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Preparing Your Research Material for the Future - 2016-02-22 - Humanities Division, University of Oxford

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This slideshow was used in a Preparing Your Research Material for the Future course for the Humanities Division, University of Oxford, on 2016-02-22. It provides an overview of some key issues, focusing on the long-term management of data and other research material, including sharing and curation.

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Preparing Your Research Material for the Future - 2016-02-22 - Humanities Division, University of Oxford

  1. 1. Preparing Your Research Material for the Future Slides provided by the Research Support Team, IT Services, University of Oxford What You Can Do Now to Avoid Problems Later
  2. 2. Research data? What sort of material are we talking about? Preparing your research material for the future Slide adapted from the PrePARe Project
  3. 3. What sort of material are we talking about? “A reinterpretable representation of information in a formalized manner suitable for communication, interpretation, or processing.” Digital Curation Centre Preparing your research material for the future Slide adapted from the PrePARe Project
  4. 4. What sort of material are we talking about? Any information you use in your research Slide adapted from the PrePARe Project Preparing your research material for the future
  5. 5. What is research data management? Storage Organizing Preservation Documenting Sharing Choosing technology Versioning Structuring Backing up Curation Security Preparing your research material for the future
  6. 6. Thinking ahead is vital  Easy to think of long term data management as only relevant to the end of a project  But many aspects of it need planning from the beginning Preparing your research material for the future
  7. 7. 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 material for the future
  8. 8. University of Oxford policy Introduced July 2012 Preparing your research material for the future
  9. 9. 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 material for the future
  10. 10. 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 material for the future
  11. 11. Funders’ requirements  Funding bodies are taking an increasing interest in what happens to research data  You may be required to make your 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 material for the future
  12. 12. AHRC requirements  If digital outputs planned, a Technical Plan must be submitted with funding application  Digital outputs must be available via an ‘appropriate repository’ for at least three years after project Preparing your research material for the future
  13. 13. Why share material? Enable 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 material for the future
  14. 14. Why share material? Boost 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 material for the future
  15. 15. Why share material? 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 Preparing your research material for the future
  16. 16. What to consider sharing  Newly digitized or transcribed material  Collected or structured material – e.g. databases  Marked up texts or annotated source materials  Newly generated material  Anything else with possible reuse value Lorem ipsum dolor sit amet, consectetur adipiscing elit. Quisque nec nunc quis neque tempus adipiscing. Maecenas pretium dapibus libero, sit amet pulvinar dolor volutpat et. Donec fermentum tempus erat nec mollis. Mauris . Aenean accumsan lectus in tempus dictum. Morbi laoreet nulla vitae ante tristique. Duis id diam a magna fermentum condimentum. Nunc ut eros ac libero rutrum blandit. Fusce commodo condimentum risus nec tempus. Nunc vitae eros eget sapien euismod tempor. Aliquam ac faucibus lorem, eget fermentum nunc. Preparing your research material for the future
  17. 17. DOCUMENTATION AND METADATA Preparing your research material for the future
  18. 18. Documentation and metadata  Documentation is the contextual information required to make material intelligible and aid interpretation  A users’ guide to your data  For a whole collection, or specific aspects of it  Metadata is similar, but usually more structured  Conforms to set standards  Machine readable Preparing your research material 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 material 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 material for the future
  21. 21. 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  About specific items of information?  About the whole data collection? Preparing your research material for the future
  22. 22. • 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 material for the future
  23. 23. Metadata – data about data  A formal, structured description of a dataset  Used by archives to create catalogue records
  24. 24. 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 material for the future
  25. 25. For discussion  What data management challenges have you encountered?  What strategies have you personally found useful? Preparing your research material for the future
  26. 26. KEEPING YOUR DATA SAFE Preparing your research material for the future
  27. 27. http://blogs.ch.cam.ac.uk/pmr/2011/08/01/why-you-need-a-data-management-plan/ You can only preserve what you still have… Slide adapted from the PrePARe Project … and backing up is easier than replacing lost data Preparing your research material for the future
  28. 28. Make multiple copies… …and keep them in different places Automate the process if you can Slide adapted from the PrePARe Project Preparing your research material for the future
  29. 29. 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 Preparing your research material for the future
  30. 30. Think about your storage media… … and about file formats Slide adapted from the PrePARe Project Preparing your research material for the future
  31. 31. 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 – see https://www.infosec.ox.ac.uk/ for more details Preparing your research material for the future
  32. 32. WHAT HAPPENS AT THE END OF THE PROJECT? Preparing your research material for the future
  33. 33. Preserving research material  Copy on personal computer  Convenient for own use – but no sharing means no impact  Personal or project website  Great – but sustainability needs some planning  Deposit with a suitable archive or repository Preparing your research material for the future
  34. 34. Repositories and archives  A secure long-term home for reusable material  Make material citeable  E.g. via a DOI  Embargos or other access restrictions usually possible Preparing your research material for the future
  35. 35. Repositories and archives  Key humanities repositories include:  UK Data Archive  Archaeology Data Service  Oxford Text Archive  Re3Data.org offers a searchable catalogue of repositories Preparing your research material for the future
  36. 36. ORA-Data  University of Oxford’s institutional data archive  Currently in pilot phase  Long term preservation for Oxford research datasets without another natural home Preparing your research material for the future
  37. 37. ORA-Data  Also a catalogue of Oxford-created data  Researchers depositing elsewhere strongly encouraged to add a record to ORA-Data Preparing your research material for the future http://ox.libguides.com/ about-ora-data
  38. 38. Figshare – a DIY option  Free online sharing platform for data and other research objects  Shared items allocated a DataCite DOI  A possible alternative to conventional repositories  If no suitable repository is available  If you need a way of sharing in a hurry Preparing your research material for the future
  39. 39. Data sharing – concerns  Ethical and legal concerns  Confidential or sensitive data  Third party data  Professional concerns  Intended publication  Commercial issues  Planning with sharing in mind from the beginning can help alleviate problems Preparing your research material for the future
  40. 40. • Redact or embargo if there is good reason Share – but maybe not everything Slide adapted from the PrePARe Project Preparing your research material for the future
  41. 41. Video by NYU Health Sciences Libraries: http://www.youtube.com/watch?v=N2zK3sAtr-4 Preparing your research material for the future
  42. 42. 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 material for the future
  43. 43. 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 material for the future
  44. 44. 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 material for the future
  45. 45. DATA MANAGEMENT PLANNING Preparing your research material for the future
  46. 46. Data management plans  Ideally created in the early stages of a project  While planning, applying for funding, or setting up  An 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 material for the future
  47. 47. 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 material for the future
  48. 48. 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 material for the future
  49. 49. ‘In preparing for battle, I have always found that plans are useless but planning is indispensable.’ Dwight D. Eisenhower Preparing your research material for the future
  50. 50. FURTHER INFORMATION AND RESOURCES Preparing your research material for the future
  51. 51. 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 material for the future
  52. 52. 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/ Preparing your research material for the future
  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 data at end of project Preparing your research material for the future http://ords.ox.ac.uk/
  54. 54. Research Skills Toolkit  Website and hands- on workshops  Find out about:  Software  University services  Tools and resources for research http://www.skillstoolkit.ox.ac.uk/ Preparing your research material for the future
  55. 55. IT Learning Programme  Over 200 different IT courses  Covering software, skills, and new technologies  ITLP Portfolio offers course materials and other resources http://portfolio.it.ox.ac.uk/ http://courses.it.ox.ac.uk/ Preparing your research material 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 material for the future
  57. 57. Any questions? Preparing your research material for the future Ask now, or email us on researchdata@ox.ac.uk Slides and handouts available from http://research.it.ox.ac.uk/rdmcourses
  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 draws on one originally 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 material for the future

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