1. BEST PRACTICE FOR DATA SHARING …………………………………………………….................................................................................................... VEERLE VAN DEN EYNDEN …………………………………. UK DATA ARCHIVE UNIVERSITY OF ESSEX …………………………………. MURG WORKSHOP - CATAPULT CENTRES, LOCAL ENTERPRISE PARTNERSHIPS, DATA USAGE FOR RESEARCH LONDON, 28 SEPTEMBER 2012

2. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE OVERVIEW Sharing research data Policy context Universities’ responsibilities UK Data Archive Our best practice advice

3. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE DATA SHARING DRIVERS Research funder policies Publisher policies Demand from users Transparency and openness Maximise investment returns Research data available for: New research Scrutiny / duplication / validation Research visibility / impact

4. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE RESEARCH FUNDER DATA POLICIES Research Councils UK Common Principles on Data PolicyResearch Councils UK Common Principles on Data Policy (May 2011) 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. in accordance with relevant standards and community best practice metadata to make research data discoverable legal, ethical, commercial constraints on release of research data recognition for collecting & analysing data; limited privileged use acknowledge sources of data, intellectual contributions, terms & conditions use public funds to support the management and sharing of publicly-funded research data

5. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE RESEARCH FUNDER POLICIES Research Councils UK Policy on Access to Research Outputs Research Councils UK Policy on Access to Research Outputs (July 2012) peer reviewed research papers published in journals that are compliant with Research Council policy on Open Access include statement on how the underlying research materials such as data, samples or models can be accessed for publications submitted for publication from 1 April 2013

6. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE RESEARCH FUNDER DATA POLICIES UK Research Councils data sharing policy mandating or encouraging data sharing data management / sharing planning required award holders responsible for managing & sharing data fund support services and infrastructure e.g. ESDS / UK Data Service, NERC data centres, Relu-DSS, MRC-DSS Also Wellcome Trust, DFID, Cancer Research UK, British Academy, Nuffield Foundation, … have data sharing policies

7. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE EPSRC POLICY FRAMEWORK ON RESEARCH DATA Research organisations receiving EPSRC funding responsible (universities) publish metadata online, with DOI (digital object identifier) maintain data securely for 10 years roadmap for compliance May 2012 institutional policy implemented May 2015 papers to include statements on access to supporting data Influenced by FoI EPSRC Policy Framework on Research Data

8. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE RESEARCH FUNDER POLICIES - OTHER USA data sharing policies - NSF, NIH Europe data policy in planning for FP8 generally based on OECD Principles and Guidelines for Access to Research Data from Public FundingOECD Principles and Guidelines for Access to Research Data from Public Funding

9. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE JOURNAL / PUBLISHER DATA POLICIES data underpinning publication accessible upon request from author supplement with publication public repository mandated repository (e.g. PANGAEA – Elsevier) many top-rated science journals ( Science, Nature, J Evol. Biol...) have strong policies relating to data repositories which give dataset accession numbers e.g. GenBank, EMBL, DRYAD, TreeBASE citation via unique DOIs Survey of journal policies ongoing: jordproject.wordpress.com/ 2012/09/13/journal-research-data-policies-survey /jordproject.wordpress.com/ 2012/09/13/journal-research-data-policies-survey /

10. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE SHAREABLE RESEARCH DATA requires good data management practices to ensure high quality, accurate, well organised, accessible data with long-term validity

11. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE SHARED RESPONSIBILITY researchers – generate & manage data institution – supporting framework policies infrastructure tools guidance / training clarify roles & responsibilities !

12. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE WHAT CAN UNIVERSITIES DO Policy institutional data management / sharing policy ownership of research data (copyright, IPR) data storage, back-up, security data retention data stewardship when researchers leave Infrastructure institutional repository public data catalogue data storage, back-up,…..also long-term collaborative research spaces data security

13. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE WHAT CAN UNIVERSITIES DO Tools templates software Guidance / training data management training for research staff data management training for PhD students one-stop-shop data management portal data management planning ethical & legal context/procedures re. data sharing (DPA, FoI,….) data forum to exchange good practices between researchers data management planning costing data management/sharing for grants

14. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE curator of the largest collection of digital data in the social sciences and humanities in the UK enhance and provide access to data for research and teaching provide detailed user guides and documentation enable access to data via search, browse, download and online visualisation support researchers, data producers and data users partner on R&D data projects

15. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE SOURCES OF DATA government survey data individual academics - research grants (ESRC and BA funded) market research agencies public records and historical data international statistical time series qualitative, quantitative and cross- disciplinary data access to international data via links with other data archives worldwide 5000 datasets in the collection 230 new datasets each year over 22,000 registered users approx.60,000 downloads worldwide per year 3000+ user support queries

16. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE UK DATA ARCHIVE STRATEGIC GOALS promoting best practice in data curation raise standards in data management raise standards in data security drive archival innovation advance professionalization of data service infrastructures integrate these activities into the UK Data Service

17. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE support innovative, policy- relevant research support and improve data skills increase secondary data analysis manage change in attitudes to data access (open vs. secure) broaden Collections Development Strategy (new forms of data) deliver high quality data support innovative, policy- relevant research support and improve data skills increase secondary data analysis manage change in attitudes to data access (open vs. secure) broaden Collections Development Strategy (new forms of data) deliver high quality data UK Data Service Other data services Census Support Service UK DATA SERVICE

18. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE WE ENABLE DATA SHARING infrastructure, preservation, curation enable data discovery trust for sharing data best practice data management guidance

19. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE OUR DATA MANAGEMENT EXPERTISE Working with researchers around data sharing and data management Economic and Social Data Service - since 2003 Rural Economy and Land Use programme Data Support Service (Relu-DSS) – since 2005 Secure Data Service – since 2010 Data Management Planning for ESRC Data-rich Investments (DMP-ESRC) – 2010-2011 MRC Data Support Service project – since 2011 UK Data Service – from 2012 Contribute to ESRC & MRC Research Data Policy data management planning strategy guidance for applicants & reviewers

20. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE WHAT WE DO Needs evaluate existing practices engage with and advise researchers identify needs and obstacles to data sharing Solutions develop practical solutions and strategies to embed data management and sharing into research practices create tools and templates training, resources and bespoke advice for researchers, RECs, trainers,….

21. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE OUR RESOURCES Best practice guidance on managing and sharing research data (online and published guide) incl. training resources, examples, templates, tools, DM checklist

22. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE OUR DATA MANAGEMENT GUIDANCE planning for data sharing ethical and legal aspects of data sharing and re-use data copyright documentation and metadata to understand and use data data formats, formatting and quality control for long-term preservation storage and back-up of data and files security and controlled access to data strategies for research centres and large projects www.data-archive.ac.uk/create-manage

23. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE DATA ARCHIVE INFRASTRUCTURE Provide trust Enable and support ethical re-use of data advice for researchers and re-users check data do not breach DPA, confidentiality regulate access to archived data archived data NOT in public domain use of data for specific purposes only after user registration data users sign legally binding End User Licence – e.g. not identify any potentially identifiable individuals stricter access regulation for sensitive data e.g. approved researchers, data owner permission, secure access to data

24. ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………………………………………………………………………….…………………………..… UK DATA ARCHIVE CONTACT RESEARCH DATA MANAGEMENT SUPPORT SERVICES UK DATA ARCHIVE UNIVERSIY OF ESSEX WIVENHOE PARK COLCHESTER ESSEX CO4 3SQ ……………………………….…………. T +44 (0)1206 872001 E datasharing@data-archive.ac.uk www.data-archive.ac.uk/sharing