1. The MEDIN “Data Clause” –Good data management is essential if data are to be re- useable. – Often data management is only considered as an afterthought, once the data have been collected, and inadequate resources are allocated Greater costs to source, reformat, reuse data Unnecessary expensive resurvey –MEDIN has developed a simple standard data clause that can be included within the tender process, or referenced at the planning stage, to ensure data management is properly planned

2. Good Data Management Practice –Establish a clear policy with regard to data ownership, licencing and access as they apply to individual data sets (aligned with national/international policies) –Do not “re-invent the wheel” Apply and document defined quality principles and accepted procedures during data collection and subsequent processing Prepare data according to accepted (published) guidelines/standards Generate and publish metadata records in a standardised (INSPIRE compliant) format. Preferably use the MEDIN Discovery standard –Ensure effective stewardship/archive/access preferably by lodging all marine data of long-term interest with DACs accredited by MEDIN, who will: Carry out quality assurance on collected data Provide secure long-term archival of data Apply auditable processes for long term custodianship and updating of data sets Have in place appropriate disaster planning provisions Manage access to these data according to owner’s specifications Raise awareness of data holdings – Make sure people know what is required and why Address these issues from the start, and not as an afterthought. NERC budgets for 5-10% project costs on data management.

3. The MEDIN “Data Clause” MARINE DATA ACQUISITION 1.In all cases, standards applied to data collection and analysis shall be the highest that it is practical to attain and appropriate to the use to which they will be put. 2.Recognised standards must be applied by the Contractor (tenderer) and agreed by the Client to the process of data collection and processing. 3.Metadata must be provided with each data set in accordance with ISO 19115 or other recognised standard as may be approved by the Marine Environmental Data and Information Network. (see separate guidance for source). 4.The long term archival of data sets must be ensured by depositing the data in an appropriate Data Archive Centre (with any reasonable costs incurred to be met by the Contractor (Tenderer) working to the standards established by the Marine Environmental Data and Information Network. 5.Ownership and copyright of data shall be agreed with the Client, and clearly stated in the contract. 6.The final report prepared by the contractor (tenderer) must include details about how this best practice has been undertaken and confirm that data have been submitted to the appropriate data archive centre.

4. FAQ’s Why is this clause necessary? Too much marine data has been lost in the past. This clause alerts potential contractors (tenderers), via the tender specification, to the best practice so that costs can be taken into account at the tender preparation stage. On acceptance of a tender, this then becomes a contractual commitment and a condition of payment. How much work will be involved for the tenderer? Effort from the tenderer will involve: identifying suitable standards and /or engaging experts to assess standards; defining metadata and data standards and formats. The client will check that the metadata have been generated and are available; confirm that all data have been lodged in a Data Archive Centre. The contractor (tenderer) may be required to report on how they have adhered to these terms of the contract. How will tenderers know what to do? By reference to appropriate standards and authorities. Guidance can be sought from MEDIN or appropriate agencies.

5. Guidance The clause is very general, potential contractors may find more specific guidance useful. PLEASE, contact MEDIN for help to “tune” the clause for the specific application, e.g. –Which data guidelines and formats are appropriate to the data types being collected. –What are the relevant quality control procedures. Note that some organisations (e.g. Channel Coast Observatory) are very specific about data format requirements, and access/licence conditions. Make the conclusion of all steps of data archiving a final condition of payment. FEEDBACK EXPERIENCE TO MEDIN