This document summarizes a presentation about managing research data and planning for data sharing. It discusses obtaining informed consent from participants, using consistent file naming and documentation practices, securely storing and backing up data, and planning for long-term preservation and sharing of data according to funder policies. Tools and best practices are presented for writing effective data management plans and sharing data in a reusable format.
1. MANING YOUR RESEAERCH DATA:
PLANNING TO SHARE
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RESEARCH DATA MANAGEMENT TEAM
UK DATA ARCHIVE
UNIVERSITY OF ESSEX
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MANAGING YOUR RESEARCH DATA: PLANNING TO SHARE: WEBINAR FOR OPEN EXETER
24 OCTOBER 2012
3. AIMS OF THIS PRESENATATION
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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
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UK DATA ARCHIVE
4. RESEARCH FUNDER POLICIES
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• 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
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UK DATA ARCHIVE
5. ESRC DATA MANAGEMENT PLAN
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• 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
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UK DATA ARCHIVE
6. QUESTION: DM PLANS
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WHO HAS COMPLTED ONE OF THESE PLANS?
Let‟s hear your own experience at the end
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UK DATA ARCHIVE
7. THE LIFE OF RESEARCH DATA
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A research „dataset‟ has a
longer lifespan than the
research project that
created it
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UK DATA ARCHIVE
8. HOW TO MAKE YOUR DATA LIVE LONGER
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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
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UK DATA ARCHIVE
9. MORE PLANNING, BETTER DATA
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• 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
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UK DATA ARCHIVE
10. KEY DATA MANAGEMENT INTERVENTION POINTS
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Data formats,
data migration Sign off consent
form
Agree data &
metadata templates
Licensing, terms Shared data
and conditions for sharing protocols
sharing, formal
documentation
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Green and Gutmann, 2007 UK DATA ARCHIVE
11. EXAMPLE: HEALTH AND SOCIAL CONSEQUENCES OF THE FOOT AND
MOUTH DISEASE EPIDEMIC IN NORTH CUMBRIA, 2001-2003 (SN5407)
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Research design
Consent for participation
& primary data use
Data re-used in study: Participants keep diaries
Interviews recorded Interviews transcribed
‘Assessment of
Diaries transcribed
Knowledge Sources
(MS Word)
in Animal Disease
Control’
Data archiving
discussed with
Transcripts Transcripts and participants.
and user guide recordings archived Consent to archive
available from UKDA at UKDA (RTF, MP3) transcripts
Catalogue record and recordings
created obtained
User guide
created
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UK DATA ARCHIVE
12. EXAMPLE: WESSEX ARCHAEOLOGY METRIC PROJECT
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Metric animal bone
data from archaeological
sites in England
Measurements &
analyses of bone
fragments Data entered in
Data and info available
for download from ADS MS Excel &
MS Access database
Database preserved
as Oracle database and Data deposited with
as CSV data by ADS, Archaeology Data
with additional context Service
information
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UK DATA ARCHIVE
13. PLANNING: CONSENT
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• 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?
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UK DATA ARCHIVE
15. PLANNING: FORMATTING DATA
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• 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?
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UK DATA ARCHIVE
16. FIELDWORK FROM HELL
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“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
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UK DATA ARCHIVE
17. DATA INFERNO
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• What if this was your university, your office?
Source: University of Southampton, School of Electronics and Computer
Science
Source: University of Southampton, School of Electronics and Computer
Science
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UK DATA ARCHIVE
18. PLANNING: BACK-UP STORAGE & SECURITY
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• 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?
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UK DATA ARCHIVE
20. CAN YOU UNDERSTAND/USE THESE DATA?
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SrvMthdDraft.doc
SrvMthdFinal.doc
SrvMthdLastOne.doc
SrvMthdRealVersion.doc
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UK DATA ARCHIVE
21. PLANNING: DOCUMENTATION
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•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
number
e.g. FoodInterview_1_draft; FoodInterview_1_final;
BGHSurveyProcedures_00_04
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UK DATA ARCHIVE
22. PLANNING: DATA SHARING & ACCESS
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• 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?
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UK DATA ARCHIVE
23. PLANNING: COPYRIGHT
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• 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?
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UK DATA ARCHIVE
25. SOME TOOLS AND RESOURCES
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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
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UK DATA ARCHIVE
27. CONTACT
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UK DATA ARCHIVE
UNIVERSIY OF ESSEX
WIVENHOE PARK
COLCHESTER
ESSEX CO4 3SQ
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T +44 (0)1206 872140
E: datasharing@data-archive.ac.uk
W: www.data-archive.ac.uk
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UK DATA ARCHIVE
