. Exercise  Return to the NERC DMP template, and have a look at the rest of it  Start thinking about how you might complete it for your project  Keep a copy somewhere safe – flesh it out further as you develop your project Data management and archiving

52. FURTHER INFORMATION AND RESOURCES Data management and archiving

53. Research Data Oxford website  Oxford’s central advisory website  University policy is available  Questions? Email researchdata @ox.ac.uk researchdata @ox.ac.uk http://researchdata.ox.ac.uk/ Data management and archiving

54. DMP Online and the Digital Curation Centre  DMP Online is a tool for creating data management plans  Developed by the DCC – a national service providing advice and resources https://dmponline.dcc.ac.uk/ http://www.dcc.ac.uk/ Data management and archiving

55. IT Services: Research Support Team  Can assist with technical aspects of research projects at all stages of the project lifecycle  Help with DMPs, selecting software or storage, building a database, etc.  Meet with someone for a research data health check  For more information, see: http://research.it.ox.ac.uk/ http://research.it.ox.ac.uk/ Data management and archiving

56. Research Data MANTRA  Free online interactive training modules  Aimed at postgraduates and early career researchers http://datalib.edina.ac.uk/mantra/ Data management and archiving

57. Any questions? Ask now, or email us on researchdata@ox.ac.uk researchdata@ox.ac.uk Slides and handouts available from http://research.it.ox.ac.uk/rdmcourses and via WebLearn Data management and archiving

58. Rights and re-use  This presentation is part of a series of research data management training resources prepared by the IT Services Research Support Team at the University of OxfordResearch Support Team  The slideshow is based on one developed during the Oxford-based DaMaRO Project. Parts of it also draw on teaching materials produced by the PrePARe Project, DATUM for Health, and DataTrain Archaeology DaMaRO ProjectPrePARe ProjectDATUM for HealthDataTrain Archaeology  With the exception of clip art used with permission from Microsoft, commercial logos and trademarks, and images specifically credited to other sources, the slideshow is made available under a Creative Commons Attribution Non-Commercial Share-Alike LicenseMicrosoftCreative Commons Attribution Non-Commercial Share-Alike License  Within the terms of this licence, we actively encourage sharing, adaptation, and re-use of this material Data management and archiving