1. Data Management Plans JENNIFER L. THOEGERSEN, DATA CURATION LIBRARIAN NURAMP WORKSHOP SERIES OCTOBER 8, 2015

2. 2 Jenny Thoegersen, Data Curation Librarian University of Nebraska-Lincoln Libraries jthoegersen2@unl.edu

3. Agenda Data Management Definition Importance Overview of Data Management Plans (DMPs) Components of a DMP Library Services DMP Activity 3

4. Acronyms DMPData Management Plan PIIPersonally Identifiable Information DOIDigital Object Identifier ARKArchival Resource Key URNUniform Resource Name PURLPersistent Uniform Resource Locator CSVComma-Separated Values TIF/TIFFTagged Image File (Format) XMLeXtensible Markup Language UNLDRUNL Data Repository and Registry 4

5. Definition "Data Management is the process of controlling the information generated during a research project“ Penn State University Libraries 5

6. Importance 6 Funding Security Validity Publishing.

7. Journal Data Archiving Policy (JDAP) “…requires, as a condition for publication, that data supporting the results in the paper should be archived in an appropriate public archive…” 7 Dryad (2014-04-04). “Joint Data Archiving Policy (JDAP).” http://datadryad.org/pages/jdap http://datadryad.org/pages/jdap

8. JDAP Journals The American Naturalist Biological Journal of the Linnean Society Biology Letters BMC Ecology BMC Evolutionary Biology BMJ BMJ Open Ecological Applications Ecological Monographs Ecology Ecosphere Evolution Evolutionary Applications Frontiers in Ecology and the Environment Functional Ecology Genetics Heredity Journal of Applied Ecology Journal of Ecology Journal of Evolutionary Biology Journal of Fish and Wildlife Management Journal of Heredity Molecular Biology and Evolution Molecular Ecology and Molecular Ecology Resources Nature Nucleic Acids Research Paleobiology PLOS Science 8

9. DMPs for Proposals Follow guidelines provided by granting agency, directorate, division, and solicitation Keep the plan clear, complete, and concise Refer back to the project proposal, if necessary Start early! Recheck requirements for changes 9

10. NSF Basic DMP Requirements 1.Types of data 2.Standards for data and metadata 3.Policies for sharing and protection 4.Provisions for re-use 5.Plans for preservation 10 From the Grant Proposal Guide (http://www.nsf.gov/pubs/policydocs/pappguide/nsf13001/gpg_2.jsp)

11. Data Management Components 11 Planning Data Metadata Storage & Backup Preservation & Sharing Legal & Ethical Issues

12. Data Include ALL data to be produced/used in project Explicitly match data types to format Consider open, widely-used formats for sharing/preservation http://en.wikipedia.org/wiki/Open_format Library of Congress Formats Recommendations http://www.loc.gov/preservation/resources/rfs/TOC.html 12

13. Examples of Open Formats CSV XML tar HTML PNG FLAC MKV 13 Plain text ePub LaTex JSON OpenDocument PDF/A

14. Metadata Provides contextual and descriptive information Aids in discovery Should use standards, if possible http://www.dcc.ac.uk/ resources/metadata- standards 14 http://datadryad.org/resource/doi:10.5061/dryad.1321/1

15. DMP Example: Metadata The project will leverage existing metadata standards currently stored in Ecological Metadata Language (EML) format. We will add additional metadata entries for the arthropod community composition and arthropod stoichiometry; field notes taken during the time of collection will be recorded. Morpho software will be used to generate the metadata file in EML. We chose EML format for our metadata since it allows integration with existing NutNet data housed in the Knowledge Network for Biocomplexity (KNB) data repository. 15

16. Storage & Backup Identify where data will be stored during the project Specify access and security restrictions Explain how data will be backed up What data will be backed up? Where? How often? Make it clear that you will maintain at least 3 copies of your data at all times—1 should be remote 16

17. Backup 17 CopiesMedia Types Remote 3 2 1

18. Storage & Backup Options at UNL Departmental servers Box Personal computer External hard drives Holland Computing Center Nsave backup by ITS 18

19. Cloud Considerations Research data can be stored in the cloud Must be conscious of security, privacy, confidentiality, legal, and access issues HIPAA Export controls PII See box.unl.edu for details on allowable data 19

20. Ethical & Legal Considerations DMP must address whether there are any legal/ethical/IP considerations for data If human subjects, how will privacy be protected? Consider in terms of storage, access, and potential sharing State explicitly if not applicable 20

21. DMP Example: Legal & Ethical Considerations This study will only collect non-sensitive data. No personal identifiers will be recorded or retained by the researchers in any form. There are no copyright or licensing issues associated with the data being submitted. 21

22. Preservation & Sharing Identify what data will be preserved and shared, when, where and for how long May be able to embargo data for a time (usually 1-2 years) Data repositories are encouraged for preservation/sharing Use re3data.org to search for repositories in your discipline Consider cost, longevity, audience Popular repositories include ICPSR, Dryad, and Figshare 22

23. Data identifiers 23 “Message error 404” by Roberto Zingales, https://www.flickr.com/photos/filicudi/2891898817 (CC BY 2.0) Persistent identifiers assist in citation and long-term access Common systems include: DOI ARK URN PURL

24. DMP Example: Sharing The data being submitted will be made publicly available through the {} by {}. There will be no additional restrictions or permissions required for accessing the data. Findings will be published by the researchers based on this data; the estimated date of publication is {}. The specified embargo period associated with the data being submitted extends from the projected conclusion date for initial research until six months after projected publication date for the findings. The embargo will be lifted by {}. 24

25. DMP Example: Preservation The data collected during this study will be archived with { }. The data will be stored in a specific virtual archive and will be made publicly available through {}. This {} data archive is a well-established and trusted archive in the social science field. As a member of the Data Preservation Alliance for the Social Sciences (Data-PASS) and the Library of Congress National Digital Stewardship Alliance (NDSA) {} provides a strong archival and data distribution resource to the project. 25

26. Services at UNL Libraries Workshops Consultations UNL Data Repository & Registry 26

27. Potential Workshop Topics File organization Data management plans Storage and backup File formats Documentation and metadata Data repositories 27

28. Consultations Every Project Is Unique 28 By Muhammad Rafizeldi (MRafizeldi) [CC BY-SA 3.0 (http://creativecommons.org/licenses/by-sa/3.0)], via Wikimedia Commons

29. 29 Roche DG, Lanfear R, Binning SA, Haff TM, Schwanz LE, et al. (2014) Troubleshooting Public Data Archiving: Suggestions to Increase Participation. PLoS Biol 12(1): e1001779. doi:10.1371/journal.pbio.1001779 http://127.0.0.1:8081/plosbiology/article?id=info:doi/10.1371/journal.pbio.1001779 UNLDR Deposit inactive datasets Data can be private or public (with embargo if needed) Assign DOIs to public data Guarantee 20 years 50GB free for UNL researchers

30. Bach, Roger and Batelaan, Herman (2015): Electron Double Slit and Talbot-Lau Inteferometer. UNL Data Repository. Dataset. http://dx.doi.org/10.13014/K2RN35SZ

31. Data Management Plan Activity 31

32. 32 The grant solicitation will always include all of the guidelines for your data management plan.

33. 33 CSV, TIF, and XML are examples of open file formats.

34. 34 All NSF grant proposals require a data management plan or an explanation of why one is not necessary for the project.

35. 35 You should maintain at least 4 copies of your data at all times.

36. 36 UNL Libraries offer storage for active datasets.

37. 37 ITS can provide backup services for your desktop and laptop devices.

38. 38 DMPs should address any privacy, ethical, and intellectual property concerns relevant to the project data.

39. 39 Many journals require relevant data to be made publically available as a condition of publication.

40. 40 Metadata provides context for data and aids in its discovery.

41. 41 No research data should be stored in the cloud.

42. Review an NSF Data Management Plan Read through the DMP from a successful NSF Grant Proposal Consider: What was done well? Is there anything that was not done well? Discuss in groups 42

43. Resources Overview:unl.libguides.com/datamanagement Sample DMPs: go.unl.edu/sample_dmps UNLDR:dataregistry.unl.edu Email: jthoegersen2@unl.edu 43