6/19/2012

1

IT Services

Research Data Management Policies – the tale of one institution’s journey

to ratification.

Funded by the

+ University of ManchesterContribution

Mary McDerby

Overview

• The University of Manchester

• Research Data Management at Manchester

• The MaDAM Project

• The MiSS Project

• The Policy

The University of Manchester

Facts and figures – 2010:

• Four Faculties – 20

Schools plus 100s of

specialist research

schools

• 5000+ research staff

• 3500+ postgraduate

research students

• £279.4m external

research funding

6/19/2012

2

Research Data Management at Manchester – in the beginning their was MaDAM

Image: http://my.opera.com/aeronoors/blog/

Image: http://hereticalnotions.com

Why?Funder Mandates on Retention

Reputational DamageWasted ResourcesPublication PoliciesRisk of data loss

Inconsistent ad hoc data management solutions available within the user community

Image: http://digestingthefat.blogspot.com

6/19/2012

3

Users report multiple copies of data, difficult to track down the right version

Image: http://blog.holidayextras.co.uk

Much use of portable devices for transfer, storage and sharing

Image: http://kingsenglish.info

Decentralised and fragmented storage

Image: http://ourlittlecornerofparadise.blogspot.com

6/19/2012

4

Backup policies not always in place

Image: http://www.mjscomputers.net

Limited means of disseminating data

Image: http://www.webmartuk.com

No archiving policies to support long-term curation

Image: http://www.agf.gov.bc.ca

6/19/2012

5

MaDAM Pilot: Research Data Management

Web Explorer

Project/“Folder” Data Context Sensitive Actions

“Folder” Contents

Bulk Downloads

The MiSS Project

• £1 million investment, £250K of which is funded by JISC.

• £750k University investment comprises staff time and £245K equipment investment

• Transition from pilot to sustainable service

Image: http://www.time-management-central.net/

Where to start?

• Individual funders policies

• University of Manchester

Policies

• RCUK 7 Common

Principles on Data Policy

• Digital Curation Centre

resources – links to other

policies

• Academic Champion

• We wanted something clear

and simple

6/19/2012

6

The Policy – Clear ownership and responsibilities

1. The University endorses the RCUK Common Principles on Data Policy and requires all its

staff and students to adhere to them, as well as taking into account any other research data

management requirements that may apply

2. The University recognises its responsibility to support good research data management

practice, and will provide appropriate support services and guidelines (Guidelines) for

researchers.

3. All Relevant Data, and the intellectual property rights therein, are subject to the University’s

intellectual property policy (Intellectual Property Policy). They are generally the property

of the University (and/or, where relevant, a subsidiary company), unless agreed otherwise

e.g. in relation to commercially sensitive data that are subject to a third-party agreement.

4. Where the nature of a Relevant Project is such that the ownership of Relevant Data might

be ambiguous – for example, in a multi-partner collaboration – it is the responsibility of the

Principal Investigator to ensure that the ownership of, and intellectual property rights in, all

data are agreed formally in advance, paying due regard to the University’s intellectual

property policy, and relevant third-party agreements.

The Policy – Data Management Planning

5. Every Relevant Project initiated following the adoption of this Policy must have a

research data management plan (Research Data Management Plan), which

follows Guidelines, and addresses the arrangements for research data management

throughout the project life-cycle. Unless agreed otherwise, the plan must respect

the research data management policies of the funder(s) and of any other interested

parties. It is the responsibility of the Principal Investigator to ensure that the

Research Data Management Plan is created, recorded by the University, adhered

to and updated as necessary throughout the project lifecycle.

The Policy – Where can data be stored?

6. Relevant Data must be stored in a way that follows Guidelines and ensures

appropriate security and integrity of the data, compliance with confidentiality

undertakings and data protection law, and respect for ownership and intellectual

property rights. Where Relevant Data is stored outside the direct control of the

University, details must be recorded in the Research Data Management Plan, and

it is the responsibility of the Principal Investigator to use their best endeavours to

ensure that equivalent standards apply.

6/19/2012

7

The Policy – Discoverability and Re-use (Metadata)

7. All Relevant Data must be associated with metadata which meets minimum

standards set out in Guidelines, and is sufficient to enable other researchers to

understand how it was created or acquired, and, if it is to be made openly available,

to discover it and assess its reuse potential.

The Policy – Retention Periods

8. Relevant Data that are likely to have long-term value, including data that

substantiate research findings or represent records of the University, must be

preserved and curated, following Guidelines, for as long they remain of value, and

for at least any period stipulated by the funder or other relevant authority.

The Policy – Openness and Publishing

9. The University expects its researchers to make Relevant Data openly available to other researchers in a timely way, with as few restrictions as possible. It is recognised that some restrictions may be necessary, e.g. to protect intellectual property, respect confidentiality, or honour third party agreements, but these should be minimised as far as is practicable. It is also recognised that it may be appropriate to allow a limited period of privileged access to the data for the research team that acquired or created it.

10. Where Relevant Data are made openly available, it is the responsibility of the Principal Investigator to ensure compliance with all relevant legal and other requirements including: ethical approvals and consents, the rights of data subjects, the 1998 Data Protection Act, intellectual property rights and agreements and any other confidentiality agreements.

11. Where Relevant Data are used to underpin published research, but there is good reason for the data not to be made openly available, it is nevertheless expected that researchers will normally make all relevant data and related materials available to other researchers or interested parties for the purpose of verifying the integrity of the research, subject, where necessary, to suitable restrictions and confidentiality undertakings. Published research should always include information on how to access the supporting data. Users of third party research data should acknowledge the sources of their data and abide by the terms and conditions under which they are accessed.

6/19/2012

8

The Policy – the gentle reminder…

12. This Policy should be read in conjunction with the University’s Code of Good

Research Conduct which sets out the University’s overarching policy framework

for good research practice, including the management of research data.

Research Data Management Policy

• Was ratified on 16th May 2012• The ratification path:

– University Research Group– Research Support Group– Consultation Period– Planning and Resource

Committee– Senate– Board of Governors

Image: http://www.adcet.edu.au

Many Thanks!

MiSS

www.manchester.ac.uk/miss

Mary McDerbymary.mcderby@manchester.ac.uk

Project Team

MeRC : Meik Poschen, Rob Procter

IT Services: Robin Pinning, Mary McDerby (Project Manager)

UoM Library : Jon Besson, Phil Butler, Lorraine Beard (Principal Investigator)

Project Sponsor

Jan Wilkinson (UoM Library)