WHAT IS OPEN ACCESS? WHAT IS RESEARCH DATA MANAGEMENT? PRINCIPLES, POLICY AND PRACTICALITIES

Open Access and Data Curation Team

INTRODUCTION

Overview of research data management Preview of University’s pilot data repository Overview of Open Access

WHY MANAGE DATA?

Short-term: Increase efficiency. Save time. Simplify your life. Meet funder and institutional requirements.

Long-term: Preserve your data. Easier sharing and collaboration. Allow others to build on your research. Raise your visibility and research profile.Download our research data management survival guide

DATA STORAGE

Accessibility of data:Where will you be working: at home; in the office or

lab; both?Will you be working collaboratively?

U Drive – up to 20GBs allowance. Cloud storage (but not for sensitive or confidential

data). Computer hard drive. External hard drives & memory sticks. DVDs/CDs. There may be local College solutions – ask your CDOs. Advice from Exeter IT.

Why back up?Security and integrity of information.Reduce the risk of accidental or malicious data

loss.Makes data recovery easier.

Back up in more than one place – store external devices in different places.

Back up after major changes to data. Make sure you know which version is the most up to

date. Get into the habit of backing up regularly. Advice from Exeter IT and UK Data Archive.

DATA BACK UP

ORGANISING YOUR FILES AND FOLDERS

Label your files and folders consistently and meaningfully so they can easily be found – choose a system and stick to it (yyyymmdd for dates).

Make sure you know which is the latest version of your work, especially if working collaboratively:

– use a version control table in the document.– name files accordingly, e.g., V01 & V02 – major

changes; V02.01 – minor changes to version 2. Enables efficient working – don’t waste time

trying to find a file or folder later in your studies. Advice from Cambridge University Library.

SELECTION AND APPRAISAL

Storing data is costly, get into the habit of reviewing and deleting data.

When to retain data - criteria include:Uniqueness.Non-replicability.Significant to current and future research.Scientific, social or cultural significance.Underpins published research.Important in relation to other data/research.Specific funder (legal or contract) requirement.

Advice on disposal of confidential data from Records Management or email Caroline Dominey.

DOCUMENT DATA CREATION & COLLECTION (METADATA)

Where did you collect your data? How did you collect your data? What equipment did you use? What formats are your data in? Needed for:

Long-term discoverability of your data online (and articles, working papers, etc.).

Understanding, sharing and reuse.Replication.Validation.

Tips from MIT and Cambridge or ask your Subject Librarian.

BE AWARE OF COPYRIGHT ISSUES

When you put research papers or data online that include third-party copyrighted material you must be sure you have permission to do so.

This includes journal articles, conference papers, reports, chapters, theses, and so on. Get the correct copyright permissions early on in your research – it could hold you up later. Images are a particular problem – see JISC Digital Media for advice on using images. Read one PhD student’s experience of handling copyright issues.

ETHICS & SENSITIVE DATA Follow the University’s Ethics Policy & subject-

specific procedures. Be aware of relevant legislation, e.g.,

Data Protection Act Stringent control of access to data: password

protection; encryption; lock and key. Store personal information, keys, codes, consent

forms, etc., separately. Share with caution – use encryption. Good advice from UKDA.

DATA MANAGEMENT PLANNING (DMP)

Bids to most major funders now require a DMP outlining: Roles and responsibilities What data will be created and how Data formats Documentation of data Storage and back up Data sharing Long-term preservation and access...

Get support from the Open Access & Data Curation Team

SUPPORT OPEN ACCESS

What is it?International movement to open up access to research knowledge.Publicly-funded research should be openly and freely available.No restrictions on access or use.Most funders now require funded research to be made OA.Get used to putting your papers and data on OA – use our repository.Find out more from the Library Open Access Team.

KNOW YOUR FUNDER’S POLICY ON OA

RCUK Policy on Open Access Wellcome Trust Policy Statement Overview of Funders’ Policies on Open Data UoE policy

DISSEMINATING DATA

Usually a funder requirement. Store in a repository:

Exeter’s data repositoryA subject repository (e.g.,

Archaeology Data Service).A national repository (e.g., UK Data Archive)

Advantages: Security. Permanence. Visibility. Citability. Opportunity. Someone else looks after it for you.

List of repositories at OpenDOAR

HELPFUL LINKS

Contact us: openaccess@exeter.ac.uk Open Exeter Project Open Access web site RKT Contact Details Digital Curation Centre Draft UoE Research Data Management Policies Appraise & Select Research Data – DCC Exeter IT Governance and Compliance

THE BENEFITS OF OA

Increased visibility of research & researchers. Impact: OA research cited more frequently. Research lifecycle can be accelerated: published,

read, cited, built on. Facilitating collaboration & sharing. Tool for the University to raise awareness of

research profile. Public good: sharing scholarship and intellectual

wealth.

HOW DOES OA WORK?

Put a copy of your research paper in a repository (the Green route – free to the researcher).

Pay a publisher a fee to make your paper OA ( the Gold route – c. £1,300 average).

Publish in a free OA journal.

SHERPA/RoMEO: information on publisher OA

policies.

DOAJ: a directory of free OA journals.

RCUK from 1 April 2013 – all papers submitted for

publication must be OA within 6 months (12 months

for AHRC & ESRC).

Wellcome/NIHR – published papers must be

available on OA within 6 months and deposited in

UKPMC.

UoE policy.

Most other funders currently ‘encourage’ or ‘support’

OA - expect future mandates.

FUNDER POSITION ON OA

WHAT TYPES OF RESEARCH ARE AFFECTED?

RCUK: peer-reviewed journal articles & published conference papers.

Wellcome: peer-reviewed journal articles.

Not Monographs, book chapters, etc.

Data: most major funders require deposit on OA where possible. Again, wise to expect future mandates.

RCUK: You will need to state where and how data can be accessed.

HOW TO COMPLY WITH FUNDER POLICY: 1

Put a copy of your paper in the UoE or other

repository (may need to be a post-print – NB

always keep your own peer-reviewed copy).

Deposit via Symplectic – in return you get a link to

the full text.

Wellcome-funded researchers must put a copy in

UKPMC within six months.

Publish in a free Open Access journal: DOAJ

NB – repository deposit is not a means of

publishing, it is a means of being OA compliant.

HOW TO COMPLY WITH FUNDER POLICY: 2

Many publishers operate a paid (Gold) OA scheme – your paper is made openly and freely available on payment of a fee. Check in advance that the journal in question has

a paid OA option (use SHERPA/RoMEO). If your chosen journal does not, you may be able

to negotiate a one-off payment or a more lenient copyright agreement (this does sometimes work).

HOW WILL THE COSTS OF GOLD OA BE MET?

UoE will receive a block grant from RCUK – precise

amount as yet unknown.

UoE has £131k from the Government via BIS (to be

spent by April 2013).

UoE has £65k from Wellcome now.

UoE has a prepay BioMed Central subscription.

UoE is running a pilot OA fund now.

Any other suggestions...?

NB You can no longer factor the costs of OA publishing into

Wellcome funding bids and, from April 2013, RCUK funding bids.

COMPLIANCE

Funders do check institutional compliance but will always

give you the chance to look into OA options before

discussing sanctions.

The choice of where to publish is an academic decision

We will help researchers navigate publisher policy and support academic choice.

We will help researchers publish via the gold open access route subject to funds.

Any queries: openaccess@exeter.ac.uk