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Introduction to Research
Data Management
Meriel Patrick
IT Services Research Support Team
“Representations of observations, objects, or other entities
used as evidence of phenomena for the purposes
of research or...
Any information you use in your research
Slide adapted from the
PrePARe Project
What is data?
What is research data management?
Storage
Organizing
Preservation
Documenting
Sharing
Choosing
technology
Versioning
Struc...
Carrots and sticks
• Work efficiently and
with minimum hassle
over the lifetime of
the project
• Save time and avoid
probl...
Data requirements
• Did you discover any?
• University of Oxford Policy on the Management
of Research Data and Records
• F...
University of Oxford policy
University of Oxford policy
• The full policy can be viewed on the Research
Data Oxford website
• Covers the information n...
University of Oxford policy
• Research data should be retained
• ‘For as long as they are of continuing value to the
resea...
Funders’ requirements
• Funding bodies are taking an increasing interest
in what happens to research data
• Many require a...
RCUK Common Principles on Data
Policy
“Publicly funded research data are a public
good, produced in the public interest,
w...
RCUK Common Principles on Data
Policy
• Data with long-term value should be preserved for reuse
• Sufficient metadata shou...
EPSRC requirements
• EPSRC Policy Framework on Research Data
• Papers must state how underlying data can
be accessed
• Dat...
Day-to-Day Data Management
‘What a mess’ by .pst, via Flickr: http://www.flickr.com/photos/psteichen/3915657914/.
Can you find what you
need, when yo...
A gift to your future self – standard
working practices
• Set these up as early as possible in a project
• Clear structure...
Managing files
• Add tags to files to aid searchability
• Search can be faster than hunting through folders
• Use hyperlin...
Image from http://osxdaily.com/2013/11/19/remove-tags-files-folders-mac-os-x/
Are you using the right tools for the
job?
• Take time to assess whether your current
software and methods are meeting you...
Research Skills Toolkit
• Website and hands-
on workshops
• A guide to software,
University services,
and other tools and
...
IT Learning Centre
• Over 200 different IT
courses
• Covering software,
skills, and new
technologies
• ITLC Portfolio offe...
Keeping your data safe
http://blogs.ch.cam.ac.uk/pmr/2011/08/01/
why-you-need-a-data-management-plan/
Backing up is
easier than
replacing
lost da...
Make multiple copies…
…and keep them in different places
Automate the
process if you can
Slide adapted from the
PrePARe Pr...
… and about file formats
Think about your storage media…
Slide adapted from the
PrePARe Project
IT Services: Data back-up on the HFS
• HFS is Oxford’s central back-up and archiving
service
• Free of charge to Universit...
IT Services: Nexus SharePoint
• Document repository and collaboration service
• Store, manage, and share files
• Available...
Data security
• If you’re working with sensitive data, it’s
essential to ensure that every copy kept has
appropriate secur...
Documentation and metadata
What’s obvious
now might not
be in a few
months, years,
decades…
Adapted from ‘Clay Tablets with Linear B Script’ by Denni...
Documentation and metadata
• The contextual information required to make
data intelligible and aid interpretation
• A user...
Make material verifiable and reusable
• Detailing methods helps
people understand what
you did
• And helps make your
work ...
Exercise
• Imagine you have just downloaded this dataset
from an archive
• What contextual or explanatory information is
m...
• Who created it, when and why
• Description of the item
• Methodology and methods
• Units of measurement
• Definitions of...
Metadata – data about data
• A formal,
structured
description
of a dataset
• Used by
archives
to create
catalogue
records
ISA tools software suite
http://isa-tools.org/
Open
source
metadata
tracking
tools for
the life
sciences
Missing metadata – or the riddle of the
sixth toe
• This painting shows
Georgiana, Duchess
of Devonshire as
Diana
• … or m...
For discussion
• What data
management
challenges have you
encountered?
• What strategies have
you personally found
useful?...
What happens at the end of the
project?
Video by NYU Health Sciences Libraries: http://www.youtube.com/watch?v=N2zK3sAtr-4
Long-term data management
• Key issues are preservation and sharing
• What needs to be preserved to validate your
research...
Why share data? Reputation
• Get credit for high quality
research
• Recognition for contribution
to research community
• O...
Why share data? Reuse
• Reduces duplication of
effort
• Allows public research
funding to be used
more effectively
• Use i...
Why share data? Be a trailblazer!
• A paradigm shift in how research outputs are
viewed is occurring
• Data outputs are of...
Data sharing – concerns
• Ethical concerns
• Confidential or sensitive data
• Legal concerns
• Third party data
• Professi...
• Redact or embargo if there is good reason
• Planning ahead can reduce difficulties
Data sharing – concerns
Slide adapted...
Repositories and archives
• Data repositories or archives offer a secure long-
term home for research data
• Re3Data.org o...
ORA-Data
• University of Oxford’s institutional data archive
• Currently in pilot phase
• Long term preservation for Oxfor...
ORA-Data
• Also a catalogue of Oxford-created data held in
other archives
• Researchers depositing data elsewhere strongly...
Figshare
• Figshare is a free online data sharing platform
• Shared research is allocated a DataCite DOI
• A possible alte...
Data licensing
• A licence clarifies the conditions for accessing
and making use of a dataset
• Lets users know
• What’s a...
Data licences - examples
• Creative Common licences
• Widely used and recognized
• Six different flavours, plus CC0
public...
Data licensing - guidance
• ‘How to License Research Data’
• A guide from the Digital Curation Centre
http://www.dcc.ac.uk...
Data Management Planning
Data management plans
• Ideally created in the early stages of a project
• While planning, applying for funding, or settin...
Exercise
• Have a go at drafting a data management plan
for your own research
• If there are questions you can’t answer at...
DMP Online
• Create a data
management plan
using the DMP
Online tool
• Developed by the
DCC – a national
service providing...
‘In preparing for
battle, I have
always found that
plans are useless
but planning is
indispensable.’
Dwight D. Eisenhower
Further information and resources
Research Data Oxford website
• Oxford’s
central
advisory
website
• Questions?
Email
researchdata
@ox.ac.uk
http://research...
IT Services: Research Support Team
• Can assist with technical aspects of research
projects at all stages of the project l...
Research Data MANTRA
• Free online
interactive
training
modules
• Aimed at
postgraduates
and early
career
researchers
http...
Any questions?
Ask now, or email us on
researchdata@ox.ac.uk
Slides and handouts available from
http://research.it.ox.ac.u...
Rights and re-use
• This presentation is part of a series of research data management
training resources prepared by the I...
Introduction to Research Data Management - 2017-02-15 - MPLS Division, University of Oxford
Introduction to Research Data Management - 2017-02-15 - MPLS Division, University of Oxford
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Introduction to Research Data Management - 2017-02-15 - MPLS Division, University of Oxford

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This slideshow was used in an Introduction to Research Data Management course taught for the Mathematical, Physical and Life Sciences Division, University of Oxford, on 2017-02-15. It provides an overview of some key issues, looking at both day-to-day data management, and longer term issues, including sharing, and curation.

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Introduction to Research Data Management - 2017-02-15 - MPLS Division, University of Oxford

  1. 1. Introduction to Research Data Management Meriel Patrick IT Services Research Support Team
  2. 2. “Representations of observations, objects, or other entities used as evidence of phenomena for the purposes of research or scholarship” Digital Curation Centre Slide adapted from the PrePARe Project What is data?
  3. 3. Any information you use in your research Slide adapted from the PrePARe Project What is data?
  4. 4. What is research data management? Storage Organizing Preservation Documenting Sharing Choosing technology Versioning Structuring Backing up Curation Security
  5. 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 • Requirements from funders, University of Oxford, and others
  6. 6. Data requirements • Did you discover any? • University of Oxford Policy on the Management of Research Data and Records • Funding body requirements • Data statement in publications • Data made available for reuse
  7. 7. University of Oxford policy
  8. 8. University of Oxford policy • The full policy can be viewed on the Research 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
  9. 9. University of Oxford policy • Research data should be retained • ‘For as long as they are of continuing value to the researcher and the wider research community’ • But a minimum of three years • Specific requirements from funders take precedence • Researchers are responsible for: • Developing and documenting clear data management procedures • Planning for the ongoing custodianship of their data • Ensuring legal, ethical, and funder requirements are met
  10. 10. Funders’ requirements • Funding bodies are taking an increasing interest in what happens to research data • Many require a data management plan as part of grant applications • RDO website provides a summary of requirements
  11. 11. RCUK Common Principles on Data Policy “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” http://www.rcuk.ac.uk/ research/datapolicy/
  12. 12. RCUK Common Principles on Data Policy • Data with long-term value should be preserved for reuse • Sufficient metadata should be recorded • Published results should include information on how to access the supporting data • Legal, ethical and commercial constraints recognised • A period of privileged use is permitted to enable researchers to publish results • Appropriate to use public funds for data management and sharing
  13. 13. EPSRC requirements • EPSRC Policy Framework on Research Data • Papers must state how underlying data can be accessed • Data must be appropriately preserved for at least ten years • Further details on the RDO site
  14. 14. Day-to-Day Data Management
  15. 15. ‘What a mess’ by .pst, via Flickr: 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?
  16. 16. 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 • Particularly important for teams
  17. 17. Managing files • Add tags to files to aid searchability • Search can be faster than hunting through folders • Use hyperlinks to link files to each other • Use shortcuts to avoid duplicating files • Use file names to order files in a folder, or to record version information • Reassess your structure periodically • Move unused items to an archive folder
  18. 18. Image from http://osxdaily.com/2013/11/19/remove-tags-files-folders-mac-os-x/
  19. 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
  20. 20. Research Skills Toolkit • Website and hands- on workshops • A guide to software, University services, and other tools and resources for research http://www.skillstoolkit.ox.ac.uk/
  21. 21. IT Learning Centre • Over 200 different IT courses • Covering software, skills, and new technologies • ITLC Portfolio offers course materials and other resources http://portfolio.it.ox.ac.uk/ http://courses.it.ox.ac.uk/
  22. 22. Keeping your data safe
  23. 23. http://blogs.ch.cam.ac.uk/pmr/2011/08/01/ why-you-need-a-data-management-plan/ Backing up is easier than replacing lost data… Slide adapted from the PrePARe Project
  24. 24. Make multiple copies… …and keep them in different places Automate the process if you can Slide adapted from the PrePARe Project
  25. 25. … and about file formats Think about your storage media… Slide adapted from the PrePARe Project
  26. 26. 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
  27. 27. IT Services: Nexus SharePoint • Document repository and collaboration service • Store, manage, and share files • Available free of charge to any member of the University • http://www.it.ox.ac.uk/services/connect-and- communicate/sharepoint-nexus
  28. 28. Data security • If you’re working with sensitive data, it’s essential to ensure that every copy kept has appropriate security • Consider encrypting individual files, or your whole hard drive • InfoSec can provide advice • https://www.infosec.ox.ac.uk/
  29. 29. Documentation and metadata
  30. 30. What’s obvious now might not be in a few months, years, decades… Adapted from ‘Clay Tablets with Linear B Script’ by Dennis, via Flickr: http://www.flickr.com/photos/archer10/5692813531/ MAKE SURE YOU CAN UNDERSTAND IT LATER Slide adapted from the PrePARe Project Make material understandable
  31. 31. 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
  32. 32. Make material verifiable and reusable • Detailing methods helps people understand what you did • And helps make your work reproducible • Provide context to minimize risk of misunderstanding or misuse Image by woodleywonderworks , via Flickr: http://www.flickr.com/photos/wwworks/4588700881/ Slide adapted from the PrePARe Project
  33. 33. 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?
  34. 34. • 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 – what to include Slide adapted from the PrePARe Project
  35. 35. Metadata – data about data • A formal, structured description of a dataset • Used by archives to create catalogue records
  36. 36. ISA tools software suite http://isa-tools.org/ Open source metadata tracking tools for the life sciences
  37. 37. 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
  38. 38. For discussion • What data management challenges have you encountered? • What strategies have you personally found useful? • Be ready to feed back to the group
  39. 39. What happens at the end of the project?
  40. 40. Video by NYU Health Sciences Libraries: http://www.youtube.com/watch?v=N2zK3sAtr-4
  41. 41. Long-term data management • Key issues are preservation and sharing • What needs to be preserved to validate your research outputs? • What does your funder require? • Is there anything you’re obliged to destroy? • What might have reuse value? • Can you make any or all of your data available for use by other researchers?
  42. 42. 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
  43. 43. Why share data? Reuse • 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
  44. 44. 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
  45. 45. Data sharing – concerns • Ethical concerns • Confidential or sensitive data • Legal concerns • Third party data • Professional concerns • Intended publication • Commercial issues (e.g. patent protection)
  46. 46. • Redact or embargo if there is good reason • Planning ahead can reduce difficulties Data sharing – concerns Slide adapted from the PrePARe Project
  47. 47. Repositories and archives • Data repositories or archives offer a secure long- term home for research data • Re3Data.org offers a searchable catalogue of repositories
  48. 48. ORA-Data • University of Oxford’s institutional data archive • Currently in pilot phase • Long term preservation for Oxford research datasets without another natural home • Datasets assigned DOIs • Datasets can be publicly available, embargoed for a fixed period, or hidden
  49. 49. ORA-Data • Also a catalogue of Oxford-created data held in other archives • Researchers depositing data elsewhere strongly encouraged to add a record to ORA-Data http://ox.libguides.com/ about-ora-data
  50. 50. Figshare • Figshare is a free online data sharing platform • Shared research is allocated a DataCite DOI • A possible alternative to conventional repositories • Where no suitable repository is available • If you need a data sharing solution in a hurry
  51. 51. 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
  52. 52. Data licences - examples • Creative Common licences • Widely used and recognized • Six different flavours, plus CC0 public domain dedication • Open Data Commons • Specifically designed for datasets • Recognizes the structure/content distinction for databases
  53. 53. 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
  54. 54. Data Management Planning
  55. 55. Data management plans • Ideally created in the early stages of a project • While planning, applying for funding, or setting up • Initial plan may be expanded later • Details plans and expectations for data • Nature of data and its creation or acquisition • Storage and security • Preservation and sharing
  56. 56. Exercise • Have a go at drafting a data management plan for your own research • 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
  57. 57. DMP Online • Create a data management plan using the DMP Online tool • Developed by the DCC – a national service providing advice and resources https://dmponline.dcc.ac.uk/ http://www.dcc.ac.uk/
  58. 58. ‘In preparing for battle, I have always found that plans are useless but planning is indispensable.’ Dwight D. Eisenhower
  59. 59. Further information and resources
  60. 60. Research Data Oxford website • Oxford’s central advisory website • Questions? Email researchdata @ox.ac.uk http://researchdata.ox.ac.uk/
  61. 61. 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/
  62. 62. Research Data MANTRA • Free online interactive training modules • Aimed at postgraduates and early career researchers http://datalib.edina.ac.uk/mantra/
  63. 63. Any questions? Ask now, or email us on researchdata@ox.ac.uk Slides and handouts available from http://research.it.ox.ac.uk/rdmcourses
  64. 64. 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 Oxford • 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 • 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 License • Within the terms of this licence, we actively encourage sharing, adaptation, and re-use of this material

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