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1. Plan ahead Managing needs Ethics Plagiarism Note-taking

2. Organizing your data Files Metadata RSS feeds Manage your email References Remote access Safekeeping

3. Preserving your data What to keep/delete Long-term storage

4. Market your data Reasons to share Reasons not to share How ?

G. Gabriel

LSC LibraryPocock House235 Southwark Bridge RoadLondon SE1 6NPlibrary@lsclondon.co.uk

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Library

Manage your data

What is data?

©EpicGraphic.com

Presentation Information Data Knowledge

The Royal Society. (2012). Science as an open enterprise. Available at www.oecd.org/sti/sci-tech/38500813.pdf (retrieved 18 October 2014).

What is data?

“’research data’ are defined as factual records (numerical scores, textual records, images and sounds) used as primary sources for scientific research, and that are commonly accepted in the scientific community as necessary to validate research findings. A research data set constitutes a systematic, partial representation of the subject being investigated.”

What is research data?

OECD. (2007). OECD Principles and guidelines for access to research from public funding. Available at

www.oecd.org/sti/sci-tech/38500813.pdf (retrieved 1 October 2014).

EMC. (2012). The digital universe: 50-fold growth from the beginning of 2010 to the end of 2020 [picture]. Available at http://www.emc.com/leadership/digital-universe/iview/executive-summary-a-universe-of.htm (retrieved 14 August 2014).

Digital universe

• Video;• Audio;• Databases;• Still images;• Spreadsheets;• Text documents;• Instrument measurements;• Experimental observations;• Quantitative/qualitative data; • Slides, artefacts, specimens, samples; • Survey results & interview transcripts;• Simulation data, models & software;• Sketches, diaries, lab notebooks;…

©Supertrooper, FreeDigitalPhotos.net

Types/formats of research data

©thmvmnt on Flickr

©David Castillo Dominici, FreeDigitalPhotos.net

©Stuart Miles, FreeDigitalPhotos.net

1Plan ahead!

© Stuart Miller, FreeDigitalPhotos.net

Consider your data needs:

• Type of data created

• Consider what data will be created (e.g. interviews/transcripts, experimental measurements);

• Consider how data will be created/captured (e.g. recorded, written, printed);

• Consider the equipment/software required (find out if there is funding in case new software is needed).

Plan ahead data management needs

Consider your data needs:

• Choose format(s)

• What software/formats have you (or your colleagues) used in past projects;

• What software/formats can be easily modified/shared (e.g. Microsoft Excel, SPSS);

• What formats are at risk of obsolescence;

• What software is compatible with hardware you already have.

Plan ahead data management needs

Consider your data needs:

• Volume of data created

• Consider where data is going to be stored;

• Consider if the scale of data poses challenges when sharing/ transferring data.

• Plan how to sort and analyse data;• Investigate about Intellectual property rights (IPR)

concerning your research and its dissemination, future related research projects, and associated profit/credit.

Plan ahead data management needs

• Investigate about data protection and ethics - according to the Data Protection Act 1998 (governs the processing of personal data), information must follow eight data protection principles:

processed fairly and lawfullyobtained for specified and lawful purposesadequate, relevant and not excessiveaccurate and, where necessary, kept up-to-datenot kept for longer than necessaryprocessed in accordance with the subject's rights kept securenot transferred abroad without adequate protection

Available at http://www.legislation.gov.uk/ukpga/1998/29/contents (retrieved 17 August 2014).

Plan ahead ethics

“Plagiarism is defined as submitting as one's own work, irrespective of intent to deceive, that which derives in part or in its entirety from the work of others without due acknowledgement. It is both poor scholarship and a breach of academic integrity.”.

© Thomas Hawk via Flickr

University of Cambridge. (2011). University-wide statement on plagiarism. Available at http://www.admin.cam.ac.uk/univ/plagiarism/students/statement.html (Retrieved 10 July

2014).

Plan ahead plagiarism

While you are reading/writing, make sure you identify:

• Which part is your own thought and which is taken from other authors;

• Which parts of your own writing are a response to the argument or directly inspired by ideas in the text;

• Which parts are paraphrases of the author’s points;

• Which parts were done in collaboration with others.

Plan ahead avoiding plagiarism

Design a reading grid to take notes of the main ideas/data/ research (including specific citations you may use later on).• Quivy and Campenhoudt

Main ideas/content Evaluation of ideas/content

1. e.g. Theory A considers… (pages x-x) e.g. Different theories; Take further research on those supporting theory x and theory y;

2. e.g. Theory B considers…3. e.g. Theory C…

Plan ahead note-taking

Translated from: Quivy, R.; Campenhoudt, L. (2008). Manual de investigação em ciências sociais (5 ed.). Lisboa: Gradiva.

• The Cornell Method

Major themes Detailed points1st main pointe.g. There are several types of theories

More detailed information. e.g. Theory A explains…More detailed information.e.g. Theory B explains…e.g. Theory C explains…

2nd main pointe.g. Why do some believe in theory A

e.g. Reason 1…e.g. Reason 2…

critical evaluatione.g. Both theories A and B do not explain the occurrence of xxx.

Plan ahead note-taking

Pauk, W. (1993). How to study in college (5th ed.). Boston: Houghton Mifflin Co.

Plan ahead further information

JISC Legal: copyright and intellectual property lawhttp://www.jisclegal.ac.uk/LegalAreas/CopyrightIPR.aspx

JISC Legal: data protection overviewwww.jisclegal.ac.uk/LegalAreas/DataProtection/DataProtectionOverview.aspx

UK Data Archive: duty of confidentially http://www.data-archive.ac.uk/create-manage/consent-ethics/legal?index=1

The Information Commissioners's Office guide to data protection http://www.ico.org.uk/for_organisations/data_protection/the_guide

LEKO via Jalopnik, ThePimp.Blog

Organize your data

2

When naming files:• Adhere to existing procedures (within your research

group, or preferred by your supervisor);• Use folders and subfolders

– Name folders appropriately (e.g. after the areas of work) and consistently;

– Structure folders hierarchically (limited number of folders for the broader topics, and more specific folders within these);

– Separate on-going and completed work;

Organize your data files

When naming files:• Be consistent with filenames

– Choose a standard vocabulary like a numbering system (e.g. xxxx_v01.doc; 1930film0001.tif), and specify the amount of digits to use (standard: eight-character limit);

– Decide on the use of dates so that documents are displayed chronologically;

– Include a version control table for important documents;

Organize your data files

When naming files:• Be consistent with filenames

– Avoid characters such as / : * ? < > | (because they are reserved for the operating system) and spaces; use hyphens or underscores, particularly with files destined for the Web;

– When drafts are circulating, decide how to identify individuals (e.g. xxxx_v01.doc);

– Mark the final document as “Final” and prevent further changes.

Organize your data files

Organize your data files

When naming files:• Review records (assess materials regularly or at the end of a project to ensure files aren’t kept needlessly); • Backup your files/data/favourites.

• Use metadata (data about data - usually embedded in the data files/documents themselves) to add information to your documents (e.g. use Microsoft Office’s “Document properties”).– Provide searchable information

to help you/others find information.

Organize your data metadata

• Standard metadata fields:– Title (name of the dataset or research project);– Creator (who created the data);– Identifier (number used to identify the data);– Subject(s) (keywords);– Intellectual property rights held for the data;– Access information (where/how data can be

accessed by others);– Methodology (how the data was generated);– Versions (date/time stamp for each file).

Organize your data metadata

• Structure information from the web (news websites, blogs, etc.) into a feeds reader (e.g. feedly, digg reader, NewsBlur, NetVibes); ©Vector, www.youtoart.com

• Set up RSS feeds from databases.

Organize your data RSS feeds

• Structure your folders by subject, activity or project;

• Set up a separate folder for personal emails (create filters);

• Archive old emails; • Delete useless emails and block junk

email; • Limit the use of attachments (use

alternative ‘data sharing’ options);• Try applications to help you manage your

email (see “7 great services for taking back control of your inbox”)

Organize your data manage your email

• Keep track of every bibliographic reference used/seen;

• Use a reference management software;

• Backup your bibliographic data.

Organize your data references

©winnond, FreeDigitalPhotos.net

• Use a single technology/method of remote access

or

• Decide on clear rules for managing your remote access technologies

• Designate one device as your “master” storage location;

• Transfer the latest versions of your files to your master device ASAP, every time that you do work away from your master storage location;

• Back up your important files regularly.

Organize your data remote access

• Key printed data should be kept in a secure location (e.g. locked cupboards);

• Keep sensitive electronic data password protected, encrypted or sett privileged levels of access (including backups);

• Do not use printouts with sensitive data as scrap paper. Decide on efficient methods of disposing (e.g. shredding);

Organize your data safekeeping

• Computer terminals should not be left unattended and should be logged off at the end of each session;

• Protect your computer with anti-virus, firewall and anti-keylogging;

• Choose strong passwords and change them frequently (if you store passwords on a computer system, encrypt the file);

Organize your data safekeeping

•Store crucial data in more than one secure location:• Networked drives;• Personal computers/laptops;• External storage devices (CDs, DVDs, USB flash

drives);• Remote or online systems for storing (Dropbox, Mozy,

A-Drive, etc.).

Organize your data safekeeping

Organize your data further information

Data Documentation Initiative www.ddialliance.org

UK Data Archive: documenting your datawww.data-archive.ac.uk/create-manage/document/overview

MIT Libraries documentation and metadatahttp://libraries.mit.edu/guides/subjects/data-management/metadata.html

Online services that provide storage (e.g. DropBox)

Online/desktop programs to storage and keep track of the changes made to documents (e.g. Git)

See: http://datalib.edina.ac.uk/mantra/

Organize your data further information

Jones, S. (2011). How to Develop a Data Management and Sharing Plan. Edinburgh: Digital Curation Centre. Available at:

http://www.dcc.ac.uk/resources/how-guides/develop-data-plan#sthash.hwE7pntn.dpuf

(retrieved 17 February 2014).

Organize your data further information

©Pixabay.com

3Preserving your data

EMC (2012). The digital universe in

2020: big data, bigger digital

shadows, and biggest growth in the Far East. Available at

http://www.emc.com/leadership/digital-universe/iview/executive-summary-a-universe-of.htm

(retrieved 14 January 2014).

Preserving your data the cloud

• Does your funder needs to keep data and /or make it available for a certain amount of time?

• Is the data a vital record of a project/organisation/ and therefore needs to be retained indefinitely?

• Do you have the legal and intellectual property rights to keep and re-use the data? If not, can these be negotiated?

• Does sufficient metadata exist to allow data to be found wherever it is stored?

Preserving your data what to keep/delete?

• If you need to pay to keep the data, can you afford it?

•Only store what you need to keep! Storage costs money and/or effort and storing massive amounts of data require a well thought plan to organize it so that information is easily found;

Preserving your data what to keep/delete?

• Digital repository

Provides online archival storage – usually open access – and cares for digital materials, ensuring that they remain readable for as long as the repository survives. • Archive/data center

Ensure data safe-keeping in the long term: datasets are fully documented with all bibliographical details and users of the data are aware of the need to acknowledge the data sources in publications.

e.g. Archaeology Data Service

Preserving your data long term storage

Preserving your data further reading

https://dmponline.dcc.ac.uk

Digital Curation Centre: the value of digital curationwww.dcc.ac.uk/digital-curation

UK Data Archive FAQwww.data-archive.ac.uk/help/user-faq#2

National Preservation Office: caring for CDs and DVDswww.bl.uk/blpac/pdf/cd.pdf

Wikipedia: list of backup softwarehttp://en.wikipedia.org/wiki/List_of_backup_software

Wikipedia: comparison of online back-up serviceshttp://en.wikipedia.org/wiki/List_of_online_backup_services

Digital Curation Centre. (cop. 2004-2014). DCC

curation lifecycle model [image]. Available at

http://www.dcc.ac.uk/resources/curation-lifecycle-model

(retrieved 17 February 2014).

4©SOMMAI, FreeDigitalPhotos.net

Market your data

• Scientific integrity - publishing your data and citing its location in published research papers can allow others to replicate, validate, or correct your results, thereby improving the scientific record.

• Funding mandates - UK research councils are increasingly mandating data sharing so as to avoid duplication of effort and save costs.

• Raise/Increase the impact of your research - those who make use of your data and cite it in their own research will help to increase your impact within your field and beyond it.

Market your data reasons to share

• Preserve your data for future use – anyone can benefit by being able to identify, retrieve, and understand the data by themselves after you have lost familiarity with it (perhaps several years hence).

• Making publicly funded research available publicly - there is a growing movement for making publicly funded research available to the public, as indicated for example, in the Organisation for Economic Co-operation and Development (OECD) Principles and Guidelines for Access to Research Data from Public Funding.

Market your data reasons to share

• Increase transparency through creating, disseminating and curating knowledge.

• Increase collaboration - the use of archived data by other researchers may lead to with the data owner and to co-authorship of publications based on re-use of the data.

Market your data reasons to share

• If your data has financial value or is the basis for potentially valuable patents, it may be unwise to share it, even with a data licence or terms and conditions attached.

• If the data contains sensitive, personal information about human subjects, it may violate the Data Protection Act, ethics codes, or written consent forms. Do not even share data with other researchers. Note: often there are ways to anonymise the data to remove the personally identifying information from it, thus making it sharable as a public use dataset.

Market your data reasons not to share

• If parts of the data are owned by others (such as commercial entities or authors) you may not have the rights to share the data, even if you have derived wholly new data from the original sources.

Market your data reasons not to share

• Publish in Open Access journals; • Enhance your online presence through social

media (Facebook, Twitter, start and maintain a blog); • Use author identification (researcherID from Web of

Science; Scopus ID, ORCID);• Share research in ”academic” platforms (LinkedIn,

Academia.edu, ResearchGate, Microsoft Academic Search, Mendeley);

• Keep track of different metric statistics (number of citations);

Market your data how?

Digital Curation Centre Overview of major funders’ data policies

SHERPA JULIET searchable international database of funders' open access and archiving requirements.

Times Higher Education supplement "Research intelligence - Request hits a raw spot" (15 July 2010).

DOAJ – Directory of Open Access Journals (with information on OA journal preservation program and OA quality standards.OAD – Open Access Directory.

Market your data Further information

Guidance Leaflet by DICE, SHARD and PrePARe projects.

Summary

Library

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235 Southwark Bridge RoadLondonSE1 6NP

library@lsclondon.co.uk

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