research data management for librarians at oxford brookes
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Research Data Management for librarians
Introductions
Introduce yourself and
your involvement with research data management at
Oxford Brookes so far
Research Data Demystified
What are research data?
http://www.youtube.com/watch?v=2JBQS0qKOBU
Video from DCC – first 3.10 minutes
Research lifecycle
Create
Document
Use
Store
Share
Preserve
Creating data: questions
What formats will you use?- determined by the instruments / software you have to use- common, widespread formats to enable reuse
How will you create your data? - What methodologies and standards will you use?- How will you address ethical concerns and protect participants?- Will you control variations to provide quality assurance?- What external data sets will you use? (See the BL Social Science Collection guide to Management and Business studies datasets)
Create
Different formats are good for different things- open, lossless formats are more sustainable e.g. rtf, xml, tif, wav - proprietary and/or compressed formats are less preservable but
are often in widespread use e.g. doc, jpg, mp3
May choose one format for analysis then convert to a standard format for preservation / sharing
Excellent guidance on creating data & managing ethics in:www.data-archive.ac.uk/media/2894/managingsharing.pdf
Creating data: advice
Create
Documenting data: questions
What information do users need to understand the data?- descriptions of all variables / fields and their values - code labels, classification schema, abbreviations list- information about the project and data creators- tips on usage e.g. exceptions, quirks, questionable results
How will you capture this?
Are there standards you can use?
DocumentCreate
• How will you move data around?
• What about the security of data?
• Is there an appropriate RDM system in place
Using data: questions
UseDocumentCreate
• Restrict access to those who need to read/edit data
• Consider the data security implications or where you store data and from which devices you access files
• Choose appropriate methods to transfer / share data• filestores & encrypted media rather than email & Dropbox
Using data: advice
UseDocumentCreate
Storing data: questions
What is available to you?
What facilities do you need?- remote access- file sharing with colleagues- high-levels of security
How will the data be backed up?
StoreUseDocumentCreate
Storing data: advice
Remember that all storage is fallible – need to back-up- keep 2+ copies on different types of media in different locations- manage back-ups (migrate media, test integrity)
Choose appropriate methods to transfer / share data- email, dropbox, ftp, encrypted media, filestore, VREs...
StoreUseDocumentCreate
Sharing data: questions
A Panda and Bear story about datasharing – http://www.youtube.com/watch?v=RVZbk3GEVSwDoes your funder expect you to share data?
Which data can be shared?
How will you share your data?
What do you get from sharing?- citations, recognition...
StoreUseDocumentCreate Share
Reasons to share dataBENEFITS Avoid duplication Scientific integrity More collaboration Better research More reuse & value Increased citation
9-30% increase depending on e.g. discipline (Piwowar et al, 2007, 2013)
DRIVERS Public expectations Government agenda Content mining
― http://www.jisc.ac.uk/news/stories/2012/03/textmining.aspx
RCUK Data Policy― www.rcuk.ac.uk/research/Pages/Data
Policy.aspx
Oxford Brookes Policy
Sharing data: advice
Where possible, make your data available via repositories, data centres
and structured databases
http://datacite.org/repolist http://databib.org/
RADAR: https://radar.brookes.ac.uk/
StoreUseDocumentCreate Share
Preserving data: questions
Are you required to preserve (or destroy) your data?
How will you select what to keep?
Is there somewhere you can archive your data?
How can you support the reuse of your data?
StoreUseDocumentCreate Share Preserve
Preserving data: advice
How to select and appraise research data:www.dcc.ac.uk/resources/how-guides/appraise-select-research-data
How to licence research datawww.dcc.ac.uk/resources/how-guides/license-research-data
How to cite datasets and link to publicationswww.dcc.ac.uk/resources/how-guides/cite-datasets
StoreUseDocumentCreate Share Preserve
Research Data Management
at Oxford Brookes
Sarah Taylor, Research Support Manager, RBDO
Where did we start?
Traditionally have had a very devolved set-up
Schools (as was) largely responsible for own data storage – some central provision but no consistency
Some subjects more experience in this area than others
Issues around hardcopy data and digital data – and the move from one to the other
Have a wide range of data – samples, artefacts, datasets, models, questionnaires, artworks etc etc
Why did we start?
(failed) JISC bid
Support from DCC
Centralisation of IT provision – establishment of OBIS
New Faculty structure with focus moved to subject disciplines (lots of Departments)
Central support functions all in Directorates
Acknowledgement of weakness in support in this area
What did we do?
Set up Steering Group (chaired by Pro VC, Research and Knowledge Exchange).
Agreed Research Data Management Policy in February 2013
Set up audit process – 2 Faculties already audited, remaining 2 being completed by May 2013 – which Rowena is going to talk about
Trying to work across support areas: RBDO, Learning Resources, OBIS
Set up webpages with ‘stuff’ – revising over summer 2013 Trying to use existing solutions – linking with Oxford JISC
projects (DataStage, DataFlow etc; Neurohub) Working with DCC on how to develop, pitfalls to avoid, kick-
off meetings for each of the audit processes
The business end.… What now?
Steering Group still meeting Research Data Management Policy supported by an
operational document Academic staff taking up instances of Neurohub at
Oxford Brookes Working with DCC on DMP Online for Oxford Brookes
– just about to test this with two researchers at Brookes who have received RCUK funding
Significant impact in terms of awareness-raising (not so sure on practice changing – but noises being made)
What about resources?
So far, no additional resource Audits done within existing workloads Policy developments, meetings with other
stakeholders done within existing workload Real willingness to see how what we already have
can be developed to provide better support Bought Converis – our CRIS system. Will use this or
our Repository to flag where completed research data sits
Will use our Repository to hold completed data if not held in national/international repository
Future scenario
Until December 2014, or later, no idea on money available for central support ie QR
Need Faculties to flag up needs in Strategic Planning round, to influence if money can be allocated for support in Directorates
Using and developing existing expertise (IT Business Partners; Subject Librarians; Research Managers; RBDO)
Will the technology save us?
Data Audit Framework – the story so far
October 2011 DCC consultancy starts
Faculty of Health and Life Sciences - ran a pilot for Digital Audit Framework (DAF)
January 2012 - DCC conducted introductory workshop – research staff, research support staff , librarians, OBIS business partners
March– June 2012 - 30 research active staff interviewed – different roles, different departments
Structured interview – results recorded on a google form – to investigate current research data management practice
Results – report
The PILOT Audit - How did we do it?
Team of interviewers – research support staff in faculty, Sarah Taylor from RBDO, RR, and 1 other.
• Associate Dean RKT gave us names of staff to be interviewed which were distributed amongst interviewers.
• Pre meeting with interviewers then left to setup meeting with researcher
• Once fixed a date – send out pre-interview information just to prepare them for the sort of questions we were going to ask
Structured interview – results recorded on a google form – to investigate current research data management practice
Results – report
Preparation
The Results
• Structured interview – recorded within Google form, Usually conducted in researcher’s office
The Interview
• Google can be exported to excel• Aim to genuinely help researchers
What do you see as the top 3 priorities for services that could help you benefit from more effective data management?
Policy / Guidelines on research data management? 38%
Training? 38%
Storage, backup and access services? 85%
Preservation, archiving and sharing 69%
Other 4%Note: People may select more than one checkbox, so percentages may add up to more than 100%.
Where are we now?
September – December 2012 – Faculty of Technology, Design and the Environment Introductory meeting facilitated by DCC for research staff and support staff. Invited subject librarians to come alongand get involved in interviewing4 subject librarians became interviewers, 2 OBIS, 2 from Faculty Research Support, Sarah and myself28 interviews conducted
January- June 2013 Faculty of Humanities and Social Sciences, Faculty of BusinessIntroductory meeting facilitated by DCC7 subject librarians
Thanks to all who have helped with interviews
What Next?
Data Audit FrameworkConsider output from interviews – July – Help needed
Ongoing involvement
Research Data Management Policy – what does it say?
RADAR – a place to signpost and store and make openly available research data
Communication – web pages – work with RBDO, DMP onlinehttp://www.brookes.ac.uk/res/support/staff/managing_data/index_html
Collaborating with OBIS – data storage and backup , Oxford University, DCC, - DMP online
Subject Librarians – a role for you?
Data Management Planning
Data Management Planning
DMPs are written at the start of a project to define:
What data will be collected or created?
How the data will be documented and described?
Where the data will be stored?
Who will be responsible for data security and backup?
Which data will be shared and/or preserved?
How the data will be shared and with whom?
Why develop a DMP?
DMPs are often submitted with grant applications, but are useful whenever researchers are creating data.
They can help researchers to: Make informed decisions to anticipate & avoid problems
Avoid duplication, data loss and security breaches
Develop procedures early on for consistency
Ensure data are accurate, complete, reliable and secure
Which funders require a DMP?
www.dcc.ac.uk/resources/policy-and-legal/ overview-funders-data-policies
What do research funders want?
A brief plan submitted in grant applications, and in the case of NERC, a more detailed plan once funded
1-3 sides of A4 as attachment or a section in Je-S form
Typically a prose statement covering suggested themes
Outline data management and sharing plans, justifying decisions and any limitations
Five common themes / questions Description of data to be collected / created
(i.e. content, type, format, volume...)
Standards / methodologies for data collection & management
Ethics and Intellectual Property(highlight any restrictions on data sharing e.g. embargoes, confidentiality)
Plans for data sharing and access (i.e. how, when, to whom)
Strategy for long-term preservation
A useful framework to get started
Think about why the questions are
being asked
Look at examples to get an idea of what to include
www.icpsr.umich.edu/icpsrweb/content/datamanagement/dmp/framework.html
Help from the DCC
https://dmponline.dcc.ac.uk
www.dcc.ac.uk/resources/how-guides/develop-data-plan
How DMPonline works
Create a plan based on relevant funder /
institutional templates...
...and then answer the questions using the guidance provided
Demo of DMPonline at OB
Exercise: DMP checklistImagine that you have been called in by a researcher for a meeting about writing a DMP. Go through DCC’s Data Management Plan checklist
What are the five things your researcher is going to have most difficulty with? Explain why you choose each item.
Tips to share: writing DMPs Keep it simple, short and specific
Seek advice - consult and collaborate
Base plans on available skills and support
Make sure implementation is feasible
Justify any resources or restrictions needed
Also see: http://www.youtube.com/watch?v=7OJtiA53-Fk
Supporting researchers with DMPs
Various types of support could be provided by libraries:
Guidelines and templates on what to include in plans
Example answers, guidance and links to local support
A library of successful DMPs to reuse
Training courses and guidance websites
Tailored consultancy services
Online tools (e.g. customised DMPonline)
Roles and Activities
Possible Library RDM roles Leading on local (institutional) data policy Bringing data into undergraduate research-based learning Teaching data literacy to postgraduate students Developing researcher data awareness Providing advice, e.g. on writing DMPs or advice on RDM within a project Explaining the impact of sharing data, and how to cite data Signposting who in the University to consult in relation to a particular
question Auditing to identify data sets for archiving or RDM needs Developing and managing access to data collections Documenting what datasets an institution has Developing local data curation capacity Promoting data reuse by making known what is available
RDMRose Lite
Learning material produced by RDMRose http://www.sheffield.ac.uk/is/research/projects/rdmrose
Activity 1.3.1 Potential RDM roles for LIS professionals
What could you do tomorrow? Which roles fit best with how you work now /
existing professional practices? Which roles might the library wish to avoid taking
on?
Sep-2012
Why should libraries support RDM?
RDM requires the input of all support services, but libraries are taking the lead in the UK – why?
― existing data and open access leadership roles
― often run publication repositories
― have good relationships with researchers
― proven liaison and negotiation skills
― knowledge of information management, metadata etc
― highly relevant skill set
How are libraries engaging in RDM?
Library
IT
ResearchOffice
The library is leading on most DCC institutional engagements.
They are involved in: defining the institutional strategy developing RDM policy delivering training courses helping researchers to write DMPs advising on data sharing and citation setting up data repositories ...
www.dcc.ac.uk/community/institutional-engagements
An exciting opportunity
Leadership Providing tools and support Advocacy and training Developing data informatics capacity & capability
“Researchers need help to manage their data. This is a really exciting opportunity for libraries….”
Liz Lyon, VALA 2012
Exercise: skills to support RDM Based on the activities we discussed earlier, consider who
may have relevant skills or expertise to share.
You have 15 minutesActivity Library IT Services
(OBIS)Research Support Other
Copyright
Data citation
Information literacyData storage
Digital preservationMetadata
Summary
Feedback
Has the event met your expectations?― If not, what would you have liked to see more / less of?
Was the content useful?
Did you like the mix of exercises?
AcknowledgementIdeas and content have been taken from various courses:
― Skills matrix, ADMIRe project, University of Nottinghamhttp://admire.jiscinvolve.org/wp/2012/09/18/rdmnottingham-training-event
― DIY Training Kit for Librarians, University of Edinburghhttp://datalib.edina.ac.uk/mantra/libtraining.html
― Managing your research data, Research360, University of Bathhttp://opus.bath.ac.uk/32296
― RDMRose Lite, University of Sheffieldhttp://rdmrose.group.shef.ac.uk/?page_id=364
― RoaDMaP training materials, University of Leedshttp://library.leeds.ac.uk/roadmap-project-outputs
― SupportDM modules, University of East Londonhttp://www.uel.ac.uk/trad/outputs/resources
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