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Researcher practice in data managementMargaret Henty

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Data management – what is it? Data management is a broad catch-all term used by

different people in different contexts. It can be used to describe a variety of activities such as: Data storage, Data curation, Data preservation, Database design, Data modeling and more.

Sometimes it can be used to refer to data management policy and sometimes to the practice of data management.

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Data management for the researcher All those activities which a researcher can

undertake to organise and manage their data to facilitate their own research, and to provide a foundation for the longer-term sustainability of

the data

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Archiving – different views

The archivist’s view not all materials are kept in perpetuity, but may be subject

to disposal according to defined protocols and schedules The sociologist’s view

the collection, storage, and preservation of data The computer science view

A repository for information that the user wishes to retain, but without requiring immediate access

16.3%

82.3%

1.5%

Yes No No response

Do you have a research data management plan?

Investigating Data Management Practices in Australian Universities – Margaret Henty, Belinda Weaver, Stephanie Bradbury and Simon Porter, APSR, 2008. http://www.apsr.edu.au/orca/investigating_data_management.pdf

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Sharing data

I readily share data with colleagues or students working on same or related project on an informal case by case basis. I would like to have access to an area where I could put data files for access and download by colleagues. Sending large files via email is not really possible, and sending data on CDs is also very time-consuming, especially with large files. I would very much welcome a solution to this problem that doesn't cost an arm and a leg to the researcher or school.

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What is digital curation?

“The activity of managing the use of data from its

point of creation to ensure it is available for discovery and re-use in the future.”

(UK Digital Curation Centre)

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Important curation boundaries Data management plan marks beginning of data

life cycle Collaboration—sharing data with other

researchers Publication—releasing data into the public domain

Potential for cross-disciplinary use Need for additional metadata

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Data curation continuum

Initially, much data, little metadata, managed privately by researcher (ideally in accordance with data management plan)

Gradual change process Finally, selected data collections, well described

and managed in institutional repositories Researcher has critical role

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In summary

Researcher curation decisions affect long term access to data and re-use of data

Help with these decisions and metadata creation needed all through data lifecycle, not just at the end

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Why bother with a data management plan?

meeting obligations efficiency protection quality exposure avoiding catastrophe

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Creating a data management planThe introduction

About the project Owners and stakeholders The aims of the research

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Re-using and creating data Survey of existing data you might use

Can you get access? Under what conditions?

Data to be created Describe in detail the different forms

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Copyright, IP and other legal issues Copyright and IP

usually defined by your employer will the data be created in Australia or overseas? will the research project involve partners from other

institutions, Australian or otherwise? who will own the data? how will the data be licensed?

Ethical and policy issues

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Access and security Will others have access to the data during the life

of the project? Inside your institution or externally? As part of the research team? On open access?

How will their access by yourself and others be controlled? Internally and externally

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File formats What’s the problem?

Durability Proprietary vs. open access Degradation Compression Standards, within your discipline and more broadly Compatibility with collaborators Choosing the right one

Planning implications Get it sorted before you start

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Documentation & record keeping Data asset inventory File naming protocols Metadata standards Contextual information Protocols used Criteria for quality assurance Software used Lab notebooks

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Metadata (1) The term metadata refers to information used to

describe items and groups of items. It is data about data. It can be used to describe physical items as well as

digital items. It provides meaning and context.

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Metadata (2) Types

Descriptive Technical Access or rights Preservation

Standards Disciplinary and other Vocabularies Ontologies

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Data organisation How will you name your data files?

How will you organise your data into folders?

How will you manage transfers and synchronisation of data between different machines?

How will you manage collaborative writing with your colleagues?

How will you keep track of the different versions of your data files and documents?

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Bibliography management What bibliographic management tools will you

use? How will you share references with the other

members of your group?

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Short term storage and backup Where to store?

Know your institution Know your faculty/school

How to back up? How much is enough?

Don’t forget your non-digital data

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Retention and disposal Longer-term retention

‘The institutional policy on the secure and safe disposal of primary materials research data must be followed’ (Code)

Is recommended by ANDS in order to encourage data sharing and re-use

Is recommended where the data has intrinsic properties which make it unique

May be affected if data is not properly managed from the outset

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Responsibilities Who is responsible for each part of the plan? Who is responsible for

Approval of the plan? Modification and review? Storage of the plan?

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BudgetOnce the plan is complete you are in a position toestimate any costs for which you may be responsibleDocumentation and metadataEquipment and softwareStorage…?

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Thank you!