Data Management Planning at the DCC


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Presentation given at the Statsbiblioteket, Aarhus, Denmark, 31 October 2012

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  • The UK Digital Curation Centre was established in 2004. We’re based across three universities, and have a remit to support UK Higher Education as a whole.
  • What I’m going to cover
  • General expectations
  • A DMP is a basic statement of how you will create, manage, share and preserve your dataFunders expect the decisions to be justified, particularly where it’s not in line with their policy (e.g. limits on data sharing)
  • The main things to remember about DMPs is that all research projects are different- the DMP will vary with context.Apart from a few very specialised areas like backup - there are no universal rights and wrongs.Research data management by nature involves multiple stakeholders, so planning is important as a communication mechanism.The process of producing a plan (i.e. engaging with others and deciding on the best way forward) is as important as the plan itself.
  • Checklist and other DCC resources have been utilised in a number of research-intensive universities, including Columbia, Swinburne, MIT and Heidelberg.
  • So in summary, these are some of the key DMP-related resources.
  • The DCC Checklist is by nature very long, and its length was felt to be off-putting to researchers. Most of them don’t want to deal with this stuff even at a basic level, and a long Checklist with over 100 questions was not going to enjoy a large takeup.No matter how many times we said “you don’t need to fill it all in, just the bits that are relevant to you at this time” the message wasn’t going to sink in, so we developed a fairly basic wizard style tool which asked a few questions about what stage your research was at, who your funder was, etc, and then pulled out only the most relevant questions from the Checklist to help you meet the pertinent requirements. So instead of seeing 115 questions, you might be presented with only 15 or 20. Much better.We then added functionalities like export and customisation, and some generic guidance to help with some of the more esoteric sections such as file format selection and metadata.
  • As I mentioned earlier, version 3 launched very recently, and has a number of great new features.The user interface has been tweaked to allow easier (one-click) access to most of the screens, and we’re investigating customised institutional versions with, among others, the University of Oxford.The tool now enables the application of multiple templates, so you can create a single DMP that satisfies your institution, your funder and your publisher at the same time. These templates can be phased more elegantly, so that you can ask (for example) a few questions at the application stage, more during the project’s lifetime, and then add even more detail when you’re close to completion.Users now have the option to make their plans more widely available. Authentication can be managed via the UK Federated Access Shibboleth mechanism, and we have coded the new system to enable easy translation into other languages, and to handle boilerplate text where this is thought to be beneficial.We have also been working behind the scenes to gain more official endorsement from some of the big funding councils, and this is starting to bear fruit.
  • For those interested in such things, these are the technologies used in v3.0.
  • So that’s a pretty good high-level summary of what we’ve done in the data management planning area over the past four years or so.We’d like to end with a quick outline of the DCC’s institutional engagement programme, the major job of work that Sarah and I (and about a dozen other colleagues) are currently involved in. From last Autumn until next Spring – UK seasons, so the other way around for colleagues in New Zealand! – the DCC has been funded by the Higher Education Funding Council for England (HEFCE) to support eighteen HEIs in increasing their institutional data management capabilities. We’re working with a range of institutional types and sizes, from research intensive ancient universities, to new universities and small specialist institutions (e.g. art colleges). The way this works is we first of all make contact with someone already interested in this area, often in the Library, and through them we approach a senior academic, usually at Vice Principal level or equivalent, to make the case for working more concertedly in this area. Once an agreement is reached, the institution selects from a ‘menu’ of tools and services, e.g. (next slide)
  • Developing a Data Management StrategyDCC services to support aspects of the research and data management lifecycle, as given in Column 3, andThe tools to support different strands of this (some tools are simply utilised out of the box, others we can provide help and training with, and others – such as DMP Online – can be customised and tailored to match individual institutions’ requirements more closely.
  • Similarly, DMP Online can also be used in conjunction with other tools that support the data management/curation lifecycle, be these DCC tools or tools from other sources.
  • … the tool can link to these types of external systems using a variety of standards and protocols. Of course, this list is not exhaustive, and if you see an opportunity for linking DMP Online with other tools we might not have considered, let us know: the API will probably make it possible.
  • And at an information exchange level, here’s what we can do. Plans can be exported in a variety of formats, for human and/or machine readerships, and…
  • So, in addition to the liaison with the funders, we’ve developed relationships with a variety of others. Our closest working relationship has probably been with the UK Data Archive, which is the designated place of long term deposit for the Economic and Social Research Council. Working with UKDA we have developed a data management planning template and guidance for ESRC applicants, and we also point to some UKDA guidance in the generic Checklist. We have also liaised with Wellcome Trust, the Medical Research Council and various other funders to develop dedicated DMP templates for them. Continuing in this vein, we’ve worked with disciplinary specialists and key institutional contacts to develop further DMP templates, and through the JISC Managing Research Data programmes we’ve contributed to a number of projects creating training materials around this area.
  • Last but not least, we’ve shared experiences with a consortium of US universities – including the Universities of California, Virginia, and Illinois, and the Smithsonian Institution – which has helped them to shape their own DMP Tool, we’re working with ANDS and the EC, and have presented our work in Canada and New Zealand.
  • Thank you.
  • Data Management Planning at the DCC

    1. 1. Data management planning at the DCC Martin Donnelly Digital Curation Centre University of Edinburgh STATSBIBLIOTEKET, AARHUS 31 October 2012
    2. 2. - Digital Curation Centre, est. 2004- Three partners: Edinburgh, Glasgow and Bath- Primary funder is JISC Helping to build capacity, capability and skills in data management and curation across the UK’s higher education research community - DCC Phase 3 Business Plan
    3. 3. Running order1. Policies, Principles, Expectations2. The DCC and DMP3. DMP Online
    4. 4. 1. Policies, Principles, Expectations
    5. 5. 7 principles agreed by all of the UK research councils in May 2011 • Public good • Preservation • Discovery • Confidentiality • First use • Recognition • Public funding
    6. 6. UK research funder expectations• timely release of data – once patents are filed, or on (acceptance for) publication• open data sharing – minimal or no restrictions – deposit in data centres, structured databases, data enclave• preservation of data – most funders expect 5-10 years (or more)• submission of data management and sharing plans…
    7. 7. What is a DMP? (1)UK research funders typically ask for:• A short statement/plan to be submitted alongside grant applications (NERC ask for two versions: one at application stage, another when project is underway)• An outline of what you will create/collect, methods, standards, data management and long-term plans• How and why – justify your decisions and any limitations
    8. 8. Who’s involved in this process?- Just the principal investigator?- What about the research assistants?- And the partners based in other institutions?- And commercial partners?- And the institution’s funding office?- And the Library/IT?
    9. 9. Research Support Office Data Library / Repository ResearcherDATAMANAGEMENT…PLAN? UNRULY DATA Computing Faculty Ethics Support Etc... Committee
    10. 10. Key things to rememberAll research projects are different, so there’s no one-size-fits-all DMP approachThe DMP will depend upon the nature of the research AND its context (funder, domain, institution(s) etc)DMPs are useful communication tools between multiple stakeholders
    11. 11. 2. The DCC and DMP We’ve responded to requirements by offering support… Analysed requirements Developed a Checklist Provided tools & guidanceLinks to all DMP resources via
    12. 12. Policy analysis
    13. 13. What is a DMP? (2)In general, funders tend to ask:- What kinds of data will be created and how?- How will the data be documented and described?- Are there ethical and Intellectual Property issues?- What are the plans for data sharing and third- party access?- What is the strategy for longer-term preservation? However, different funders ask these questions in different ways…
    14. 14. A Generic and Comprehensive Checklist§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§8: Adherence and Review Plan v3.0 (Donnelly and Jones, March 2011)§9: Agreement/Ratification by Stakeholders§10: Annexes
    15. 15. Printed DMP resources– “Dealing with Data” (Lyon, 2008)– Analysis of Funder Policies (Jones, 2009)– Checklist for a Data Management Plan (Donnelly and Jones, 2009)– “How to Develop a Data Management and Sharing Plan” (Jones, 2011)– “Data Management Plans and Planning” (Donnelly, 2012) in Pryor (ed.) Managing Research Data, London: Facet– DMP Online briefing paper (Donnelly and Richardson, forthcoming 2012)Links to all DCC resources via
    16. 16. 3. DMP Online
    17. 17. What does do?A free and Open web-based tool enabling users to...i. Create, store and update multiple versions of Data Management Plans across the research lifecycleii. Meet a variety of specific data-related requirements (from funders, institutions, publishers, etc.) in a single placeiii. Get tailored guidance on best practice and helpful contacts, at the point of neediv. Customise, export and share DMPs in a variety of formats in order to facilitate communication within and beyond research projects
    18. 18. New features in v3.0 (May 2012)- Improved user interface, inc. customisable institutional versions- New features - Overlaying multiple templates for ‘hybrid’ DMPs - Multiple template phases (e.g. pre- / during / post- project) - Granular read / write / share permissions - Multilingual support / boilerplate text - API for systems interoperability- Endorsement from funders
    19. 19. Technologies involved (v3.0)– Ruby on Rails (v3.1.3)– JavaScript (jQuery v1.7.1)– MySQL database (v5+)– Hosting: University of Edinburgh Information Services Virtual Hosting (13 managed servers across 2 sites)– Authentication: registered users with passwords encrypted in DB (we have also used Shibboleth for integration with UK Access Management Federation for Education and Research)– Various export formats (PDF, DOCX, XLSX, CSV, XML etc)
    20. 20. HEFCE Institutional Engagements: from planning to practice- We are currently working with c. 20 institutions over an 18 month period to improve their data management capabilities- Broad variety of institutional types and sizes, from research intensive ancient universities, to new universities and specialist institutions (e.g. art schools) from all parts of the UK- Institutions select from a ‘menu’ of tools and services, e.g. (next slide)
    21. 21. The MenuComponents of a Data DCC Tools DCC ServicesManagement Strategy(Research and Admin)Policy Data Asset Framework Policy development (DAF)Planning DMP Online Strategy developmentAdvocacy CARDIO TrainingTools DRAMBORA Workflow assessmentTraining Costing Institutional data catalogues (discovery)
    22. 22. Institutional workflowsDMP 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 - CRIS systems - and more
    23. 23. External connectionsSystems Standards / protocols– CRIS / admin systems – CERIF*– RCUK Je-S system– Institutional Repositories – SWORD2– DDI repository – DDI*– DMP Tool (US) (TBC)– Other instances of DMP – RDF (DMP-Oxford) Online via federated model (? -TBC)– Metadata catalogues (?) * via the RESTful API
    24. 24. How to connect: six export formatsFor human readership… For machine readership… - Facilitates quick public - Pleasant formatting sharing - Compatible with API for - Editable. Can be used linking with other in conjunction with systems (e.g.) MS Sharepoint - Minimal formatting - Removes all formatting
    25. 25. Collaborations- Guidance - Generic data management guidance (in conjunction with UK Data Archive) - Tailored guidance developed in collaboration with funders themselves (ESRC, MRC, Wellcome Trust) - Institution-specific guidance developed with key contacts in universities - Disciplinary guidance developed and deployed through JISC MRD projects (e.g. DMT Psych at York, DATUM for Health at Northumbria)- Templates developed with funders and institutions- Joint training events organised and delivered by DCC and
    26. 26. DMP International- DCC is a founder member of the US DMPTool consortium, and we continue to work together. Joint workshops at IDCC in Amsterdam (Jan 2013) and iSchools Conference in Texas (Feb 2013)- We’re working with ANDS in Australia to deploy DMP Online on the NECTAR academic cloud- European Commission has encouraged DCC to propose a pilot DMP tool for Horizon 2020. Expecting a DMP requirement in the next funding programme
    27. 27. Mange Tak! Martin Donnelly Digital Curation Centre University of Edinburgh Twitter: @mkdDCC other DCC services see or follow us on twitter @digitalcuration and #ukdcc Image credits: Slide 1 - This work is licensed under the Creative Commons Slide 4 - Attribution 2.5 UK: Scotland License. Slide 9 -