WHAT IS OPEN ACCESS?WHAT IS RESEARCH DATA MANAGEMENT?PRINCIPLES, POLICY AND PRACTICALITIES Open Access and Data Curation Team
INTRODUCTION Overview of research data management Preview of University’s pilot data repository Overview of Open Access
WHY 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 guide
DATA 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 from Exeter IT.
DATA BACK UP 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.
ORGANISING 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 from Cambridge University Library.
SELECTION AND APPRAISALStoring data is costly, get into the habit of reviewingand 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 RecordsManagement or email Caroline Dominey.
DOCUMENT 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 SubjectLibrarian.
BE AWARE OF COPYRIGHT ISSUESWhen you put research papers or data online thatinclude third-party copyrighted material you must besure you have permission to do so.This includes journal articles, conferencepapers, reports, chapters, theses, and so on. Get the correct copyright permissions early on inyour research – it could hold you up later. Images are a particular problem – see JISC DigitalMedia for advice on using images. Read one PhD student’s experience of handlingcopyright issues.
ETHICS & SENSITIVE DATA Follow the University’s Ethics Policy & subject- specific procedures. Be aware of relevant legislation, e.g., Data 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. Good advice from UKDA.
DATA MANAGEMENT PLANNING (DMP)Bids to most major funders now require a DMPoutlining: 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 CurationTeam
SUPPORT OPEN ACCESSWhat is it? International movement to open up access toresearch knowledge. Publicly-funded research should be openly andfreely available. No restrictions on access or use. Most funders now require funded research to bemade OA. Get used to putting your papers and data on OA –use our repository. Find out more from the Library Open Access Team.
KNOW YOUR FUNDER’S POLICY ON OA RCUK Policy on Open Access Wellcome Trust Policy Statement Overview of Funders’ Policies on Open Data UoE policy
DISSEMINATING DATA Usually a funder requirement. Store in a repository: Exeter’s data repository A subject repository (e.g., Archaeology Data Service). A national repository (e.g., UK Data Archive)Advantages: Security. Permanence. Visibility. Citability. Opportunity. Someone else looks after it for you.List of repositories at OpenDOAR
HELPFUL LINKS Contact us: firstname.lastname@example.org Open Exeter Project Open Access web site RKT Contact Details Digital Curation Centre Draft UoE Research Data Management Policies Appraise & Select Research Data – DCC Exeter IT Governance and Compliance
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.
HOW 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/RoMEO: information on publisher OApolicies.DOAJ: a directory of free OA journals.
FUNDER POSITION ON OA RCUK from 1 April 2013 – all papers submitted for publication must be OA within 6 months (12 months for AHRC & ESRC). Wellcome/NIHR – published papers must be available on OA within 6 months and deposited in UKPMC. UoE policy. Most other funders currently ‘encourage’ or ‘support’ OA - expect future mandates.
WHAT 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 wherepossible. Again, wise to expect future mandates.RCUK: You will need to state where and how data canbe accessed.
HOW TO COMPLY WITH FUNDER POLICY: 1 Puta 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). 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: DOAJ NB – repository deposit is not a means of publishing, it is a means of being OA compliant.
HOW TO COMPLY WITH FUNDER POLICY: 2Many publishers operate a paid (Gold) OA scheme– your paper is made openly and freely availableon payment of a fee. Check in advance that the journal in question has a paid OA option (use 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).
HOW WILL THE COSTS OF GOLD 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 intoWellcome funding bids and, from April 2013, RCUK funding bids.
COMPLIANCEFunders do check institutional compliance but will alwaysgive you the chance to look into OA options beforediscussing 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: email@example.com