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Preparing Your Research Data for the Future - 2015-06-08 - Medical Sciences Division, University of Oxford

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This slideshow was used in a Preparing Your Research Data for the Future course taught in the Medical Sciences Division, University of Oxford, on 2015-06-08. 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 - 2015-06-08 - Medical Sciences Division, University of Oxford

  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  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  Funders are increasingly interested in data  Common requirements include:  Data sharing/publication at end of project  Data management plans with grant applications  Research Data Oxford website gives a summary of requirements Preparing your research data for the future
  11. 11. Funders’ data sharing requirements  Data should be made available in a timely and responsible manner  Limited period of privileged access permitted, but release usually expected no later than publication of main findings  Sharing with as few restrictions as possible is encouraged  RCUK-funded research publications should include statement of how and on what terms underlying data can be accessed  Data to be securely preserved for a specified number of years Preparing your research data for the future
  12. 12. 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
  13. 13. 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
  14. 14. 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
  15. 15. But my data is sensitive…  Funder requirements acknowledge not everything can be shared  But they expect serious efforts to be made to share as much as possible  Anonymized, redacted, or aggregated data  Sensitive data made available under strict access conditions Preparing your research data for the future
  16. 16. Plan for sharing from the beginning  Appropriate consent from research subjects  UK Data Archive provides sample consent forms  Third party data?  Ensure new data can be distinguished  Discuss options with data provider Preparing your research data for the future
  17. 17. DOCUMENTATION AND METADATA Preparing your research data for the future
  18. 18. 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
  19. 19. 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
  20. 20. 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
  21. 21. Preparing your research data for the future
  22. 22. Exercise  In small groups, look at the sample data sheet  Imagine you have just acquired a copy of this dataset  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
  23. 23. Preparing your research data for the future
  24. 24. • 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
  25. 25. 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
  26. 26. ISA tools software suite http://isa-tools.org/ Open source metadata tracking tools for the life sciences Preparing your research data for the future
  27. 27. 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
  28. 28. KEEPING YOUR DATA SAFE Preparing your research data for the future
  29. 29. 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
  30. 30. 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
  31. 31. 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
  32. 32. Think about your storage media… Preparing your research data for the future … and about file formats Slide adapted from the PrePARe Project
  33. 33. 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
  34. 34. For discussion  What data management challenges have you encountered?  What strategies have you personally found useful? Preparing your research data for the future
  35. 35. WHAT HAPPENS AT THE END OF THE PROJECT? Preparing your research data for the future
  36. 36. Video by NYU Health Sciences Libraries: http://www.youtube.com/watch?v=N2zK3sAtr-4 Preparing your research data for the future
  37. 37. Data repositories and archives  A secure long-term home for research data  Most offer the ability to impose appropriate access restrictions and/or embargos  Data is discoverable and citeable Preparing your research data for the future Re3Data.org is a searchable catalogue of repositories
  38. 38. ORA-Data  The University of Oxford’s institutional data archive  Currently in pilot phase - full launch in summer 2015  Will sit alongside existing ORA publications archive  Long term preservation for Oxford research datasets without another natural home  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
  39. 39. Figshare – a DIY option  Figshare is a free online data sharing platform  Shared research is allocated a DataCite DOI  But no quality control – and future not guaranteed  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
  40. 40. 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
  41. 41. 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
  42. 42. 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
  43. 43. DATA MANAGEMENT PLANNING Preparing your research data for the future
  44. 44. 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
  45. 45. 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
  46. 46. 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
  47. 47. ‘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
  48. 48. FURTHER INFORMATION AND RESOURCES Preparing your research data for the future
  49. 49. 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
  50. 50. IT Services: Research Support Team Preparing your research data for the future  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/
  51. 51. 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/
  52. 52. 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/
  53. 53. 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 at end of project Preparing your research data for the future http://ords.ox.ac.uk/
  54. 54. Research Integrity courses on WebLearn https://weblearn.ox.ac.uk/portal/hierarchy/skills/ricourses Preparing your research data for the future
  55. 55. UK Data Archive  Advice on best practice for creating, preparing, storing and sharing data  Covers consent and ethics for sensitive data http://www.data-archive.ac.uk/ Preparing your research data for the future
  56. 56. 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
  57. 57. 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
  58. 58. 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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