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Introduction to Research Data Management - 2015-02-09 - 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 2015-02-09. 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 - 2015-02-09 - MPLS Division, University of Oxford

  1. 1. Introduction to Research Data Management Slides provided by the Research Support Team, IT Services, University of Oxford
  2. 2. What is data? “A reinterpretable representation of information in a formalized manner suitable for communication, interpretation, or processing.” Digital Curation Centre Introduction to research data management Slide adapted from the PrePARe Project
  3. 3. What is data? Any information you use in your research Introduction to research data management Slide adapted from the PrePARe Project
  4. 4. What is research data management? Storage Organizing Preservation Documenting Sharing Choosing technology Versioning Structuring Backing up Curation Security Introduction to research data management
  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  University of Oxford Policy on the Management of Research Data and Records  Funding body requirements Introduction to research data management
  6. 6. University of Oxford policy Introduced July 2012 Introduction to research data management
  7. 7. 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 Introduction to research data management
  8. 8. 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 that legal, ethical, and funding body requirements are met  Policy applies to University staff and doctoral students Introduction to research data management
  9. 9. Funders’ requirements  Funding bodies are taking an increasing interest in what happens to research data  You may be required to make data publicly available at the end of a project  Many funders require a data management plan as part of grant applications  RDO website provides a summary of requirements Introduction to research data management
  10. 10. EPSRC requirements  EPSRC Policy Framework on Research Data implemented in 2011  Key requirements come into force in May 2015  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 Introduction to research data management
  11. 11. DAY-TO-DAY DATA MANAGEMENT Introduction to research data management
  12. 12. Introduction to research data management ‘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?
  13. 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  Particularly important for teams Introduction to research data management
  14. 14. Tricks for 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 Introduction to research data management
  15. 15. Introduction to research data management
  16. 16.  Order by date: 2013-04-12_analysis_ASPH.xlsx 2013-04-12_raw-data_ASPH.txt 2012-12-15_analysis_JARID1A.xlsx 2012-12-15_raw-data_JARID1A.txt  Order by subject: ASPH_analysis_2012-12-15.xlsx ASPH_raw-data_2012-12-15.txt JARID1A_analysis_2013-04-12.xlsx JARID1A_raw-data_2013-04-12.txt  Order by type: Analysis_ASPH_2012-12-15.xlsx Analysis_JARID1A_2013-04-12.xlsx Raw-data_ASPH_2012-12-15.txt Raw-data_JARID1A_2013-04-12.txt  Forced order with numbering: 01_JARID1A_raw-data_2013-04-12.txt 02_JARID1A_analysis_2013-04-12.xlsx 03_ASPH_raw-data_2012-12-15.txt 04_ASPH_analysis_2012-12-15.xlsx File naming strategies – examples Introduction to research data management
  17. 17. File naming strategies – examples In retrospect I am not very happy with the method I used for naming files. The biggest problem was with the newspaper articles I downloaded… I named the files only based on the topic of the article, without mentioning the name of the periodical and the year of publication, which would have been very useful later, when I began writing the thesis. Introduction to research data management – Doctoral student researching communication history
  18. 18. 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 Introduction to research data management
  19. 19. Research Skills Toolkit  Website and hands- on workshops  A guide to software, University services, and other tools and resources for research Introduction to research data management http://www.skillstoolkit.ox.ac.uk/
  20. 20. IT Learning Programme  Over 200 different IT courses  Covering software, skills, and new technologies  ITLP Portfolio offers course materials and other resources Introduction to research data management http://portfolio.it.ox.ac.uk/ http://courses.it.ox.ac.uk/
  21. 21. 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/ Introduction to research data management
  22. 22. KEEPING YOUR DATA SAFE Introduction to research data management
  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 Introduction to research data management
  24. 24. Make multiple copies… …and keep them in different places Automate the process if you can Introduction to research data management Slide adapted from the PrePARe Project
  25. 25. Think about your storage media… Introduction to research data management … and about file formats Slide adapted from the PrePARe Project
  26. 26. Example back-up plan  Raw data from instruments stored on the instrument PC, which is backed up every couple of months to DVDs  Much raw data also transferred to desktop computers – usually stored on external hard drives  Analysed data (e.g. Excel spreadsheets and PowerPoint files) stored in a shared folder on a departmental server which is backed up daily  Lab books are stored inside the laboratory in locked cupboards Introduction to research data management
  27. 27. 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 Introduction to research data management
  28. 28. File syncing  If you work on multiple devices, consider file syncing software  Always have the latest copy of your files available  But be careful with sensitive data Introduction to research data management
  29. 29. 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/ Introduction to research data management
  30. 30. DOCUMENTATION AND METADATA Introduction to research data management
  31. 31. Documentation and metadata  Documentation is the contextual information required to make data intelligible and aid interpretation  A users’ guide to your data  May be given at study level or data level  Metadata is similar, but usually more structured  Conforms to set standards  Machine readable Introduction to research data management
  32. 32. Make material understandable 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 Introduction to research data management
  33. 33. 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 Introduction to research data management
  34. 34. Introduction to research data management
  35. 35. Exercise  In small groups, look at the sample data sheet  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  At the data level?  At the study level? Introduction to research data management
  36. 36. • 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 Introduction to research data management
  37. 37. Metadata – data about data  A formal, structured description of a dataset  Used by archives to create catalogue records Introduction to research data management
  38. 38. ISA tools software suite Introduction to research data management http://isa-tools.org/ Open source metadata tracking tools for the life sciences
  39. 39. 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 Introduction to research data management
  40. 40. For discussion  What data management challenges have you encountered?  What strategies have you personally found useful?  Be ready to feed back to the group Introduction to research data management
  41. 41. WHAT HAPPENS AT THE END OF THE PROJECT? Introduction to research data management
  42. 42. Video by NYU Health Sciences Libraries: http://www.youtube.com/watch?v=N2zK3sAtr-4 Introduction to research data management
  43. 43. 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? Introduction to research data management
  44. 44. Repositories and archives  Data repositories or archives offer a secure long-term home for research data  Re3Data.org and Databib offer searchable catalogues of repositories Introduction to research data management
  45. 45. ORA-Data  The University of Oxford’s institutional data archive  Currently in pilot phase – full launch in May 2015  Long term preservation for Oxford research datasets without another natural home  Datasets will be assigned DOIs  Depositors can opt to make datasets publicly available, embargoed for a fixed period, or hidden Introduction to research data management
  46. 46. ORA-Data  ORA-Data will sit alongside ORA-Publications to form a composite University archive  Will also function as 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 Introduction to research data management
  47. 47. 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 Introduction to research data management
  48. 48. 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 Introduction to research data management
  49. 49. 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 Introduction to research data management
  50. 50. 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  Major journals are increasingly looking to publish datasets alongside articles  Be at the forefront of an important shift in the academic world Introduction to research data management
  51. 51. Data sharing – concerns  Ethical concerns  Confidential or sensitive data  Legal concerns  Third party data  Professional concerns  Intended publication  Commercial issues (e.g. patent protection) Introduction to research data management
  52. 52. • Redact or embargo if there is good reason • Planning ahead can reduce difficulties Data sharing – concerns Introduction to research data management Slide adapted from the PrePARe Project
  53. 53. 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 Introduction to research data management
  54. 54. 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 Introduction to research data management
  55. 55. 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 Introduction to research data management
  56. 56. DATA MANAGEMENT PLANNING Introduction to research data management
  57. 57. 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 Introduction to research data management
  58. 58. 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 Introduction to research data management
  59. 59. 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/ Introduction to research data management
  60. 60. ‘In preparing for battle, I have always found that plans are useless but planning is indispensable.’ Dwight D. Eisenhower Introduction to research data management
  61. 61. FURTHER INFORMATION AND RESOURCES Introduction to research data management
  62. 62. Research data Oxford website  Oxford’s central advisory website  University policy is available  Questions? Email researchdata @ox.ac.uk http://researchdata.ox.ac.uk/ Introduction to research data management
  63. 63. 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 MOT  For more information, see: http://research.it.ox.ac.uk/ Introduction to research data management
  64. 64. Research Data MANTRA  Free online interactive training modules  Aimed at postgraduates and early career researchers http://datalib.edina.ac.uk/mantra/ Introduction to research data management
  65. 65. Any questions? Ask now, or email us on researchdata@ox.ac.uk Slides and handouts available from http://research.it.ox.ac.uk/rdmcourses Introduction to research data management
  66. 66. 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 Introduction to research data management

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