Preparing Your Research Data for the Future - 2014-02-17 - Social Sciences Division, University of Oxford

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Published on February 21, 2014

Author: ResearchSupportTeam

Source: slideshare.net

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This slideshow was used in Preparing Your Research Data for the Future course taught in the Social Sciences Division, University of Oxford, on 2014-02-17. It provides an overview of some key issues, focusing on long-term data management, sharing, and curation

Preparing Your Research Data for the Future What You Can Do Now to Avoid Problems Later Slides provided by the Research Support Team, IT Services, University of Oxford

What does data include? “A reinterpretable representation of information in a formalized manner suitable for communication, interpretation, or processing.” Digital Curation Centre Slide adapted from the PrePARe Project Preparing your research data for the future

What does data include? Any information you use in your research Slide adapted from the PrePARe Project Preparing your research data for the future

Thinking ahead is vital   It‟s easy to think of long term data management as something only relevant to the end of a project But many aspects of it need planning from the beginning Preparing your research data for the future

Carrots and sticks  Work efficiently and  University of Oxford with minimum hassle Policy on the over the lifetime of the Management of project Research Data and Records  Save time and avoid problems in the future  Funding body requirements  Make it easy to share your data Keeping on top of your research data

University of Oxford policy Introduced July 2012 Preparing your research data for the future

University of Oxford policy    The full policy can be viewed on the University of Oxford Research Data Management website Research data is the information needed „to support or validate a research project‟s observations, findings or outputs‟ Research data should be:  Accurate, complete, identifiable, retrievable, and securely stored  Able to be made available to others Preparing your research data for the future

University of Oxford policy  Research data should be retained for „as long as they are of continuing value to the researcher and the wider research community‟ – but a minimum of three years   Specific requirements from funders take precedence Researchers are responsible for:   Planning for the ongoing custodianship of their data   Developing and documenting clear data management procedures Ensuring that legal, ethical, and funding body requirements are met Policy applies to University staff and doctoral students  Depositing relevant research data may ultimately become a condition of award for doctorates Preparing your research data for the future

Funders‟ requirements  Funding bodies are taking an increasing interest in what happens to research data  You may be required to make your data publicly available at the end of a project  Check the small print in your grant conditions  Many funders require a data management plan as part of grant applications  Oxford‟s RDM website provides a summary of requirements Preparing your research data for the future

DOCUMENTATION AND METADATA Preparing your research data for the future

Documentation and metadata  Documentation is the contextual information required to make data intelligible and aid interpretation A users‟ guide to your data  May  be given at study level or data level Metadata is similar, but usually more structured  Conforms  Machine to set standards readable Preparing your research data for the future

Make material understandable What‟s obvious now might not be in a few months, years, decades… MAKE SURE YOU CAN UNDERSTAND IT LATER Adapted from „Clay Tablets with Linear B Script‟ by Dennis, via Flickr: http://www.flickr.com/photos/archer10/5692813531/ Slide adapted from the PrePARe Project Preparing your research data for the future

Make material verifiable and reusable Image by woodleywonderworks , via Flickr: http://www.flickr.com/photos/wwworks/4588700881/ • Detailing methods helps people understand what you did • And helps make your work reproducible • Provide context to minimize the risk of misunderstanding or misuse Slide adapted from the PrePARe Project Preparing your research data for the future

Introduction to research data management

Exercise  In small groups, look at the sample data sheet  Imagine you have just downloaded this dataset from an archive  What contextual or explanatory information is missing?  What additional documentation would you like to see supplied  At the data level?  At the study level? Preparing your research data for the future

Documentation – what to include • Who created it, when and why • • • • Description of the item Methodology and methods Units of measurement Definitions of jargon, acronyms and code • References to related data Slide adapted from the PrePARe Project Preparing your research data for the future

Metadata – data about data  A formal, structured description of a dataset  Used by archives to create catalogue records Preparing your research data for the future

Missing metadata – or the riddle of the sixth toe    This painting shows Georgiana, Duchess of Devonshire as Diana … or maybe Cynthia She has six toes – but no one knows why Public domain image from Wikimedia Commons: http://commons.wikimedia.org/wiki/File:Georgiana_Cavendish,_Duchess_of_Devonshire_as_Diana.jpg Preparing your research data for the future

For discussion  What data management challenges have you encountered?  What strategies have you personally found useful?  Be ready to feed back to the group Preparing your research data for the future

WHAT HAPPENS AT THE END OF THE PROJECT? Preparing your research data for the future

Data archiving  The best way of ensuring long-term preservation of your data is depositing it in an archive or repository   DataBib provides a catalogue: http://databib.org/   A number of national disciplinary archives exist – e.g. the UK Data Archive: http://www.dataarchive.ac.uk/ Oxford will soon have its own data archive If possible, make it available for re-use Preparing your research data for the future

Figshare  Free online data sharing platform   Shared research is allocated a DataCite DOI A possible alternative to conventional repositories  If no suitable repository is available  If you need a data sharing solution in a hurry Preparing your research data for the future

Why share data? Reputation  Get credit for high quality research  Recognition for contribution to research community  Open data leads to increased citations  Of the data itself  Of associated papers Slide adapted from the PrePARe Project Preparing your research data for the future

Why share data? Reuse  Reduces duplication of effort  Allows public research funding to be used more effectively  Contexts not currently envisaged  Extend research beyond your discipline Slide adapted from the PrePARe Project Preparing your research data for the future

Why share data? Be a trailblazer!  A paradigm shift in how research outputs are viewed is occurring  Data outputs are of increasing importance – and are likely to become even more so   Major journals are increasingly looking to publish datasets alongside articles Be at the forefront of an important shift in the academic world Preparing your research data for the future

Video by NYU Health Sciences Libraries: http://www.youtube.com/watch?v=N2zK3sAtr-4 Preparing your research data for the future

Data sharing – concerns  Ethical concerns  Confidential  Legal concerns  Third  or sensitive data party data Professional concerns  Intended publication  Commercial issues (e.g. patent protection) Preparing your research data for the future

Plan for sharing from the beginning  Appropriate consent from interview subjects  Distinguish third party and new data Keeping on top of your research data

Share – but maybe not everything • Redact or embargo if there is good reason Slide adapted from the PrePARe Project Preparing your research data for the future

Data licensing  A licence clarifies the conditions for accessing and making use of a dataset  User knows what‟s allowed without asking further permission  Doesn‟t exclude possibility of specific requests to go beyond the terms of the licence  For databases, structure and content may be covered by separate rights Preparing your research data for the future

Data licences - examples  Creative Common licences   Six different flavours, plus CC0 public domain dedication   Widely used and recognized http://creativecommons.org/ Open Data Commons  Specifically designed for datasets  Recognizes the structure/content distinction  http://opendatacommons.org/ Preparing your research data for the future

Data licensing - guidance  „How to License Research Data‟ A guide from the Digital Curation Centre http://www.dcc.ac.uk/resources/how-guides/license-research-data Preparing your research data for the future

DATA MANAGEMENT PLANNING Preparing your research data for the future

Data management plans  A document which may be created in the early stages of a project  While  An  planning, applying for funding, or setting up initial plan may be expanded later Details plans and expectations for data  Nature of data and its creation or acquisition  Storage and security  Preservation and sharing Preparing your research data for the future

Exercise  Using the resources available, have a go at drafting a data management plan for your own research  If there are questions you can‟t answer at this stage, make a note of  What you need to find out  Decisions you need to make Preparing your research data for the future

Digital Curation Centre  A national service providing advice and resources  Create a data management plan using the DMP online tool http://www.dcc.ac.uk/ https://dmponline.dcc.ac.uk/ Preparing your research data for the future

„In preparing for battle, I have always found that plans are useless but planning is indispensable.‟ Dwight D. Eisenhower Preparing your research data for the future

UNIVERSITY SERVICES Preparing your research data for the future

DataBank and DataFinder   Two forthcoming University of Oxford services Launch date TBC Preparing your research data for the future

DataBank   University of Oxford‟s institutional data archive Long term preservation for datasets without another natural home    Datasets will be assigned DOIs Will work alongside ORA, the University archive for research publications   In some cases, may a suitable home for DPhil data Possible to link publications in ORA to datasets in DataBank Depositors can opt to make datasets publicly available, embargoed for a fixed period, or hidden Preparing your research data for the future

DataFinder  A catalogue of datasets   Will harvest metadata from DataBank and other compatible data stores    Information on the nature, location, and availability of the data So anything in DataBank will have a record in DataFinder Researchers depositing data elsewhere strongly encouraged to add a record to DataFinder Should provide a substantial resource for researchers seeking datasets for reuse Preparing your research data for the future

ORDS – Online Research Database Service  Specifically designed for academic research data  Cloud-hosted and automatically backed up  Web interface makes collaboration straightforward  If desired, databases can easily be made public  Designed to permit easy archiving  Currently being used by a small group of test users – will become more widely available later in 2014  http://ords.ox.ac.uk/ Preparing your research data for the future

IT Learning Programme  Over 200 different IT courses  Covering software, skills, and new technologies http://www.oucs.ox.ac.uk/itlp/  ITLP Portfolio offers course materials and other resources http://portfolio.it.ox.ac.uk/ Preparing your research data for the future

IT Services: Data Back-up on the HFS HFS is Oxford‟s central back-up and archiving service  Free of charge to University staff and postgraduates  Automated back-ups of machines connected to University network  Copies kept in multiple places  Preparing your research data for the future

IT Services: Research Support Team  Can assist with technical aspects of research projects at all stages of the project lifecycle  But the earlier you seek advice, the better  For more information, see our website: http://blogs.it.ox.ac.uk/acit-rs-team/about/  Or email us on researchsupport@it.ox.ac.uk Preparing your research data for the future

FURTHER INFORMATION AND RESOURCES Preparing your research data for the future

Research data management website    Oxford‟s central advisory website Covers data management planning, back-up and security, data sharing and archiving, funder requirements, etc. University policy is available http://www.admin.ox.ac.uk/rdm/ Preparing your research data for the future

Research Skills Toolkit  Website and handson workshops  A guide to software, University services, and other tools and resources for research  Requires SSO login http://www.skillstoolkit.ox.ac.uk/ Preparing your research data for the future

Research Data MANTRA  Free online interactive training modules  Aimed at postgraduates and early career researchers http://datalib.edina.ac.uk/mantra/ Preparing your research data for the future

Any questions? Ask now, or email us on researchsupport@it.ox.ac.uk Preparing your research data for the future

Rights and re-use  This slideshow was developed by the IT Services Research Support Team, University of Oxford, based on a presentation originally prepared as part of the DaMaRO Project  With the exception of clip art used with permission from Microsoft, and images credited to other sources, the slideshow is made available under a Creative Commons Attribution NonCommercial Share-Alike License  Parts of this slideshow draw on teaching materials produced by the PrePARe Project, DATUM for Health, and DataTrain Archaeology  Within the terms of this licence, we actively encourage sharing, adaptation, and re-use of this material Preparing your research data for the future

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