This document discusses data management practices in research. It defines research data and emphasizes the importance of good data management for ensuring integrity, reproducibility and excellence in science. Key aspects of data management include planning, documentation, metadata, sustainability, and publication. Funders increasingly require and support open access to publications and research data. The document provides guidance and considerations for implementing responsible data management and open science practices.

1. Data Management in Research
Open Science and Research Training
© 2014 The Ministry of Education and Culture’s Open Science and Research Initiative 2014–2017 http://openscience.fi/
Licensed under Creative Commons Attribution 4.0 International Public License

2. "Research data is defined as recorded factual
material commonly retained by and accepted in
the scientific community as necessary to validate
research findings; although the majority of such
data is created in digital format, all research data
is included irrespective of the format in which it is
created.”
Engineering and Physical Sciences Research
Council (EPSRC)
What is research data — University of Leicester
www2.le.ac.uk/services/research-data/rdm/what-is-rdm/
research-data

3. ODE Data Publication Pyramid, LERU Roadmap
for Research Data

4. MANAGEMENT?
CREATING
GATHERING
STURCTURING
DESCRIBING
HOUSING
SHARING
MAINTAINING
ARCHIVING
PRESERVING

5. GOOD DATA MANAGEMENT
ENSURES
INTEGRITY AND REPRODUCIBILITY

6. GOOD DATA MANAGEMENT
IS AT
THE HEART OF
EXCELLENT SCIENCE

7. Scientific research should be replicable
 Data and methods should be well documented
 The data should be intelligible
 The data should be sustainable

8. Planning data management adds value
 Funders require openness, but are willing to pay if budgeted
 Good planning underpins a feasible budget that covers cost
 The data should be sustainable

9. Communication and transparency improve quality
 Both data and publications should be findable
 Good data management enables openness
 Flaws and errors are found and corrected

10. FUNDERS
 Funders expect
open publishing
 Open publishing
requires planning

11. European Research Council
The ERC considers that providing free online access to these materials is the most
effective way of ensuring that the fruits of the research it funds can be accessed, read
and used as the basis for further research.
The ERC therefore supports the principle of open access to the published output of
research as a fundamental part of its mission.
Accordingly, the European Research Council:
 requests that an electronic copy of any research article, monograph or other research
publication that is supported in whole, or in part, by ERC funding be deposited in a
suitable repository immediately upon publication. Open access should be provided as
soon as possible and in any case no later than six months after the official publication
date. For publications in the Social Sciences and Humanities domain a delay of up to
twelve months is acceptable.

12. European Research Council
 encourages ERC funded researchers to use discipline-specific repositories for
their publications. A list of recommended repositories is provided in Appendix 1. If
there is no appropriate discipline specific repository, researchers should make their
publications available in institutional repositories or in centralized ones, such as
Zenodo
 reminds ERC funded researchers that open access fees are eligible costs that can be
charged against ERC grants, provided they have been incurred during the duration of
the project.
Open Access Guidelines for researchers funded by the ERC
http://erc.europa.eu/sites/default/files/document/file/ERC_Open_Access_Guidelines-revised_2013.pdf

13. The Academy of Finland advises
researchers to publish their work
following the principles of open
access and open data.
When applying for funding from the
Academy, researchers must include in
their research plans a publication
plan and a data management plan.

14. We also require that the research plan includes a data management
plan, which describes:
 how the project proposes to obtain and use its research materials
 the rights of ownership and use pertaining to the material used
and generated by the project
 how the materials produced by the project (or through research
infrastructures) will be stored and subsequently made available to
other researchers
 how the materials will be protected if necessary.
http://www.aka.fi/en-GB/A/Funding-and-guidance/How-to-apply/Guidelines/General-application-guidelines/

15. The Academy also recommends that researchers make their research data available to other
researchers. Previously, applicants were asked to include in their research plans information on the
storage of data. Now, we also want a description of how the data will be made available to others.
[ … ]
 As before, the Academy recommends two established databases: the Finnish Social Science Data
Archive (FSD) and the FIN-CLARIN consortium. Despite its name, the FSD does accept data in the
fields of medicine and the humanities as well (where possible). FIN-CLARIN, in turn, is based at the
University of Helsinki and is focused on linguistic data.
 As of the September 2014 call, two new repositories have been added to the list of recommended
open data resources. CSC, the IT Center for Science, has opened three services for open data. The
CSC’s IDA Storage Service offers data storage opportunities for Academy-funded researchers. The
CSC’s [Etsin] metadata catalogue, in turn, is the preferred storage location for metadata,
regardless of where the actual research data are stored. Lastly, the CSC’s AVAA open-access
publishing platform offers applications for the use of open access data. In addition, and
alternatively, the Academy recommends the Zenodo service as a service for sharing and storing
research results.
http://www.aka.fi/en-GB/A/Funding-and-guidance/How-to-apply/Guidelines/General-application-guidelines/

16. THINGS TO CONSIDER
LAWS &
RESTRICTIONS
Copyright
Personal integrity
Commercial data
Funder’s requirements
Policies of organization
Contracts

17. THINGS TO CONSIDER
RESOURCES
Time and work for cleaning and publishing data as well as
open access fees should be included from the start to be
eligible project costs.
Plan well, consider the costs and get the benefits from open
science!

18. THINGS TO CONSIDER
DATA QUALITY
THINGS TO CONSIDER
 A question of use
 Complete, up to date
 Intelligible
 Well documented
 Coherent
 Well structured

19. THINGS TO CONSIDER
DOCUMENTATION
 How the data has been created
(primary, secondary)
 Facts about instruments
 Code books and other information
about variables
 Standard Operating Procedures
 Detailed instructions, workflow etc
 Used standards and vocabularies

20. THINGS TO CONSIDER
METADATA
THINGS TO CONSIDER
 What? (title, description, classification, subject, language)
 Where? (organization, project, country, catalog, format)
 When? (dateCollected, datePublished, dateChanged)
 Who? (author, publisher, owner, distributer)
 How? (method, rights, contact information, identifier,
citation)
 Why? (description, publication)

21. SUSTAINABILITY
THINGS TO CONSIDER
 Persistent identifiers
(URN, DOI, ORCID …)
 Use repository (FSD,
IDA, Dryad, Zenondo …)
 Link data to publications

22. THINGS TO CONSIDER
PLANNING
Finnish Social Science Data Archive
http://www.fsd.uta.fi/tiedonhallinta/
http://www.fsd.uta.fi/en/data_management_planning/
Finnish Data Management Guide
https://www.tdata.fi/tutkimusdatan-hallinta

23. Checklist
 https://prezi.com/umyljd3nll2m/checklist-for-openness-
throughout-the-research-process/

24. THINGS TO CONSIDER
PUBLICATION
Archambault, E. et al. (2014). Proportion of Open Access Papers Published in Peer-Reviewed
Journals at the and World Levels—1996–2013. Deliverable D.1.8. (2014 Update).
Version 11b.

25. Open Science & Open Access
 Copyright in Finland applied to all works
 No one can make copies or develop a work
unless it’s licensed by all copyright holders
 Licensing can be used to give different rights
 For research data CC0 and CC-BY 4.0 are
recommended in Finland
 The more you give the further you reach

26. Berlin Declaration of Open Access 2003
 Open access contributions must satisfy two conditions: The author(s) and right holder(s) of such
contributions grant(s) to all users a free, irrevocable, worldwide, right of access to, and a license to
copy, use, distribute, transmit and display the work publicly and to make and distribute derivative
works, in any digital medium for any responsible purpose, subject to proper attribution of
authorship (community standards, will continue to provide the mechanism for enforcement of
proper attribution and responsible use of the published work, as they do now), as well as the right
to make small numbers of printed copies for their personal use.
 A complete version of the work and all supplemental materials, including a copy of the permission
as stated above, in an appropriate standard electronic format is deposited (and thus published) in
at least one online repository using suitable technical standards (such as the Open Archive
definitions) that is supported and maintained by an academic institution, scholarly society,
government agency, or other well-established organization that seeks to enable open access,
unrestricted distribution, inter operability, and long-term archiving.
Signed by the Finnish Council of University Rectors in 2005.

27. Open Access for publications
 Green OA: using repositories, embargos may
apply
 Golden OA: fees for publishing, free
distribution
 Hybrids: “partial gold”

28. Why Open Access?
 Better impact
 More feedback and response
 Ethics
 Economy
 More fun, sharing is caring

29. OPEN SCIENCE AND RESEARCH INITIATIVE
Open science and research leads to
surprising discoveries and creative insights
Open science and research roadmap 2014–2017

30. Goals
 reinforcing the intrinsic nature of science and
research, so that openness and repeatability
 increase the reliability and quality of science
and research.

31. Goals
 strengthening openness-related expertise, so
that those working in the Finnish research
system know how to harness the
opportunities afforded by openness to boost
Finland’s competitive edge.

32. Goals
 ensuring a stable foundation for the research
process, so that good, clear basic structures
and services enable new opportunities to be
harnessed at the right time and ensure a
stable basis for research.

33. Goals
 increasing the societal impact of research, so
that open science creates new opportunities
for researchers, decision-makers, business,
public bodies and citizens.

34. Etsin Research data finder
 etsin.avointiede.fi
 Forms a searchable metadata catalogue for
research data
 Provides an identifier for data sets
 Enables meriting researchers based on datasets
 Independent of storage services
 Easy addition of minimum metadata to datasets

35. Etsin Research data finder
 etsin.avointiede.fi
 Extension of CKAN open source data
management system
 Open access to metadata
 HAKA login+REMS rights management for input
 URN PIDs to datasets
 DDI and OAI-PMH metadata harvesting
 Versatile REST API with data in JSON format

36. Research data storage
 IDA tdata.fi/ida
 Secure storage for stable research datasets
 Available to projects in universities and the
Academy of Finland
 Data owner decides on data openness and
usage policy
 Universities manage their quotas
 Additional quota may be applied

37. IDA Research data storage
 tdata.fi/ida
 Open source iRODS technology
 Haka authentication+REMS rights management
 Several user interfaces
 Browser via SUI, sui.csc.fi
 WebDav networks disks
 iRODS command line
 Integrations to Etsin and AVAA

38. AVAA Open data publishing
 avaa.tdata.fi
 Open platform for publishing
research data
 Generic and specialized
applications and APIs for
using data, e.g. download,
analysis and visualizations
 Pilot cases in the portal

39. AVAA Open data publishing
 Liferay open source platform
 Java portlets for applications
 Code available in Github
 Data in database, file etc.
 Open data – no login or
authentication necessary
 Access to open data in IDA

40. Sensitive data
 Specialized solutions are needed for
sensitive data
 Different degrees of openness need
to be supported

41. Identity and access management
 Identity management tools
 Access management tools
 Rights management tools
 REMS, Resource Entitlement
Management System
 Permanent identifiers (PID)
 Licensing guidelines

42. Long-term data preservation
 Development of a digital preservation
service
 Joint initiative with the National Digital
Library
 Piloting underway

43. Take care of your data
 Produce rich metadata
 Agree on ownership and
copyright issues
 Take care of licencing the
research results
 Choose the right storage and
publishing venues
 Use open source, standards and
interfaces

45. Avointiede.fi
 Open Science Handbook
http://avointiede.fi/kasikirja
 Topical articles on Open Science at
http://avointiede.fi/portti
 Open Science
Roadmaphttp://www.minedu.fi/OPM/Julkaisut/2014/Avoi
men_tieteen_ja_tutkimuksen_tiekartta_2014_2017.html?lan
g=en

46. More information
 avointiede.fi
 avointiede@postit.csc.fi
 @AvoinTiede

47. More information
 Service websites
 tdata.fi/ida
 tdata.fi/avaa
 etsin.avointiede.fi
 Scientist’s User Interface (HAKA login)
 sui.csc.fi
 CSC Service Desk
 servicedesk@csc.fi, +358 9 457 2821,
weekdays 8:30-16:00

48. Credit
Illustrations by Jørgen Stamp
Published on www.digitalbevaring.dk
Licensed under CC BY 2.5 DK
Modified by OKM/ATT