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Data Management Planning at the DCC: Workshop Insights and Tools for Researchers

This workshop, held on 24 May 2012 at the University of York by the Digital Curation Centre, delves into essential data management planning (DMP) practices. It covers policies, principles, and expectations informed by UK research funder guidelines. Participants learn about the DCC's support for developing DMPs, including a comprehensive checklist for effective plans. Key topics include data discovery, sharing, preservation, and compliance with institutional standards. Attendees gain insight into tools like DMP Online, which facilitates the creation and management of data management plans throughout the research lifecycle.

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Data Management Planning at the DCC: Workshop Insights and Tools for Researchers

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  1. Data management planning at the DCC Martin Donnelly Digital Curation Centre University of Edinburgh WRRIF/RoaDMaPevent University of York 24 May 2012

  2. Running order • Policies, Principles, Expectations • The DCC and DMP • DMP Online • Group Exercise

  3. 1. Policies, Principles, Expectations http://www.dcc.ac.uk/resources/policy-and-legal/overview-funders-data-policies

  4. RCUK Common Principles • Publicly funded research data are a public good, produced in the public interest, which should be made openly available with as few restrictions as possible in a timely and responsible manner that does not harm intellectual property. • Institutional and project specific data management policies and plans should be in accordance with relevant standards and community best practice. Data with acknowledged long-term value should be preserved and remain accessible and usable for future research. • To enable research data to be discoverable and effectively re-used by others, sufficient metadata should be recorded and made openly available .... 7 principles agreed by all the UK research councils in May 2011 http://www.rcuk.ac.uk/research/Pages/DataPolicy.aspx

  5. UK research funder expectations • timely release of data • once patents are filed or on (acceptance for) publication • open data sharing • minimal or no restrictions • deposit in data centres, structured databases, data enclave • preservation of data • most funders state expect 5-10+ years • submission of data management and sharing plans…

  6. Data-related policies http://www.dcc.ac.uk/resources/policy-and-legal/overview-funders-data-policies

  7. 2. The DCC and DMP We’ve responded to requirements by offering support… Analysed requirements Developed a Checklist Provided tools & guidance Links to all DMP resources via http://www.dcc.ac.uk/resources/data-management-plans

  8. What is a DMP? UK research funders typically ask for: • A short statement/plan submitted in grant applications • An outline of what you will create/collect, methods, standards, data management and long-term plans • How and why – justify your decisions and any limits

  9. Common DMP questions • What data will be created (format, types) and how? • How will the data be documented and described? • How will you manage ethics and Intellectual Property? • What are the plans for data sharing and access? • What is the strategy for long-term preservation?

  10. DCC Checklist Coverage §1: Introduction and Context §2: Data Types, Formats, Standards and Capture Methods §3: Ethics and Intellectual Property §4: Access, Data Sharing and Re-use §5: Short-Term Storage and Data Management §6: Deposit and Long-Term Preservation §7: Resourcing §8: Adherence and Review §9: Agreement/Ratification by Stakeholders §10: Annexes Checklist for a Data Management Plan v3.0 (Donnelly and Jones, March 2011) http://www.dcc.ac.uk/resources/data-management-plans

  11. Research Support Office Data Library / Repository Researcher DATA MANAGEMENT …PLAN? UNRULY DATA Computing Support Faculty Ethics Committee Etc...

  12. DMP-related resources • “Dealing with Data” (Lyon, 2008) • Analysis of Funder Policies (Jones, 2009) • Checklist for a Data Management Plan (Donnelly and Jones, 2009) • “How to Develop a Data Management and Sharing Plan” (Jones, 2011) Edinburgh: Digital Curation Centre • “Data Management Plans and Planning” (Donnelly, 2012) in Pryor (ed.) Managing Research Data, London: Facet Links to all DCC resources via http://www.dcc.ac.uk/resources/data-management-plans

  13. Key things to remember • All research projects are different • The DMP will depend upon the nature of the research AND the context (funder, domain, institution(s) etc) • DMPs are useful communication tools

  14. 3. www.dcc.ac.uk/dmponline

  15. What does do? A web-based tool that enables users to... • Create, store and update multiple versions of Data Management Plans across the research lifecycle • Meet a variety of specific data-related requirements (from funders, institutions, publishers, etc.) in a single place • Get tailored guidance on best practice and helpful contacts, at the point of need • Customise, export and share DMPs in a variety of formats in order to facilitate communication within and beyond research projects

  16. Technologies involved (v3.0) • Ruby on Rails (v3.1.3) • JavaScript (jQuery v1.7.1) • MySQL database (v5+) • Hosting: University of Edinburgh Information Services Virtual Hosting (13 managed servers across 2 sites) • Authentication: registered users with passwords encrypted in DB (we are also testing Shibboleth for integration with UK Access Management Federation for Education and Research) • Various export formats (PDF, DOCX, XLSX, CSV, XML etc)

  17. DMP Online v3.0: May 2012 • Improved user interface, inc. customisable institutional versions • New features • Overlaying multiple templates for ‘hybrid’ DMPs • Template phases (e.g. pre- / during / post-project) • Granular read / write / share permissions • Shibboleth authentication • Multilingual support / boilerplate text • API for systems interoperability (coming soon) • Endorsement from funders

  18. Collaborations • Generic data management guidance ( in conjunction with ) • Funder-specific guidance developed in collaboration with the funders themselves • Institution-specific guidance developed with key institutional contacts • Discipline-specific guidance developed and deployed with JISC MRD projects (e.g. DMT Psych at York) • Joint training programmesorganised and delivered by DCC and UKDA • Provided advice to US consortium

  19. Templates: Stakeholder Liaison (i)

  20. Templates: Stakeholder Liaison (ii) Many more institutional and subject-based templates are being developed through the JISC RDM projects and UMF institutional engagements…

  21. Institutional Engagements: Putting it into practice • Working with eighteen institutions over approximately 18 months to improve data management capabilities • A broad variety of institutional types and sizes, from research intensive ancient universities, to new universities and specialist institutions (e.g. art schools) • Institutions select from a ‘menu’ of tools and services, e.g. (next slide)

  22. The Menu

  23. Workflow connections DMP Online can also be used in conjunction with other tools that support the data management/curation lifecycle, e.g.… • DAF (Data Asset Framework) • DRAMBORA (Digital Repository Audit Method Based On Risk Assessment) • CARDIO (Collaborative Assessment of Research Data Infrastructure and Objectives) Also non-DCC tools: • LIFE • Planets tools • and more

  24. How to connect: six export formats For machine readership… • Facilitates quick public sharing • Compatible with API for linking with other systems • Minimal formatting For human readership… • Pleasant formatting • Editable. Can be used in conjunction with (e.g. MS Sharepoint) • Removes all formatting

  25. External connections Standards / protocols • CERIF* • SWORD2 • DDI* • RDF (? - TBC) * via RESTfulAPI Systems • CRIS / admin systems • RCUK Je-S system • Institutional Repositories • DDI repository • DMP Tool (US) • Other instances of DMP Online via federated model (? -TBC)

  26. 4. Group Exercise In institutional groups: • For each of the DMP Checklist headings, brainstorm all the stakeholders you think might be involved (and how/why) – be specific! • Remember to consider the different stages of research – pre-award, in-project, post-project – and think about how the stakeholders change… • How does data management planning fit into existing workflows? What would you change? SECTIONS §1: Introduction and Context §2: Data Types, Formats, Standards and Capture Methods §3: Ethics and Intellectual Property §4: Access, Data Sharing and Re-use §5: Short-Term Storage and Data Management §6: Deposit and Long-Term Preservation §7: Resourcing §8: Adherence and Review §9: Agreement/Ratification by Stakeholders §10: Annexes

  27. Any questions? Martin Donnelly Digital Curation Centre University of Edinburgh martin.donnelly@ed.ac.uk Twitter: @mkdDCC www.dcc.ac.uk/resources/data-management-plans For other DCC services see www.dcc.ac.uk or follow us on twitter @digitalcuration and #ukdcc This work is licensed under the Creative Commons Attribution 2.5 UK: Scotland License. Image credit: Slide 1 - http://upload.wikimedia.org/wikipedia/commons/8/88/LernaeanHydraRephael.jpg

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