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RDM: a briefing for Health Sciences
The document outlines best practices for research data management (RDM) in health sciences, detailing the importance of organizing, storing, and securing research data throughout its lifecycle. It emphasizes the need for researchers to create data management plans and to understand legal, ethical, and compliance requirements related to data retention and sharing. Additionally, the document highlights resources available for researchers to support effective RDM and ensure accessibility and reusability of research data.
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RDM: a briefing for Health Sciences
- 1. Research data management Abriefing for Health Sciences Lindsey Myers Research Support Librarian Library Research Support Team Spring Term 2018 Information Services
- 2.
- 3. Definitions of researchdata University “2.1 Recorded material, irrespective of format or media, commonly retained and accepted in the academic community as being necessary to validate research findings. Created or acquired in the course of the research process, research data will be the recorded facts, observations, measurements, computations, statistics and results that underpin the research paper and grant or project outcomes.” University RDM Policy www.york.ac.uk/rdm-policy
- 4. What is research datamanagement?
- 5. Research data managementis … A general term covering how you organize, structure, store, and care for the information used or generated during a research project
- 6. Research data managementis … How you look after your research data on a day-to-day basis over the lifetime of a research project What happens to data in the longer term - what does the researcher do with it after the project concludes
- 7. Research data managementis … How research data is looked after on a day-to-day basis over the lifetime of a research project What happens to research data in the longer term - what you do with it after the project concludes
- 8.
- 9. Carrots and sticks Thebenefits University = Research Data Management Policy Funders = RCUK Common Principles on Data Policy • Work efficiently and with minimum hassle over the lifetime of the project • Save time and avoid problems in the future • Makes it easier to share research data • Increase citations see: sparceurope.org/open-data- citation-advantage
- 10. Carrots and sticks Thebenefits University = Research Data Management Policy Funders = RCUK Common Principles on Data Policy www.york.ac.uk/rdm-policy
- 11. Carrots and sticks Thebenefits University= Research Data Management Policy Funders = RCUK Common Principles on Data Policy “Publicly funded research data are a public good, produced in the public interest, which should be made openly available with as few restrictions as possible in a timely and responsible manner that does not harm intellectual property. Data with acknowledged long term value should be preserved and remain accessible and usable for future research.” www.rcuk.ac.uk/research/datapolicy
- 12. Carrots and sticks Thebenefits University= Research Data Management Policy Funders = NIHR Open Access Policy Required to: • prepare and submit a statement on how underlying research materials (e.g. data, samples or models) can be accessed • include a data access statement about the availability of the data in the final report But … does not require data to be made open, nor does it specify how long data must be retained for. www.york.ac.uk/library/info-for/researchers/ data/management/nihr
- 13. What do researchers needto do?
- 14. Researchers need to… plan for the management of research data, addressing ethical and legal issues and gathering together RDM costs Create a data management plan A formal document which outlines all aspects data management, i.e. what the researcher will do with data during and after the research project ends.
- 15. In practice … planfor the management of research data, addressing ethical and legal issues and gathering together RDM costs DMPonline https://dmponline.dcc.ac.uk An online tool, created by the Digital Curation Centre, which is designed to help you create personalised data management plans according to the requirements stipulated by the major UK funders. York DMP template for postgraduate research projects www.york.ac.uk/library/info- for/researchers/data/planning
- 16. Researchers need to… successfully managed and handle their research data on a day-to-day basis; complying with funder, University, other relevant regulations and legal requirements Good research practice: • organising research data • storing and backing up data • choosing the right file formats • creating documentation for research data
- 17. Researchers need to… securely dispose of research data that does not or cannot be retained beyond the research project Data appraisal: • What data should be retained (and shared)? University Policy, funder and publisher requirements • What data must not be retained (and shared)? for ethical, legal or commercial reasons
- 18. Researchers need to… securely dispose of research data that does not or cannot be retained beyond the research project Retain (and share) research data that: a. underpins published findings b. is considered to have long- term value. Where there are no legal, ethical or commercial constraints that would prohibit retention and/or sharing.
- 19. In practice … depositresearch data for retention … and decide whether and on what terms the data will be made available … with a suitable data service • a funder data archive /repository • a subject data archive/ repository • a publisher data archive /repository www.re3data.org to identify a suitable data archive or repository for your data
- 20. In practice … depositresearch data for retention … and decide whether and on what terms the data will be made available Transfer selected data to the University Research Data York service We will store and manage access to your data for a minimum of 10 years
- 21. Researchers need to… deposit research data for retention … and decide whether and on what terms the retained data will be made available “as open as possible, as closed as necessary” OPEN CLOSED
- 22. Researchers need to… record all retained research data in PURE add a ‘datasets’ record in PURE and provide enough metadata to allow potential reuse (and link the record to associated publications and projects)
- 23. In practice… record allretained research data in PURE
- 24. In practice … recordall retained research data in PURE Five mandatory fields: • Title • People (+ role, e.g. data creator/ contributor) • Date made available (pub date of dataset) • Managing organisation unit (pre-populated) • Publisher (pre-populated)
- 25. Researchers need to… record all retained research data in PURE Data deposited elsewhere • DOI (link/DOI to the dataset record in the respective repository) Data to be transferred to Research Data York • Description • Access to the data (open/embargoed/restricted/ closed) • Legal/ethical (data protection / ethical approval/ commercial / sensitive)
- 26. In practice … recordall retained research data in PURE Datasets records appear in the York Research Database
- 27. Researchers need to… include data access statements in published research outputs Aids data discovery Include: • where supporting data can be found • how it may be accessed and any constraints that may apply • a persistent URL, e.g. a Digital Object Identifier (DOI)
- 28. How we helpour researchers
- 29. Help RDM web pages RETcourses RDM 101 tutorial IT Support Office Library Research Support Team www.york.ac.uk/rdm
- 30. Help RDM web pages RETcourses RDM 101 tutorial IT Support Office Library Research Support Team www.york.ac.uk/staff/research/training- forums/research-excellence-training-team • Data Protection • Integrity and Ethics • Know your (Copy)Rights: protecting your own work and re-using other people’s
- 31. Help RDM web pages RETcourses RDM 101 tutorial IT Support Office Library Research Support Team Available to staff and research students in departments via the VLE
- 32. Help RDM web pages RETcourses RDM 101 tutorial IT Support Office Library Research Support Team Email itsupport@york.ac.uk
- 33. Help RDM web pages RETcourses RDM 101 tutorial IT Support Office Library Research Support Team Email lib-research-support@york.ac.uk
Editor's Notes
- #4 Very many definitions out there – to some extent what counts as data depends on the field of study as researchers you’ll know what data your project creates/collects but here are some definitions … University definition of research data. Uni of Bath = Research data are defined as any material created or collected for the purposes of analysis to generate original research results, irrespective of the format of data.
- #10 CARROTS – RDM = good research practice Good data management does require an investment of effort – but ultimately it’s something that can actually save you time, by helping you work more efficiently. You want to complete your research project to the best of your ability, but with minimum stress – and good research data management is one of the tools that can help you to do that. For example: Good research data management – setting up an organizational system that works for you, and ensuring everything is properly filed or labelled to enable re-identification and retrieval – can make life a lot easier. Your data might ultimately be of use to other researchers. Having everything well organized and properly labelled also has the potential to save you a lot of time at the end of a research project, when it comes to deciding what to do with your data – but more of that later. Citations - data sharing evidently pays off as a citation boost has been evident in every discipline examined so far
- #11 Lots of benefits STICKS - University and research funders place requirements on the management and sharing of research data – both consider your research data to be a valuable asset.
- #12 STICKS - University and research funders place requirements on the management and sharing of research data – both consider your research data to be a valuable asset.
- #13 In April 2014, the NIHR revised its policy on open access to cover not only published peer-reviewed research articles, but also the research materials – such as data, samples and models – that underlie them. National Institute for Health Research (NIHR) All NIHR researchers are required to prepare and submit a statement (Data Management Plan) on how underlying research materials, such as data, samples or models, can be accessed. Data Sharing Although the NIHR expects researchers to consider and plan for data access, the policy does not require that data must be made open, nor does it specify how long data must be retained for. There needs to be a data access statement about the availability of the data in the research publication In this case the University requires data to be preserved for at least ten years.
- #14 PIs/project leads are responsible for ensuring good data management for their projects. To meet Uni RDM Policy/most funder policies
- #15 University recommends DMPs Departments may mandate – e.g. SPSW (Chemistry for PhD students) Most funders require – grant application (NOT NIHR yet) – recommend the creation of Data Management Plans (DMPs) for research projects, so that both time and resources are considered for data management activities (e.g. the preparation of datasets for deposit in an appropriate repository) at an early stage I think the key point here is that it is the actual process of planning is the most useful thing. The plan itself may change, things do not always go to plan, but taking that time to think about how you will manage your data is invaluable and can save you some time in the long run.
- #16 DMPonline – no template for NIHR as isn’t required by can select ‘no funder’ and work on a generic template Template for postgraduate (OR unfunded) projects + prompt sheets to guide you in how to answer the questions/who to contact to get advice
- #17 organising [can you find what you need when you need it?] = consistent and meaning file naming (version control) - Trying to find a data file that you need which has been stored or named incorrectly or inaccurately can be both frustrating and a waste of valuable time. storing and backing up data [so you don’t loose it] – store working data on University network filestore file formats = What file format will be most useful to you as you work with the data? What file format will be best for the future if you or others want to use the data? What software do you have access to? documentation [making your data intelligible to you (and to others)] = what’s obvious now may not be in a few months, years etc. You need to ensure that you have enough info about it to enable yourself (and others) to make sense of it. Research data must be: accurate, complete, authentic and reliable identifiable, retrievable and available when needed kept safe and secure, avoiding data loss kept in a manner that is compliant with legal and ethical obligations, and (if applicable) funder requirements disposed of securely.
- #19 Embargoes/restrictions on access and redactions are allowed- but it is very important that researchers check against funder requirements.
- #20 ***- It is not expected that researchers will have the responsibility for curating completed and archived datasets. Retained data should either be held by an appropriate subject repository or the Information Directorate.*** ESRC = UKDA subject = OpenfMRI https://openfmri.org/ - is a project dedicated to the free and open sharing of functional magnetic resonance imaging (fMRI) datasets, including raw data. Publisher = Journal of Open Psychology Data – upload data to the journals JOPD Dataverse Repository www.re3data/org = register of research data repositories - PURE should be used to record datasets that support publications and/or which are considered to be of long-term value and therefore held for long-term retention. - The PURE entry should include a short description of the data and terms and conditions of access (the metadata). If the data itself is stored in a subject repository (e.g. UK Data Archive), the location must be listed. - If data is not stored in a subject repository, adding the metadata into PURE will result in the researcher being contacted by the Information Directorate with the view to arranging appropriate data storage. A DOI can also be created at this stage if required for use in a data access statement/citation within a publication. -
- #21 The University provides Research Data York RDM service for - the publication of research data – long-term storage/access
- #22 Embargoes/restrictions on access and redactions are allowed- but it is very important that researchers check against funder requirements. Data transferred to Research Data York which is open will be give a CC BY licence - permits others to use, adapt and share the data (including for commercial purposes) as long the original depositor(s) and the University as the data provider/publisher are acknowledged. Can also take data which need to have retricted access but you need to let us know – preferably in advance
- #23 University requires publicly funded data needs to be discoverable with enough metadata recorded to allow potential re-use.
- #24 Only five fields are mandatory (Title/People/Date made available), & (Managing organisational unit/Publisher) pre-populated Data to be transferred to Research Data York – need Description / Access to the data / Legal/Ethical issues (Data protection/Ethical/Commercial or other Sensitivities) Data deposited elsewhere – mandatory field plus link/DOI to the datasets record in the respective repository [no datasets retained/recorded in PURE from Health Sciences – 220 datasets recorded]
- #25 Only five fields are mandatory (Title/People/Date made available), & (Managing organisational unit/Publisher) pre-populated Data to be transferred to Research Data York – need Description / Access to the data / Legal/Ethical issues (Data protection/Ethical/Commercial or other Sensitivities) Data deposited elsewhere – mandatory field plus link/DOI to the datasets record in the respective repository [no datasets retained/recorded in PURE from Health Sciences – 220 datasets recorded]
- #26 Only five fields are mandatory (Title/People/Date made available), & (Managing organisational unit/Publisher) pre-populated Data to be transferred to Research Data York – need Description / Access to the data / Legal/Ethical issues (Data protection/Ethical/Commercial or other Sensitivities) Data deposited elsewhere – mandatory field plus link/DOI to the datasets record in the respective repository [no datasets retained/recorded in PURE from Health Sciences – 220 datasets recorded]
- #27 Public (PURE) records appear in the York Research Database – providing a permanent and public record of York’s (retained) datasets - describing the data, how it may be access and any constraints that may apply.
- #28 Required by University and funders Data access statements are required for most publications that are publicly-funded They are a requirement of many funders' data policies, e.g. ESRC Research Data Policy - Data citation is also central to the policy. "All publications based on data resulting from an ESRC grant will specifically include information on where and how the data can be accessed, ideally via a formal citation.“ and are a requirement of the RCUK Policy on Open Access [PDF] which states: "[3.3] (ii) As part of supporting the drive for openness and transparency in research, and to ensure that researchers think about data access issues, the policy requires all research papers, if applicable, to include a statement on how underlying research materials, such as data, samples or models, can be accessed.“ If depositing your data with an external service (funder/subject/publisher repository), you should ask the repository for a persistent identifier (such as a DOI) to cite within your published paper. Transfer data to Uni (Research Data York) we will provide you with a DOI – links to the metadata you gave (in PURE) describing the data in detail
- #30 Lindsey Created by the Library’s Research Support Team, the pages provide guidance on good practice in managing research data and link to established tools and sources of advice. Includes: DMP template if want to copy and use it in Google Docs or Word. Speak to your supervisor/department may require you to develop a DMP – not a one off activity
- #31 Lindsey Data Protection (RDT3012) - To increase an understanding of working with personal data in research and data protection principles. Integrity and Ethics (RDT5062) - This session will consider what is involved in being an ethical researcher, in order to conduct research to the highest ethical standards. Know your (Copy)Rights: protecting your own work and re-using other people’s (RDT4013) - Participants in this session will explore the legal terms and licences which permit the re-use of third party materials, consider strategies for requesting additional permissions and review the licences available for releasing your own material.
- #32 RDM 101, an online tutorial designed to provide you with an introduction to research data management (45 mins). Available to staff and research postgraduates. Complete the tutorial in the VLE