The document outlines the DAF (Data Audit Framework) methodology developed by the Digital Curation Centre to assess and improve research data management in institutions. It describes the challenges faced by researchers regarding data policies and storage, and emphasizes the need for audits and support structures for effective data management. The document also provides insights from various case studies and pilot projects at multiple universities to illustrate key findings and implementation strategies.

1. The DAF methodology: addressing institutional data management Sarah Jones Digital Curation Centre [email_address] Funded by: This work is licensed under the Creative Commons Attribution-NonCommercial-ShareAlike 2.5 UK: Scotland License. To view a copy of this license, visit http://creativecommons.org/licenses/by-nc-sa/2.5/scotland/ ; or, (b) send a letter to Creative Commons, 543 Howard Street, 5th Floor, San Francisco, California, 94105, USA.

2. Outline Background to DCC What is DAF? Using DAF Case studies

3. What is the DCC? JISC funded centre specialising in data management and curation Develop tools DAF, DMP Online, CARDIO Offer guidance Helpdesk, briefing papers, how-to guides Run advocacy and training events data management roadshow, DC101, IDCC Support the JISC MRD programmes www.dcc.ac.uk

4. RDM support for institutions RDM policy development Customised DMP templates DAF & CARDIO assessments Guidance and training Workflow assessment DCC support team Advocacy with senior mgmt Costing

5. Outline Background to DCC What is DAF? Using DAF Case studies

6. What is DAF? A methodology to investigate / assess research data management Created in a 6-month JISC project in 2008 The name has changed!

7. What is the problem? Do you know: what research data you hold? where those data are located? how they are being stored / backed up? which data need to be kept? who can access & use the data? If not, how can you manage your data?

8. It started with a recommendation “ JISC should develop a Data Audit Framework to enable all universities and colleges to carry out an audit of departmental data collections, awareness, policies and practice for data curation and preservation” Liz Lyon, Dealing with Data: Roles, Rights, Responsibilities and Relationships, (2007) www.jisc.ac.uk/publications/reports/2007/dealingwithdatareportfinal.aspx

9. The DAF methodology www.data-audit.eu/docs/DAF_Implementation_Guide.pdf

10. Testing the method: pilot projects University of Edinburgh physiology, divinity, history, brain imaging, astronomy King’s College London humanities, social science, physical science, engineering, medical Imperial College London Chemical engineering, physics & business school University College London Scandanavian studies, archaeology, physics/astronomy, language and communication, phonetic sciences, interdisciplinary www.data-audit.eu/users.html

11. What we found Lots of data being created Few policies for data creation, storage & management Researchers unsure where to begin Unaware of available support Often no place of deposit or funds for preservation International Journal of Digital Curation http://www.ijdc.net/ijdc/article/view/91/109

12. Key conclusion for using DAF Most unis are in the very early stages Infrastructure is lacking  emphasis on scoping needs

13. Subsequent usage DataShare project – Oxford and Southampton www.disc-uk.org/docs/DAF-Oxford.pdf www.disc-uk.org/docs/SouthamptonDAF.pdf University of Oregon www.ariadne.ac.uk/issue64/westra/ University of Northampton http://nectar.northampton.ac.uk/2736/ Various JISC MRD projects… www.jisc.ac.uk/whatwedo/programmes/mrd.aspx

14. Outline Background to DCC What is DAF? Using DAF Case studies

15. How to gather information? Desk-research policies / guidelines, available services, websites Questionnaires Interviews Focus groups Shadowing / observational approach

16. Questionnaires Good way to identify people for interview Useful to get a broad overview of data types, volumes, storage etc

17. Interviews Framing interviews in terms of questions in DMPs will give a tangible benefit to researchers – they then know what to write on the next grant proposal. = The DCC lifecycle model can be useful to structure discussion in interviews.

18. Who to speak to? PhD students / Research Assistants Principal Investigators (lead researchers) Local IT / research support Administrators Service staff

19. Implementation tips Scope the audit carefully Timing needs to be appropriate Find an advocate in the department The process is valuable in itself Lessons learned: www.data-audit.eu/docs/DAF_lessons_learned.pdf

20. Useful reading DAF implementation guide www.data-audit.eu/docs/DAF_Implementation_Guide.pdf DAFD lessons learned www.data-audit.eu/docs/ DAF_lessons_learned.pdf Jones, Sarah, Ball, Alex & Ekmekcioglu, Çuna, The Data Audit Framework: a first step in the data management challenge www.ijdc.net/ijdc/article/view/91/109 DAF website - www.data-audit.eu

21. Outline Background to DCC What is DAF? Using DAF Case studies

22. University of Oxford Scoping Digital Repository Services EIDCSR (embedding services) Sudamih (humanities data mgmt) Admiral (life science data mgmt) UKRDS pathfinder

23. DAF at Oxford Briefly explain your area of research / types of research questions Discuss research tasks that involve data management at: Funding application e.g. planning data creation / management Data collection e.g. data types, standards, methods Processing of data e.g. annotation, storage, security Publishing e.g. plans, data sharing, deposit Support at local / institutional level for this management of data Challenges when managing data / service requirements Final questions / de-brief Report at: http://www.disc-uk.org/docs/DAF-Oxford.pdf

24. University of Northampton KeepIT (repository Preservation) See slides by Miggie Pickton at : www.dcc.ac.uk/events/research-data-management-forum/rdmf7-incentivising-data-management-sharing RDM policy DCC support Training

25. DAF at Northampton Data collection in three stages initial interviews with research leaders in each School online survey of researchers one-to-one interviews with researchers Topics covered: types, sizes and formats of research data data ownership storage security sharing and access (short and long term) funders’ requirements

26. Recommendations Draft & approve a Research Data Policy Clarify the Uni position on data ownership Promote training sessions and guides to RDM Assist researchers with preservation planning Disseminate findings, guidance and new policy Report: http://nectar.northampton.ac.uk/2736/

27. Thanks Any questions?