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Data Management Planning at the DCC: a human factor


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An invited presentation given at King's College London for a special interest group of the Freshwater Biological Association.

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Data Management Planning at the DCC: a human factor

  1. 1. Data Management Planningat the DCC: a human factor Martin Donnelly Digital Curation Centre University of Edinburgh FBA one-day workshop King’s College London 14 February 2012
  2. 2. Running order- About the DCC- The DCC and data management planning – Resources – Collaborations- DMP basics- Checklist for a Data Management Plan – Stages – Sections- DMP Online – Functions – Connections – v3.0 (coming soon)- Contacts and resources
  3. 3. The Digital Curation Centre- Founded in 2004- Mission to support the UK research community in the management and curation of digital resources, with a special focus on research data- Three partner organisations: Edinburgh, Glasgow and Bath- Primary funder is JISC
  4. 4. DCC and DMP We became involved in response to increasingly prescriptive data requirements… – “Dealing with Data” (Lyon, 2008) – Analysis of Funder Policies (Jones, 2009) – Checklist for a Data Management Plan (Donnelly and Jones, 2009) – DMP Online (Donnelly, Pattenden-Fail and Richardson, 2009-2012) – “Data Management Plans and Planning” (Donnelly, 2012) in Pryor (ed.) Managing Research Data, London: FacetLinks to all DCC resources via
  5. 5. Other resources Jones, S. (2011). „How to Develop a Data Management and Sharing Plan‟. DCC How-to Guides. Edinburgh: Digital Curation Centre.Links to all DCC resources at
  6. 6. Collaborations- Generic data management guidance ( in conjunction with )- Funder-specific guidance developed in collaboration with the funders themselves- Institution-specific guidance developed with key institutional contacts- Discipline-specific guidance developed and deployed with JISC MRD projects (e.g. DMT Psych at York)- Joint training programmes organised and delivered by DCC and UKDA- Provided advice to US consortium
  7. 7. “Dealing with Data”JISC consultancy report...REC 9. Each funded research projectshould submit a structured DataManagement Plan for peer-review asan integral part of the application forfunding. (1, 2)
  8. 8. Why?Why plan data management? The 5 Ps...Perfect Planning Prevents Poor PerformanceData management is a journey withmultiple drivers /stakeholders, fromresearchers to support staff tocurators to long-term data centres:each of these has to follow the samemap in order to mitigate the risk of notgetting there.
  9. 9. Contributing Factors for Data Management (Planning)- Economic constraints- Need for commonality in best practice- “The nature of the beast...”
  10. 10. Research Support Office Data Library / Repository / Archive Researcher(s)DATAMANAGEMENTPLAN UNRULY DATA Computing Faculty Ethics Support Etc... Committee
  11. 11. The limits of planningWhat can a plan not do?It can‟t do the work for you.The map is not the territory (Korzybski)orChalk’s no shears (Scottish saying)It is important to remember that the human challengesin data management are often more difficult to meetthan the technological ones. Communication is vital.
  12. 12. A comprehensive checklist…We pulled together a list of all the UK funders‟ requirements,gathered them into thematic groups, and supplemented thislist with our own expertise... (Donnelly & Jones, 2009) This became the first „Data Management Plan Content Checklist‟ (Checklist v1.0‟) – it had 51 questions/headings. (Post-consultation, v2.0 had 115 questions/headings.)
  13. 13. Stages of a Data Management PlanWe mapped our Checklist questions to each funder‟s data-related requirements, and determined three key stages...
  14. 14. Stages of a Data Management Plan1. Research conceptualisation / funding application2. In-project (potentially multiple iterations)3. Post-project / longer-term preservation Remember, each stage will involve different stakeholders and emphases…
  15. 15. The Checklist, Section by SectionThe DMP Checklist(Donnelly/Jones) is the underlyingintellectual framework whichsupports all of the DCC‟s datamanagement planning work.It is arranged into 10 sections, andaims to be comprehensive.The next part of this talk gives an overview of thesesections, with a little commentary from me on whomight be involved in filling them in...
  16. 16. Checklist Headings§1: Introduction and Context§2: Data Types, Formats, Standards and Capture Methods§3: Ethics and Intellectual Property§4: Access, Data Sharing and Re-use§5: Short-Term Storage and Data Management§6: Deposit and Long-Term Preservation§7: Resourcing Checklist for a Data Management Plan v3.0 (Donnelly and Jones,§8: Adherence and Review March 2011)§9: Agreement/Ratification by Stakeholders§10: Annexes
  17. 17. §1: Introduction and ContextWhat? Basic project and administrative information Aims and purpose of the research Relevant policies (institutional, departmental, funder- specific...)Who? Researcher(s) Research support officers
  18. 18. §2: Data Types, Formats, Standards and Capture Methods What?  Data (and metadata) specifics  New and existing data  Justifications of decisions Who?  Researcher(s)  Technicians  Librarians / Data Centre staff?
  19. 19. §3: Ethics and Intellectual PropertyWhat? Ethical and privacy issues (inc. Data Protection Act) Ownership of datasets Licensing of datasetsWho? Researcher(s) Faculty ethics committees Institutional legal/IP advisors
  20. 20. §4: Access, Data Sharing and Re-useWhat? Plans for sharing data / making accessible Freedom of Information Re-use expectations Embargoes, publications etcWho? Researcher(s) FOI officer / records manager Data centres
  21. 21. §5: Short-Term Storage and Data Management What?  In-project data management specifics  Storage media  Backups  Security Who?  Researcher(s)  Computing support
  22. 22. §6: Deposit and Long-Term PreservationWhat? Long-term strategy (post-project)  Selection  Retention  Transformation  Longer-term custodyWho? Researcher(s) Data centre staff Institutional compliance officers
  23. 23. §7: ResourcingWhat? Roles and responsibilities for implementation Funding (in-project and post-project)Who? Researcher(s) Funder Institutional staff Archive / data repository
  24. 24. §8: Adherence and ReviewWhat? Roles and responsibilities Timetable for review / versioningWho? Researcher(s) Funder Institutional staff
  25. 25. §9: Agreement/Ratification by Stakeholders What?  Statement of agreement (N.B. This is optional) Who?  Relevant level of authority/seniority
  26. 26. §10: AnnexesWhat? Contact details and expertise of named individuals Glossary of terms Other annexes as requiredWho? Project staff Others will depend on content
  27. 27. Checklist: last wordsN.B.All research projects are differentThe DMP will depend upon the nature of the research AND the context (funder, domain, institution(s) etc)DMPs are both metadata and communication tools
  28. 28.
  29. 29. What does it do?DMP Online is a web-based tool that enables users to...i. Create, store and update multiple versions of Data Management Plans at the application and in- project stagesii. Meet funders‟ specific data-related requirements*iii. Get funder- and institution-specific guidance on best practice and helpful contacts, at the point of neediv. Customise and export DMPs in a variety of formats* Disclaimer: mappings are not yet fully endorsed by funders, but we‟reworking on it...
  30. 30. ConnectionsDMP Online can also be used in conjunctionwith other tools that support the datamanagement/curation lifecycle, e.g.… - DAF (Data Asset Framework) - DRAMBORA (Digital Repository Audit Method Based On Risk Assessment) - CARDIO (Collaborative Assessment of Research Data Infrastructure and Objectives)Also non-DCC tools: - LIFE - Planets tools - and more
  31. 31. Coming Soon: DMP Online v3.0- Improved user interface- New features - Overlaying multiple (‘hybrid’) templates - Template phases (e.g. pre, during, post) - Granular read/write/share permissions - API for systems interoperability - Endorsement from funders- Launching Spring 2012
  32. 32. To sum...All of our DMP-related resources available online via:
  33. 33. Thank you Martin Donnelly Digital Curation Centre University of Edinburgh Twitter: @mkdDCC Image credits: slide 1 - slide 9 - This work is licensed under the Creative slide 10 - Attribution-NonCommercial-ShareAlike 2.5 UK: Scotland License. slide 33 - To view a copy of this license, (a) visit sa/2.5/scotland/; or (b) send a letter to Creative Commons, 543 Howard Street, 5th Floor, San Francisco, California, 94105, USA.