Services, policy, guidance and training: Improving research data management at one institution

Robin Rice,[object Object],Data Librarian, University of Edinburgh,[object Object],IASSIST 2010, Ithaca, New York,[object Object],Services, policy, guidance and training: Improving research data management at one institution,[object Object]

The more things change…,[object Object], Improving best practice in research data management is really about culture change. ,[object Object], (What’s a librarian doing trying to change academic culture?),[object Object], Indigenous artwork and poetry in the information centre at Petroglyphs Provincial Park, Ontario, Canada. CC-attribution license, zayzayem (flickr),[object Object]

Overview,[object Object],Data Library service at UoE,[object Object],Recent projects and why they pointed us towards Research Data Management (RDM),[object Object],DISC-UK DataShare,[object Object],Data Audit Framework Implementation ,[object Object],Developing guidance in RDM,[object Object],Developing policy in RDM,[object Object],Developing training in RDM,[object Object]

EDINA and Data Library at UoE,[object Object],Data Library established out of the Program Library Unit in early 1980s to provide access to data on mainframes, e.g. 1981 population census data. Was part of Computing Service, now in Information Services.,[object Object],Part of long tradition of sharing machine-readable data for secondary analysis in the social sciences,[object Object],Became a national data centre as EDINA in 1993 - data library continues University remit,[object Object],celebrated 25th anniversary in 2008 with a few IASSIST notables and others,[object Object]

5,[object Object],EDINA and Data Library at UoE,[object Object],EDINA is a JISC-designated national academic data centre based at the University of Edinburgh. ,[object Object], ‘Our mission is to ‘enhance the productivity of research, learning and teaching’ across all universities, research institutes and colleges in the UK. ,[object Object], ‘We do this by delivering first-rate online services … [for bibliographic, geographic and multimedia data] and by carrying out successful R&D projects.’ ,[object Object]

6,[object Object],Edinburgh Data Library services … distilled,[object Object],Finding…,[object Object],“I need to analyse some data for a project, but all I can find are published papers with tables and graphs, not the original data source.”,[object Object],Accessing …,[object Object],“I’ve found the data I need, but I’m not sure how to gain access to it.”,[object Object],Using …,[object Object],“I’ve got the data I need, but I’m having problems analysing it in my chosen software.”,[object Object],Managing …,[object Object],“I have collected my own data and I’d like to document and preserve it and make it available to others.”,[object Object],Teaching …,[object Object],“I need a dataset that teaches X to my students.”,[object Object]

7,[object Object],A forum for data professionals working in UK Higher Education who specialise in supporting staff and students in the use of numeric and geo-spatial data. ,[object Object],DISC-UK’s aims are -,[object Object],Foster understanding between data users and providers ,[object Object],Raise awareness of the value of data support in Universities ,[object Object],Share information and resources among local data support staff ,[object Object]

8,[object Object],DISC-UK has completed a JISC-funded repository enhancement project (March 07 - March 09) with the aim of “exploring new pathways to assist academics wishing to share their data over the Internet” (hint: repositories!),[object Object], With three institutions taking part – the Universities of Edinburgh, Oxford and Southampton – a range of institutional data repositories and related services have been established.,[object Object], The project was led by the JISC-funded national data centre, EDINA, at the University of Edinburgh, which also runs the University’s Data Library service.,[object Object]

9,[object Object],Project Keywords,[object Object],“Live” cloud tag at http://www.disc-uk.org/collective.html based on social bookmarks,[object Object]

Services, policy, guidance and training: Improving research data management at one institution

11,[object Object],Benefits to data deposit in an IR,[object Object],The repository submission process can guide the researcher through the process of data description to create a formal record of the dataset.,[object Object],IRs provide a suitable deposit environment where funders mandate that data must be made publicly available.,[object Object],Deposit in an IR provides researchers with reliable access to their own data for future use.,[object Object],Deposit of data in an IR, in addition to publications, provides a fuller record of an individual’s research. ,[object Object],Metadata for discovery and harvesting increases the exposure of an individual’s research within the research community.,[object Object]

12,[object Object],Benefits to data deposit in an IR,[object Object],Where an embargo facility is available, research can be deposited and stored until the researcher is ready for the data to be shared.,[object Object],Where links are made between source data and output publications, the research process will be further eased.,[object Object],Where the Institution aims to preserve access in the longer term, preservation issues become the responsibility of the institution rather than the individual.,[object Object],Time-stamps on submissions provide researchers with proof of the timing of their work, should this be disputed.,[object Object],Gibbs, H. (2007). DISC-UK DataShare: State-of-the-Art Review,[object Object]

Enter Data Audit Framework,[object Object],Recommendation to JISC:,[object Object], “JISC should develop a Data Audit Framework to enable all universities and colleges to carry out an audit of departmental data collections, awareness, policies and practice for data curation and preservation.” ,[object Object],Liz Lyon (2007). Dealing with Data: Roles, Rights, ,[object Object],Responsibilities and Relationships,[object Object]

Data Audit Framework (DAF) Projects 2008,[object Object],JISC funded five six-month projects: ,[object Object],DAF Development (DAFD) Project, led by Seamus Ross (Director), Sarah Jones (Project Manager) HATII/DCC, University of Glasgow,[object Object],Four pilot implementation projects:,[object Object],King’s College London,[object Object],University of Edinburgh,[object Object],University College London,[object Object],Imperial College London,[object Object],Two more conducted by DataShare partners, the Universities of Oxford and Southampton, as added deliverables,[object Object]

See www.data-audit.eu,[object Object],DAF project reports available (findings),[object Object],Appendices with questionnaires, interview schedules, etc,[object Object],Methodology document ,[object Object],Online tool ready for others to conduct data audits,[object Object]

Methodology,[object Object],Based on Records Management Audit methodology. Five stages:,[object Object],Planning the audit;,[object Object],Identifying data assets;,[object Object],Classifying and appraising data assets;,[object Object],Assessing the management of data assets;,[object Object],Reporting findings and recommending change.,[object Object]

Findings from 5 DAF ‘case studies’,[object Object],Inadequate storage space (reliable, regularly backed up, secure, easily accessible),[object Object],Lack of awareness and understanding of research data management,[object Object],Lack of formal research data management plans,[object Object],Demand for training in research data management and curation,[object Object],Lack of good practice guidance and advice from support services as and when needed,[object Object],Lack of clarity about roles and responsibilities for research data management by University research staff,[object Object]

Web Guidance for Researchers,[object Object],http://www.ed.ac.uk/is/data-management,[object Object],Subliminal message: Deposit Your Data!,[object Object]

Towards a University Data Policy,[object Object],Ownership and intellectual property rights of research data assets produced by research staff and students should be clarified, including multi-institutional collaborations.,[object Object],Development and compliance with data management plans and procedures should be implemented at college, school, research unit and individual project level. These should include:,[object Object],the allocation of appropriate roles and responsibilities,[object Object],documentation/metadata to an identified mininimum standard,[object Object],arrangements for access and re-use,[object Object],legal compliance.,[object Object],storage and backup procedures including provision for business continuity arrangements.,[object Object],Data upon which research outputs are published should be retained by the institution for sufficient time to allow reference.,[object Object]

Towards a University Data Policy,[object Object],Guidance on the assignment of retention periods for research data should be made available by the University.,[object Object],Support and advice should be provided for researchers who wish to have their research data curated either after the recommended retention period, after the close of the research project, or when the researcher leaves the institution.,[object Object],A formal procedure for data transfer should be developed for when staff and students leave the institution.,[object Object]

Research Data MANTRA (MANagementTRAining),[object Object],Proposal to JISC, May 2010 ,[object Object],The project will be a partnership between Information Services, the Institute of Academic Development, the Graduate Schools of Social and Political Science and GeoSciences along with the Clinical and Health Psychology Professional Doctorate in the University of Edinburgh. ,[object Object],Online learning materials in research data management will be created which are grounded in the best practice of the respective disciplines, provide examples based on video interviews of senior researchers, and provide interactive components for postgraduate students, including data handling exercises in four software analysis packages. ,[object Object], The resulting materials will be embedded in the three participating postgraduate programmes, ported into a University VLE for use by all postgraduate and early career researchers and deposited with an open license in JorumOpen.,[object Object]

How to effect culture change??,[object Object],CC-attribution license, mayorkoch (flickr),[object Object]

Services, policy, guidance and training: Improving research data management at one institution

Services, policy, guidance and training: Improving research data management at one institution

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Services, policy, guidance and training: Improving research data management at one institution