2017 Research Administration Conference
Data Management Planning
and Data Security
Aletia MorganInstitutional Data Manager
Tom MelvinLibrarian, Morris Library, University of Delaware
June 13, [email protected]
Today We’ll Talk about
• Why the focus on Data Management
• Facets of Research Data Management
• Managing Data Risks
• Campus Resources Available to Support Data
Management
• Discussion - Administrative Support of Data
Management & Security
Why Data Management?
• Data that are:– Well-organized
– Verified for accuracy and validity
– Secure
– Documented
– Preserved
– Accessible
• Results in: – High quality data
– Data that is easy to share and re-use
– Visibility and credibility for the researcher
– Cost-savings to institutions and funders
Adapted from:
https://www.dataone.org/education-
modules
Government Mandates
October 1, 2003: NIH applications over $500,000 required a DMP or state
why it was not possible.
January 18, 2011: NSF required all grant applications to submit a two
page DMP
December 2011: Research Works Act (RWA)
February 2012: Federal Research Public Access Act (FRPA)
May 2012: “Require free access over the internet to scientific journal
articles arising from taxpayer funded research” petition
February 2013: OSTP Memorandum
May 2013: White House Executive Order 13642
February 2015: HHS releases plans to comply with 2013 memorandum
The Research Life CycleData Management is best integrated into the research project
from the start of project conceptualization.
image source: UC Irvine Library
http://previous.lib.uci.edu/dss/images/lifecycle.jpg
Key Facets of Data Management
• Collection
• Ownership
• Storage
• Preservation & Access
• Sharing & Metadata
• Risk Management
Data Collection
• What and how much data will be collected?
• What data formats and applications will be used?
• How will relevant data be identified for analysis?
• Will data will be discarded? How long will datasets be maintained?
• How will data be protected to insure accuracy?
Data Ownership
• Typically, the university owns data generated in research.
• Use of Secondary Data from other projects or researchers may require documentation of permission to use.
• Some projects require the execution of a Data Use Agreement that specifies requirements for securing data and/or preserving subject confidentiality.
Data Storage
• What resources will be used to capture, protect and store findings?
– During Data Collection
– During Analysis
– For long term storage
• What resources are planned for curating, preserving and sharing of final research data sets?
Data Preservation & Access
• How will data be organized to ensure it is understandable over time?
• How will the data be protected against loss?
• How long will the research findings be preserved?
• Plans for ultimate disposition of data?
Data Sharing, Metadata Standards
• How will the project comply with funder or project mandates to share data?
• Does the data require de-identification or anonymization to protect human subjects?
• How will you describe the data so that it is meaningful to subsequent users? Metadatastandards will vary by discipline.
Risk Management
All of the facets of Data Management contribute to a well run research project that yields valid results.
So what are the major risks?
• Malevolence
• Misunderstanding requirements
• Carelessness
16
But What Can Go Wrong? Managing Risk
Risks Associated with Research Data
• Confidentiality
• Integrity
• Availability
• Privacy
• Legal, Regulatory and Contractual
• Human
Data Management Planning
The Data Management Plan is a brief (typically two-page) document that should demonstrate a clear understanding of and plan for the acquisition, management and sharing of data.
Creating a good DMP requires an assessment of the tasks and resources required to manage the data used and generated by the research process.
Getting Started With Data Management
• Data Management Begins Before the ResearchThe time to consider how to collect, protect and preserve data is early in
the proposal development process, and integrate it into the planning of
the research workflow.
• Review Funder Data Management Requirements
– By Directorate or Program
– Specific Solicitation Requirements .
• UD Online & Personal Resources
– Research Office
– University Library
– Information Technology Organizations
Support for DMP Preparation
The UD Research Office site offers web links to University and external content that is available to clarify Data Management requirements for your project.
University Librarians include Copyright, Data Management and Metadata experts who can work with you to review data management processes and requirements.
Morris Library Research Guide
for
Research Data Management
http://guides.lib.udel.edu/c.php?g=371489
DMP Tool
Watch a 90-second
animated video providing
a brief overview of
DMPTool, its basic
features and capabilities,
and why it's a valuable
application for researchers
from all disciplines.
ORCID (orcid.org)
Register to get your unique ORCID identifier
ORCID provides a persistent digital identifier that distinguishes
you from every other researcher and, through integration in key
research workflows such as manuscript and grant submission,
supports automated linkages between you and your
professional activities ensuring that your work is recognized.
The goal is to prevent research ambiguity and distinguish one botanist names James
A. Cook from another.
1. My Dashboard is your best
starting point for managing your
DMPs. From here you can get an
overview of all your DMPs.
2. My DMPs lists of all your DMPs,
noting which you own, co-own, and
their status.
3. Create New DMP allows you to
start from a template or you can
copy an existing DMP.
4 My Profile is where you can update your personal information, including your ORCID. You can also modify your notification preferences.
1. DMP Preview button opens a new
window and displays the contents of
your entire DMP. You can click this
at anytime to preview your plan. Be
sure to click “Save Response”
before clicking DMP Preview.
2. DMP Preview displays your entire
DMP, including section headers and
your responses.
3. Export or Print your plan as PDF
or DOCX format, or print your plan.
4. While in DMP Preview, you must
click “Done” to change your DMP
status to ‘Completed’. If your
organization has set up a “Review”
process, you will instead see a
“Submit for Review” button. Note:
you can always come back and
change or add information by
clicking on DMP Overview or DMP
Details in the navigation.
Specialized UDel IT Resources…Campus IT Research Computing Technical staff are available to identify available campus resources for data storage, analysis, security and preservation.
UDEL IT Security OfficeThis group can review your IT Security Plans, verify compliance with technical specifications of a Data Use Agreement, and facilitate a Compliance and Risk Study of unit processes.
The Administrator’s Role
• NSF? Verify that a DMP is included in the Proposal.
• NIH? Verify that a Data Sharing Plan is included
• IRB? Proposals that require IRB review may benefit from an IT security review as well.
• Projects that involve a Data Use Agreement might warrant an IT security consultation.
Campus Contacts
Research OfficeAletia MorganInstitutional Data [email protected]
Maria PalazuelosDirector, Research [email protected]
LibraryTom MelvinReference [email protected]
Information TechnologyAnita SchwartzScientific Application [email protected]
Karl HasslerDir, IT Security Policy & [email protected]