1. MANAGING YOUR RESEARCH DATA: PLANNING TO SHARE ……………………………………………………………………………………………………………………………….…………………………….. ……………………………………………………………......…... RESEARCH DATA MANAGEMENT TEAM UK DATA ARCHIVE UNIVERSITY OF ESSEX ……………………………………………….……………………. MANAGING YOUR RESEARCH DATA: PLANNING TO SHARE: WEBINAR FOR OPEN EXETER 24 OCTOBER 2012

2. 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

3. 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

4. UK DATA ARCHIVE ……………………………………………………………………………………………………………………………….………………………….. ……………………………………………………………………………………………………………………………………………………….……....… RESEARCH FUNDER POLICIES Research Councils UK Common Principles on Data PolicyResearch 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

5. 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

6. UK DATA ARCHIVE ……………………………………………………………………………………………………………………………….………………………….. ……………………………………………………………………………………………………………………………………………………….……....… QUESTION: DM PLANS WHO HAS COMPLTED ONE OF THESE PLANS? Let’s hear your own experience at the end

7. UK DATA ARCHIVE ……………………………………………………………………………………………………………………………….………………………….. ……………………………………………………………………………………………………………………………………………………….……....… THE LIFE OF RESEARCH DATA A research ‘dataset’ has a longer lifespan than the research project that created it

8. 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

9. 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

10. 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

11. UK DATA ARCHIVE ……………………………………………………………………………………………………………………………….………………………….. ……………………………………………………………………………………………………………………………………………………….……....… EXAMPLE: HEALTH AND SOCIAL CONSEQUENCES OF THE FOOT AND MOUTH DISEASE EPIDEMIC IN NORTH CUMBRIA, 2001-2003 (SN5407) Transcripts and recordings archived at UKDA (RTF, MP3) Catalogue record created User guide created Data archiving discussed with participants. Consent to archive transcripts and recordings obtained Interviews transcribed Diaries transcribed (MS Word) Data re-used in study: ‘Assessment of Knowledge Sources in Animal Disease Control’ Transcripts and user guide available from UKDA Research design Consent for participation & primary data use Participants keep diaries Interviews recorded

12. 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 bone data from archaeological sites in England Measurements & analyses of bone fragments

13. 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?

14. UK DATA ARCHIVE ……………………………………………………………………………………………………………………………….………………………….. ……………………………………………………………………………………………………………………………………………………….……....… QUALITATIVE STUDY Data listing provides an at-a-glance summary of data collection

15. 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?

16. 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 BlogLilysussman’s Blog

17. UK DATA ARCHIVE ……………………………………………………………………………………………………………………………….………………………….. ……………………………………………………………………………………………………………………………………………………….……....… DATA INFERNO What if this was your university, your office? Source: University of Southampton, School of Electronics and Computer Science

18. 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?

19. UK DATA ARCHIVE ……………………………………………………………………………………………………………………………….………………………….. ……………………………………………………………………………………………………………………………………………………….……....… ENCRYPTING DATA FREE TOOLS OUT THERE TO HELP

20. UK DATA ARCHIVE ……………………………………………………………………………………………………………………………….………………………….. ……………………………………………………………………………………………………………………………………………………….……....… CAN YOU UNDERSTAND/USE THESE DATA? SrvMthdDraft.doc SrvMthdFinal.doc SrvMthdLastOne.doc SrvMthdRealVersion.doc

21. 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 number e.g. FoodInterview_1_draft; FoodInterview_1_final; BGHSurveyProcedures_00_04

22. 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?

23. 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?

24. 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?

25. 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

26. UK DATA ARCHIVE ……………………………………………………………………………………………………………………………….………………………….. ……………………………………………………………………………………………………………………………………………………….……....…

27. UK DATA ARCHIVE ……………………………………………………………………………………………………………………………….………………………….. ……………………………………………………………………………………………………………………………………………………….……....… CONTACT UK DATA ARCHIVE UNIVERSIY OF ESSEX WIVENHOE PARK COLCHESTER ESSEX CO4 3SQ ……………………….………………. T +44 (0)1206 872140 E: datasharing@data-archive.ac.uk W: www.data-archive.ac.uk ……………………….………………..