The document summarizes Helsinki University Library's efforts to provide data management plan (DMP) consultation services for Horizon 2020 grant proposals. It describes how the library prepared for this service by training staff, exploring DMP guidance, and networking with other university units. The library's DMP consultation process involves reviewing plans, meeting with a consultation team as needed, and asking researchers to further define plans. The library seeks to improve this process by developing a multi-professional consultation team and a national DMP tool. Its future plans also include ensuring all major grant applications receive library review.

1. www.helsinki.fi/yliopisto
Reviewing
Data Management Plans for
Horizon 2020 Grant Proposals
Case Helsinki University Library
4.7.2015
Mari Elisa Kuusniemi, Research services,
Helsinki University Library, Finland 1

2. www.helsinki.fi/yliopisto 4.7.2015 2
Structure of this presentation
How we
prepared
ourselves for
the DMP
service?
How do we give
the DMP service?
Our future
plans?

3. www.helsinki.fi/yliopisto
• 40,000 students and staff members
• Helsinki University Library
‒ across 4 campuses
‒ 240 staff members
• University of Helsinki research data policy,
accepted in February 2015
Figures - University of Helsinki

4. www.helsinki.fi/yliopisto
• In-house training since 2012
• DMP education in January 2015 by expert from
the Finnish Social Science Data Archive
• Networking with other service providers in
the University of Helsinki
• IT, Lawyers, Research funding services, Advisory
Board on Research Integrity, etc.
How we prepared ourselves for the
DMP service? (1/2)
4.7.2015 4

5. www.helsinki.fi/yliopisto
• Workshops for the library’s research data
service team
• We explored all the Horizon 2020
guidance* we found
• We explored all the guidance about DMPs
we thought we’ll need
* The official Guidelines on Data Management in Horizon 2020,
http://ec.europa.eu/research/participants/data/ref/h2020/grants_manual/hi/
oa_pilot/h2020-hi-oa-data-mgt_en.pdf
How we prepared ourselves for the
DMP service? (2/2)
4.7.2015 5

6. www.helsinki.fi/yliopisto
Examples of workshops for research
data service team
4.7.2015 6
Themes of Workshops
• ”Why DMP consultation is so
intimidating?”
• ”How can we improve our
expertise of DMPs by self-
learning?”
• ”How we should team up to
survive Horizon 2020 reviewing?”

7. www.helsinki.fi/yliopisto
• Research funding services asks the Horizon
2020 applicants to send DMPs to library for
reviewing and consultation.
• We use LibAnswers-tool as service desk.
• We have a DMP consultancy team of 5 people
(RDM is 20-50% of their job)
How do we give the DMP service?

8. www.helsinki.fi/yliopisto
• We read DMPs
• We have a meeting with DMP consultancy team,
‒ if we can’t figure out what to do by ourselves
‒ If we need a second opinion
• We ask help from other service providers if needed.
‒ IT center, Lawyers of university, Research funding services, Advisory
Board on Research Integrity, Data Archive providers in Finland and
internationally, etc.
• We ask researchers to further define the DMP.
• We give consultancy and advice.
How do we give the DMP service?

9. www.helsinki.fi/yliopisto
• If the empirical part is conducted in Italy – where will the
data be collected and processed at that stage?
• How is your data protected during project?
• What does ER's computer actually mean? Is it your
personal or E****** Laboratory's computer? So do you
mean a computer that is taken care of by the University of
Helsinki IT Service?
Examples of our questions to
researchers

10. www.helsinki.fi/yliopisto
QUESTION: Should or shouldn’t I mention my external drive
in the DMP?
ANSWER: You can’t use external hard drives for sensitive
data. Our information security officer would not recommend
that. You can use the network drive instead.
Examples of advice (1/2)

11. www.helsinki.fi/yliopisto
QUESTION: Isn't there a contradiction that only the
researcher can access the data during the research project,
but the anonymized data will be available for public
consultation at the Finnish Data Archive?
ANSWER: No. It’s very important that data is well protected
during the project, because your data contains sensitive
material. After anonymization data can be available for public.
By anonymization you protect privacy of your study
participants. (See:
http://en.wikipedia.org/wiki/Data_anonymization)
Examples of advice (2/2)

12. www.helsinki.fi/yliopisto
• We need to improve the process, so that all significant
grant applications will be reviewed by library
‒ There is no control system now
• We need to offer better guidance
‒ Now we know better than before what kind of guidance is
needed (like vocabulary of basic concepts)
• We need a DMP tool of some kind
‒ National DMP tool project (Tuuli) started January 2015.
Our future plans? (1/2)

13. www.helsinki.fi/yliopisto
• We need to get all Liaison Librarians involved.
• We need a multi-professional team for the DMP service.
‒ IT experts
‒ Lawyers
‒ Research funding consultants,
‒ Archivist
‒ Information specialists.
• The multi-professional team will start in the Autumn 2015
Our future plans? (2/2)

14. Thank you!
Mari Elisa (MEK) Kuusniemi
Science Information Specialist
Research services
Terkko: http://www.terkko.helsinki.fi/
Helsinki University Library
Tel/Mobile: + 358 (0)2941 40273
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