MANAGING YOUR RESEARCH DATA: PLANNING TO SHARE

……………………………………………………………………………………………………………………………….……………………………..

……………………………………………………………......…...

RESEARCH DATA MANAGEMENT TEAMUK DATA ARCHIVEUNIVERSITY OF ESSEX……………………………………………….…………………….

MANAGING YOUR RESEARCH DATA: PLANNING TO SHARE: WEBINAR FOR OPEN EXETER24 OCTOBER 2012

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

QUESTIONS

HAVE YOU EVER SHARED YOUR DATA?

• SHOW OF HANDS

OR USED RESEARCH DATA YOU DID NOT COLECT YOURSELVES?

• SHOW OF HANDS

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

AIMS OF THIS PRESENATATION

To indicate the key areas of MRD for researchers

• Supports:

• your own best practice and UK grant compliance

• your own department in handling data outputs from its staff

• guiding your students in up-to-date data handling techniques

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

RESEARCH FUNDER POLICIES

• Research Councils UK Common Principles on Data Policy

“Publicly funded research data are a public good, produced in the public interest, that should be made openly available with as few restrictions as possible in a timely and responsible manner that does not harm intellectual property.”

• Data management planning and sharing required• Funded support services and infrastructure

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

ESRC DATA MANAGEMENT PLAN

• Assessment of existing data

• Information on new data

• Quality assurance of data

• Back-up and security of data

• Expected difficulties in data sharing

• Copyright/ Intellectual Property Right

• Responsibilities

• Preparation of data for sharing and archiving

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

QUESTION: DM PLANS

WHO HAS COMPLTED ONE OF THESE PLANS?

Let’s hear your own experience at the end

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

THE LIFE OF RESEARCH DATA

A research ‘dataset’ has alonger lifespan than the research project that created it

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

HOW TO MAKE YOUR DATA LIVE LONGER

Data can be used and re-used for future research, if they are:

• well documented• well managed• formally shared • preserved

Many institutions planning support for their data assets

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

MORE PLANNING, BETTER DATA

• Plan data management early

• Assign roles and responsibilities in teams• Data capture and data entry• Designing consent• Checking and quality control• Storage of files• Security of data• Version controlling

• Implement and review data management throughout research

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

KEY DATA MANAGEMENT INTERVENTION POINTS

Green and Gutmann, 2007

Sign off consent form

Agree data & metadata templates

Shared data sharing protocols

Licensing, terms and conditions for sharing, formal documentation

Data formats, data migration

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

EXAMPLE: HEALTH AND SOCIAL CONSEQUENCES OF THE FOOT AND MOUTH DISEASE EPIDEMIC IN NORTH CUMBRIA, 2001-2003 (SN5407)

Transcripts andrecordings archived at UKDA (RTF, MP3)Catalogue record

createdUser guide

created

Data archiving discussed with

participants.Consent to archive

transcripts and recordings

obtained

Interviews transcribedDiaries transcribed

(MS Word)

Data re-used in study: ‘Assessment of

Knowledge Sources in Animal Disease

Control’

Transcripts and user guide

available from UKDA

Research designConsent for participation

& primary data useParticipants keep diaries

Interviews recorded

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

EXAMPLE: WESSEX ARCHAEOLOGY METRIC PROJECT

Database preserved as Oracle database and

as CSV data by ADS, with additional context

information

Data deposited with Archaeology Data

Service

Data entered in MS Excel &

MS Access database

Data and info available for download from ADS

Metric animal bonedata from archaeological

sites in EnglandMeasurements & analyses of bone

fragments

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

PLANNING: CONSENT

• Will you be collecting personal, confidential or sensitive information?

• Are you gaining informed consent for participation?

• Are you discussing data sharing with your respondents?

• Are you gaining consent from informants to share data beyond your research?

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

QUALITATIVE STUDY

• Data listing provides an at-a-glance summary of data collection

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

PLANNING: FORMATTING DATA

• Which data formats will you use? i.e. Word, MaxQDA, SPSS etc

• Will these data be available to use in 10 years time?

• What conventions will you use for transcribing audio data?

• Who will do the transcription?

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

FIELDWORK FROM HELL

“I’m sorry but we had to blow up your laptop.”

“What….all my client case notes and testimony, writing, pictures, music and applications. Years of work. NO!!!! What?? Are you insane?? What were you thinking? THAT’S ALL MY WORK!?”

Source: Lilysussman’s Blog

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

DATA INFERNO

• What if this was your university, your office?

Source: University of Southampton, School of Electronics and Computer ScienceSource: University of Southampton, School of Electronics and Computer Science

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

PLANNING: BACK-UP STORAGE & SECURITY

• Are your files backed up regularly and are back-ups stored safely?

• What about precious data on a USB stick or other mobile storage device?

• How will you securely store personal or sensitive data?• digital and analogue?

• Do you need to keep secure all or just part of your data?

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

ENCRYPTING DATA

• FREE TOOLS OUT THERE TO HELP

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

CAN YOU UNDERSTAND/USE THESE DATA?

SrvMthdDraft.doc

SrvMthdFinal.doc

SrvMthdLastOne.doc

SrvMthdRealVersion.doc

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

PLANNING: DOCUMENTATION

•Would someone else be able to understand your data?

•Do you have documentation which gives context to your data?

•How will you label and organize your data and files?

file naming – unique file names with date or version numbere.g. FoodInterview_1_draft; FoodInterview_1_final; BGHSurveyProcedures_00_04

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

PLANNING: DATA SHARING & ACCESS

• What will happen to your data when you have completed your project?

• Who has access to which data during and after research? Who is versioning data?

• Are various access regulations needed?

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

PLANNING: COPYRIGHT

• If you are purchasing or using data under license have you considered how that data will be shareable?

• Have you established who owns the copyright of your data?

• Might there be joint copyright?

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

PLANNING: ANONYMISATION

• Do you need to anonymise data

• Remove identifying information or personal data?

• How might this be done and by whom?

• And when - during data entry or afterwards?

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

SOME TOOLS AND RESOURCES

Best practice guidance on managing and sharing research data (online and published guide)

Tools• Data management checklist• Data management costing tool• Resources library

Enabling infrastructure and trust

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

UK DATA ARCHIVE

……………………………………………………………………………………………………………………………….…………………………..

……………………………………………………………………………………………………………………………………………………….……....…

CONTACT

UK DATA ARCHIVEUNIVERSIY OF ESSEXWIVENHOE PARKCOLCHESTERESSEX CO4 3SQ

……………………….……………….T +44 (0)1206 872140E: datasharing@data-archive.ac.ukW: www.data-archive.ac.uk……………………….………………..