Paper presented by Dr. Nor Edzan Che Nasir, Chief Librarian, University of Malaya at the 4th PERPUN International Conference 2015: Information Revolution, 11-12th August 2015 at Avillion Legacy Hotel, Melaka.

1. Dr Nor Edzan Che Nasir
Chief Librarian
University of Malaya Library
4th PERPUN International Conference
12 August 2015

2. Edzan Nasir; Edzan N.N.
1983 – started work as a librarian
1999 – lecturer in LIS
2007 – Chief Librarian, University of Malaya
Areas of interest
Information literacy
Social media
Journal publishing
LIS education
Archives

3. • Oldest university
• Kuala Lumpur
• Research intensive
• Government supported
• Faculty Staff: 2,857 (791
international).
• Local students:
5,968 postgraduates
7,257 undergraduates
• International students:
3,175 postgraduates - 84
countries
792 undergraduates - 45
countries.

5. Various definitions via Internet
Office of Mgmt and Budget of the White House,
US Circular 110 – “recorded factual material
commonly accepted in the scientific community
as necessary to validate research findings”.
Queensland University of Technology – “data in
the form of facts, observations, images,
computer programs results, recordings,
measurements or experiences on which an
argument, theory, test or hypothesis, or another
research output is based”.

6. Forms of data
Numerical
Descriptive
Visual
Tactile
Status of data
Raw
Cleaned or processed
Held in any format or media

7. Laboratory notebooks
Field notebooks
Primary research data
(hardcopy or computer
readable form)
Questionnaires
Audiotapes
Videotapes
Models
Photographs
Films
Test responses
Research collections
slides
artefacts
specimens
samples
Information about the
data
how, when, where it was
collected and with what
software code used to
generate, annotate or
analyse the data

8. Trade secrets, commercial information,
materials necessary to be held confidential by a
researcher until they are published, or similar
information which is protected under law; and
Personnel and medical information and similar
information the disclosure of which would
constitute a clearly unwarranted invasion of
personal privacy, such as information that could
be used to identify a particular person in a
research study.

9. Cox, Andrew. What is research data
management and what is the library role in
supporting it? UKSG Webinar, 5 September
2013.
Diverse
Massive
Complex - can be produced from other data
Fragile
Costly
Valuable

15. No government mandate as yet in any country
Mandate from funders?
University of Hong Kong
Policy on the Management of Research Data and
Records - approved by Senate on May 5, 2015
policy - promotes highest standards in the
management of research data and records
Task Force on Management of Research Data and
Records approved by the Senate as well
National University of Singapore
Library drawing up plans

17. Data management is a shared responsibility
Researchers
Data scientists
Data managers - investigators, research assistants,
graduate students, information technology
specialists, informationists, research librarians, or
some combination of these professionals.

20. Collects
Thesis and dissertation
Conference papers written by UM community
Books published by UM community

21. Collects and manages
Thesis and dissertation
Conference papers written by UM community
Articles published by the UM community inWoS
and SCOPUS
Photographs on events involving the UM
community

22. Maintains
Institutional repositories
Newspaper cuttings on UM

23. 2008 – establish the Academic Services Division
Objective: Track UM publications for various
exercises
Daily
Check, verify and prepare individual researcher
publication report indexed in WoS & Scopus,
quartile, status in Beall’s List, banned publishers for
appointment, promotion & verification of
individual performance

24. Weekly
Upload UM papers indexed in WoS & Scopus into
RMIS - lecturers can retrieve their papers to update
to their UMExpert account
Monthly
UM publication report (WoS & Scopus)
Faculty’s publication report (WoS)
Research university’s publication report (WoS &
Scopus)
CAPs data - publications indexed in WoS & Scopus,
no. of papers published with collaboration

25. Bimonthly
Publication report of 6 selected Asean universities
Yearly
WoS incentive report - input additional data
manually
Irregular
Comparison of selected universities, institutions,
researchers, departments etc.

26. N of publications in WoS & Scopus – trace,
collect, collate and produce reports
Maintain institutional repositories – thesis &
dissertations, conference papers, articles
Maintain photographs
UM in the News – locate news on UM in local
papers, digitise and upload

32. Similar to UM Library but with slight variations
Most have archives – university’s publications
Most have IRs – academic staff and students’
publications
Only acquire published works or works that
have been presented but raw data?
Mandate – government, ministry, funders,
university?
Policy?
Players?

33. University Status of Archives
UM University of Malaya Archives in the Library.
USM Malaysiana and Archives Division within the Library.
http://www.lib.usm.my/index.php/features/division/malaysiana-archive
UKM The physical archives are kept as a special collection within the Library and is
referred to as the Koleksi Arkib or Archives Collection.
http://www.ukm.my/ptsl/ms/collection
UPM Bahagian Media, Arkib dan Pemuliharaan or Media, Archives and Conservation
Division within the Library.
http://www.lib.upm.edu.my/sp/page/4088/arkibmediabm
UTM UTM Archive/Special Collection.
http://library.utm.my/collections-2/utm-special-collection
UiTM Bahagian Arkib dan Muzium or Archives and Muzium Division is part of the
Library.
http://pendaftar.uitm.edu.my/v1/index.php/en/pengenalan-bam)
UIAM Existed independently but in 2010, it became part of the Library.
http://www.iium.edu.my/university-archives

34. University Status of Archives
UMS Untraceable
UNIMAS Unit Pembangunan & Pengurusan Rekod & Arkib/Khazanah Universiti or
Development & Records Management & Archives/Heritage is part of the Library.
http://www.cais.unimas.my/index.php/2013-11-01-01-28-49/our-staffs/58-
contacts/378-unit-pembangunan-pengurusan-rekod-arkib-khazanah-universiti)
UUM Unit Arkib or Archives Unit was established on 15 September 2009 and is is
placed within the Library. http://cmslib.uum.edu.my/blog/?p=11740
UPSI Koleksi Arkib Universiti or University Archives Collection is part of the Library.
http://pustaka.upsi.edu.my/Document/DASAR_PENGKATALOGAN_KOLEKSI_KHAS
.pdf
UTHM Unit Pengurusan Rekod dan Arkib or the Records Management and Archives Unit
was established under the Registrar’s Office.
http://pendaftar.uthm.edu.my/v2/en/organisasi/bahagian-pengurusan-
organisasi-dan-kompetensi/unit-pengurusan-rekod-dan-arkib.html
UTEM Unit Rekod dan Arkib or the Records and Archives Unit is under the Registrar’s
Office.
http://www3.utem.edu.my/pendaftar/index.php?option=com_content&task=vie
w&id=265&Itemid=320&lang=malay
UniMaP No special collection/unit/department.
UMT The University has a clear policy on archives via its Dasar Arkib UMT or UMT
Archives Policy.
(http://ppdsnz.umt.edu.my/c/document_library/get_file?uuid=150cb665-e35c-
4348-be88-a627b5f28699&groupId=10157

35. University Status of Archives
UMP Unit Arkib or Archives Unit is available on the organisation chart of the Library.
USIM USIM Archive and Gallery is with the Institutional Repository Unit of the Library.
http://lib.usim.edu.my/en/about-us/library-divisions-functions/technology-
information-management-division
UniSZA Pengurusan Arkib Universiti or University Archives Management is with the
Client Services Division of the Library.
https://www.unisza.edu.my/perpustakaan/images/stories/bukupanduan/buku%
20panduan%20punisza%202010-2011.pdf
UMK The Archives Department was established in May 2013 under the responsibility
and initiative of The Office of Library and Knowledge Management.
http://perpustakaan.umk.edu.my/iportal/index.php/en/2014-11-24-04-08-
40/introduction
UPNM Unit Arkib or Archives Unit in the Library.
http://lib.upnm.edu.my/images/ORGCHART_150617.png

36. University Institutional Repository
UM UM Research Repository
USM eprints@USM
UKM ptsl@UKMrepository
UPM Universiti Putra Malaysia Institutional Repository
UTM Universiti Teknologi Malaysia Institutional Repository
UiTM Universiti Teknologi MARA Digital Repository
UIAM I-Rep IIUM
UMS UMS Institutional Repository
UNIMAS UNIMAS Institutional Repository

37. University Institutional Repository
UUM UUM Repository
UPSI UPSI Digital Repository
UTHM UTHM Institutional Repository
UTEM Universiti Teknikal Malaysia Melaka
UniMaP UniMaP Library Digital Repository
UMT PPDSNZ Repository
UMP UMP@Institutional Repository
USIM eImtiyaz Intellectual Repository
UniSZA UniSZA Institutional Repository
UMK UMK Institutional Repository
UPNM Untraceable
UUM UUM Repository
UPSI UPSI Digital Repository
UTHM UTHM Institutional Repository

38. Currently - only manage research data that has
been published or presented
Does not manage all research data – datasets,
models, diagrams, conference posters etc
Suggested in 2012 to take up research data
management but not taken up
Suggested by our DVC (R & I) in 2014

39. RDM discussed and UM is currently:
Developing a policy for RDM
Deciding on central storage of all research data
Looking into security and backup procedures for
research data
Library is pivotal in RDM

41. RDM discussed in USA, Europe, Australia – last 3
years
RDM is now emerging in Asia especially SEA
Libraries – keeping published data
Librarians – need to look into unpublished /
unused data
Establish a policy and proceed from there
Not a solo engagement but must involve other
parties collectively
Research opportunities

42. Australian National Data Services
http://ands.org.au/guides/what-is-research-
data.html
Monash University
http://policy.monash.edu.au/policy-
bank/academic/research/research-data-
management-policy.html
Queensland University of Technology
http://www.mopp.qut.edu.au/D/D_02_08.jsp

43. Research Libraries UK
http://www.rluk.ac.uk/strategicactivity/strategic-
strands/modelling-library-role-research-data-
management
University of California, Santa Cruz
http://guides.library.ucsc.edu/datamanagement/
University of Hong Kong
http://www.rss.hku.hk/links-
resources/spotlight/research-data-records-
management

44. University of Leicester
http://www2.le.ac.uk/services/research-
data?uol_r=697de1be
University of Malaya Library
http://www.umlib.um.edu.my
University of Melbourne
https://policy.unimelb.edu.au/MPF1242

45. University of Oxford
http://researchdata.ox.ac.uk
http://researchdata.ox.ac.uk/home/introduction-to-
rdm
White House. Office of Management & Budget
https://www.whitehouse.gov/omb/circulars_a110#
36