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Slides provided by the Research Support
Team, IT Services, University of Oxford
Preparing Your Research Data
for the Futur...
What does data include?
“A reinterpretable representation of information in a formalized
manner suitable for communication...
What does data include?
Any information you use in your
research
Slide adapted from
the PrePARe Project
Preparing your res...
What is research data management?
Storage
Organizing
Preservation
Documenting
Sharing
Choosing
technology
Versioning
Struc...
Thinking ahead is vital
 Easy to think of long term data
management as only relevant to the end
of a project
 But many a...
Carrots and sticks
 Work efficiently and
with minimum hassle
over the lifetime of the
project
 Save time and avoid
probl...
University of Oxford policy
Introduced July 2012
Preparing your research
data for the future
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 researc...
Funders’ requirements
 Funding bodies are taking an increasing
interest in what happens to research data
 You may be req...
Why share data? Reuse
 Reduces duplication of
effort
 Allows public research
funding to be used more
effectively
 Use i...
Why share data? Reputation
 Get credit for high quality
research
 Recognition for contribution
to research community
 O...
Why share data? Be a trailblazer!
 A paradigm shift in how research outputs are
viewed is occurring
 Data outputs are of...
DOCUMENTATION AND
METADATA
Preparing your research
data for the future
Documentation and metadata
 Documentation is the contextual information
required to make data intelligible and aid
interp...
Make material understandable
What’s obvious
now might not
be in a few
months, years,
decades…
Adapted from ‘Clay Tablets w...
Make material verifiable and reusable
• Detailing methods helps
people understand what
you did
• And helps make your
work ...
Preparing your research
data for the future
Exercise
 In small groups, look at the sample data sheet
 Imagine you have just downloaded this dataset from an
archive
...
• 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
...
Missing metadata – or the riddle of the
sixth toe
 This painting shows
Georgiana, Duchess of
Devonshire as Diana
 … or m...
KEEPING YOUR DATA SAFE
Preparing your research
data for the future
http://blogs.ch.cam.ac.uk/pmr/2011/08/01/why-you-need-a-data-management-plan/
Slide adapted from
the PrePARe Project
Prepa...
Make multiple copies…
…and keep them in different places
Automate the
process if you can
Preparing your research
data for ...
IT Services: Data Back-up on the HFS
 HFS is Oxford’s central back-up and archiving
service
 Free of charge to Universit...
Think about your storage media…
Preparing your research
data for the future
… and about file formats
Slide adapted from
th...
Data security
 If you’re working with sensitive data, it’s
essential to ensure that every copy kept has
appropriate secur...
For discussion
 What data management
challenges have you
encountered?
 What strategies have you
personally found useful?...
WHAT HAPPENS AT THE END
OF THE PROJECT?
Preparing your research
data for the future
Repositories and archives
 Data repositories or archives offer a secure
long-term home for research data
 Key repositori...
ORA-Data
 The University of Oxford’s institutional data archive
 Currently in pilot phase - full launch in summer 2015
...
ORA-Data
 ORA-Data will sit alongside ORA-Publications to form a
composite University archive
 Will also function as a c...
Figshare
 Figshare is a free online data sharing platform
 Shared research is allocated a DataCite DOI
 A possible alte...
Video by NYU Health Sciences Libraries: http://www.youtube.com/watch?v=N2zK3sAtr-4
Preparing your research
data for the fu...
Data sharing – concerns
 Ethical concerns
 Confidential or sensitive data
 Legal concerns
 Third party data
 Professi...
Plan for sharing from the beginning
 Appropriate consent from interview
subjects
 UK Data Archive provides sample consen...
 Redact or embargo if there is good reason
Share – but maybe not everything
Slide adapted from
the PrePARe Project
Prepar...
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
Preparing your research
data for the future
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
Preparing your research
data for the future
Research data Oxford website
 Oxford’s central
advisory website
 University policy
is available
 Questions?
Email
resea...
IT Services: Research Support Team
 Can assist with technical aspects of research
projects at all stages of the project l...
Research Skills Toolkit
 Website and hands-
on workshops
 A guide to software,
University services,
and other tools and
...
IT Learning Programme
 Over 200 different IT
courses
 Covering software, skills,
and new technologies
 ITLP Portfolio o...
ORDS – Online Research Database
Service
 Specifically designed for academic research data
 Create, edit, search, and sha...
UK Data Archive
 Largest UK
collection of social
sciences and
humanities data
 Advice on best
practice for creating,
pre...
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...
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Preparing Your Research Data for the Future - 2015-03-02 - University of Oxford, Social Sciences Division

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This slideshow was used in a Preparing Your Research Data for the Future course taught in the Social Sciences Division, University of Oxford, on 2015-03-02. It provides an overview of some key issues, focusing on long-term data management, sharing, and curation.

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Preparing Your Research Data for the Future - 2015-03-02 - University of Oxford, Social Sciences Division

  1. 1. Slides provided by the Research Support Team, IT Services, University of Oxford Preparing Your Research Data for the Future What You Can Do Now to Avoid Problems Later
  2. 2. What does data include? “A reinterpretable representation of information in a formalized manner suitable for communication, interpretation, or processing.” Digital Curation Centre Slide adapted from the PrePARe Project Preparing your research data for the future
  3. 3. What does data include? Any information you use in your research Slide adapted from the PrePARe Project Preparing your research data for the future
  4. 4. What is research data management? Storage Organizing Preservation Documenting Sharing Choosing technology Versioning Structuring Backing up Curation Security Preparing your research data for the future
  5. 5. Thinking ahead is vital  Easy to think of long term data management as only relevant to the end of a project  But many aspects need planning from the beginning Preparing your research data for the future
  6. 6. 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 Preparing your research data for the future
  7. 7. University of Oxford policy Introduced July 2012 Preparing your research data for the future
  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 Preparing your research data for the future
  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 funding body requirements are met  Policy applies to University staff and doctoral students Preparing your research data for the future
  10. 10. 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 Preparing your research data for the future
  11. 11. 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 Preparing your research data for the future
  12. 12. 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 Preparing your research data for the future
  13. 13. 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 Preparing your research data for the future
  14. 14. DOCUMENTATION AND METADATA Preparing your research data for the future
  15. 15. 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 Preparing your research data for the future
  16. 16. 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 Preparing your research data for the future
  17. 17. 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 Preparing your research data for the future
  18. 18. Preparing your research data for the future
  19. 19. 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? Preparing your research data for the future
  20. 20. • 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 Preparing your research data for the future
  21. 21. Metadata – data about data  A formal, structured description of a dataset  Used by archives to create catalogue records Preparing your research data for the future
  22. 22. 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 Preparing your research data for the future
  23. 23. KEEPING YOUR DATA SAFE Preparing your research data for the future
  24. 24. http://blogs.ch.cam.ac.uk/pmr/2011/08/01/why-you-need-a-data-management-plan/ Slide adapted from the PrePARe Project Preparing your research data for the future You can only preserve what you still have… … and backing up is easier than replacing lost data
  25. 25. Make multiple copies… …and keep them in different places Automate the process if you can Preparing your research data for the future 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 Preparing your research data for the future
  27. 27. Think about your storage media… Preparing your research data for the future … and about file formats Slide adapted from the PrePARe Project
  28. 28. 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/ Preparing your research data for the future
  29. 29. For discussion  What data management challenges have you encountered?  What strategies have you personally found useful? Preparing your research data for the future
  30. 30. WHAT HAPPENS AT THE END OF THE PROJECT? Preparing your research data for the future
  31. 31. Repositories and archives  Data repositories or archives offer a secure long-term home for research data  Key repositories include the UK Data Archive and the Archaeology Data Service  Re3Data.org and Databib offer searchable catalogues of repositories Preparing your research data for the future
  32. 32. ORA-Data  The University of Oxford’s institutional data archive  Currently in pilot phase - full launch in summer 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 Preparing your research data for the future
  33. 33. 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 Preparing your research data for the future
  34. 34. 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 Preparing your research data for the future
  35. 35. Video by NYU Health Sciences Libraries: http://www.youtube.com/watch?v=N2zK3sAtr-4 Preparing your research data for the future
  36. 36. Data sharing – concerns  Ethical concerns  Confidential or sensitive data  Legal concerns  Third party data  Professional concerns  Intended publication  Commercial issues (e.g. patent protection) Preparing your research data for the future
  37. 37. Plan for sharing from the beginning  Appropriate consent from interview subjects  UK Data Archive provides sample consent forms  Distinguish third party and new data Preparing your research data for the future
  38. 38.  Redact or embargo if there is good reason Share – but maybe not everything Slide adapted from the PrePARe Project Preparing your research data for the future
  39. 39. 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 Preparing your research data for the future
  40. 40. 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 Preparing your research data for the future
  41. 41. 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 Preparing your research data for the future
  42. 42. DATA MANAGEMENT PLANNING Preparing your research data for the future
  43. 43. 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 Preparing your research data for the future
  44. 44. 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 Preparing your research data for the future
  45. 45. 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/ Preparing your research data for the future
  46. 46. ‘In preparing for battle, I have always found that plans are useless but planning is indispensable.’ Dwight D. Eisenhower Preparing your research data for the future
  47. 47. FURTHER INFORMATION AND RESOURCES Preparing your research data for the future
  48. 48. Research data Oxford website  Oxford’s central advisory website  University policy is available  Questions? Email researchdata @ox.ac.uk http://researchdata.ox.ac.uk/ Preparing your research data for the future
  49. 49. 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/ Preparing your research data for the future
  50. 50. Research Skills Toolkit  Website and hands- on workshops  A guide to software, University services, and other tools and resources for research Preparing your research data for the future http://www.skillstoolkit.ox.ac.uk/
  51. 51. IT Learning Programme  Over 200 different IT courses  Covering software, skills, and new technologies  ITLP Portfolio offers course materials and other resources Preparing your research data for the future http://portfolio.it.ox.ac.uk/ http://courses.it.ox.ac.uk/
  52. 52. 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/ Preparing your research data for the future
  53. 53. UK Data Archive  Largest UK collection of social sciences and humanities data  Advice on best practice for creating, preparing, storing and sharing data http://www.data-archive.ac.uk/ Preparing your research data for the future
  54. 54. Research Data MANTRA  Free online interactive training modules  Aimed at postgraduates and early career researchers http://datalib.edina.ac.uk/mantra/ Preparing your research data for the future
  55. 55. Any questions? Ask now, or email us on researchdata@ox.ac.uk Slides and handouts available from http://research.it.ox.ac.uk/rdmcourses Preparing your research data for the future
  56. 56. 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 Preparing your research data for the future

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