Funded by:

Data Management Planning

University of Northampton, 27th February 2013

Marieke GuyDCC, University of Bath

m.guy@ukoln.ac.uk

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What is a data management plan?

A brief plan written at the start of your project to define:• how your data will be created?• how it will be documented?• who will access it?• where it will be stored?• who will back it up?• whether (and how) it will be shared & preserved?

DMPs are often submitted as part of grant applications, but are useful whenever you are creating data.

Why develop a DMP?

• to meet funder requirements

• help you manage your data

• to make informed decisions so you don’t have to figure out things as you go

• to anticipate and avoid problems e.g. data loss

• to make your life easier!

What should a DMP cover?

1. Provide a description of the data

2. Explain how the data will be collected & documented

3. Outline the plans for data sharing

4. Justify any restrictions on sharing (ethics, IP)

5. State the long-term preservation plan

Provide a description of the data

Why is this important?A good description of the data to be collected will help reviewersunderstand the characteristics of the data, their relationship toexisting data, and any disclosure risks that may apply.

n.b. EXPLANATIONS AND EXAMPLES COURTESY OF NIH AND ICPSR

•e.g. The proposed research will include data from approximately 500 subjects being screened for three bacterial sexually transmitted diseases (STDs) at an inner city STD clinic. The final dataset will include self-reported demographic and behavioural data from interviews with the subjects and laboratory data from urine specimens provided.

Data collection & documentation

Why is this important?Creating data in formats preferred for archiving helps to ensurethat they will be usable in the future. Good descriptive metadataare essential for effective data use.

•e.g. Quantitative survey data files generated will be processed as SPSS system files with DDI XML documentation. The codebook will contain information on study design, sampling methodology, fieldwork, variable-level detail, and all information necessary for a secondary analyst to use the data accurately and effectively.

Outline the plans for data sharing

Why is this important?Sharing data helps to advance science and to maximize theresearch investment. Your funder probably expects you to sharedata wherever possible.

•e.g. We will make the data and associated documentation available to users under a data-sharing agreement that provides for: (1) a commitment to using the data only for research purposes and not to identify any individual participant; (2) a commitment to securing the data using appropriate computer technology; and (3) a commitment to destroying or returning the data after analyses are completed.

Justify any restrictions on sharing

Why is this important?As funders expect data to be shared, any restrictions need to bevalid. Protection of human subjects is a fundamental tenet ofresearch and an important ethical obligation for everyone.

•e.g. Because the STDs being studied are reportable diseases, we will be collecting identifying information. Even though the final dataset will be stripped of identifiers prior to release for sharing, we believe that there remains the possibility of deductive disclosure of subjects with unusual characteristics. Thus, we will make the data and associated documentation available to users only under a data-sharing agreement.

State the long-term preservation plan

Why is this important?Digital data need to be actively managed over time to ensure thatthey will always be available and usable. Depositing data resourceswith a trusted digital archive can ensure that they are curated andhandled according to good practices in digital preservation.

•e.g. The investigators will work with staff at the UKDA to determine what to archive and how long the deposited data should be retained. Future long-term use of the data will be ensured by placing a copy of the data into the repository.

A useful framework to get you started

•Think about why the questions are

being asked – why is it useful to

consider that?

•Look at examples to help you understand

what to write

•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

...a web-based tool to help researchers write Data Management Plans according to different funder requirements

We’re currently enhancing it with practical examples, boilerplate text and tailored support

https://dmponline.dcc.ac.uk

How DMP Online works Create a plan

based on relevant funder /

institutional templates...

...and then answer the questions using the guidance provided

Tips for writing DMPs

• Seek advice - consult and collaborate

• Consider good practice for your field

• Base plans on available skills & support

• Make sure implementation is feasible

Advice on what funders look for

Audio clip from presentation by Peter Dukes of the MRC

Sources of guidance

• ICPSR framework for a data management planwww.icpsr.umich.edu/icpsrweb/content/datamanagement/dmp/framework.html

• How to develop a data management and sharing planwww.dcc.ac.uk/resources/how-guides/develop-data-plan

• UKDA’s manage and share your data guide• http://data-archive.ac.uk/media/2894/managingsharing.pdf

Funders typically want a short statement covering:

• What data will be created? (format, types, volume)

• How will the data be collected and documented?

• What are the plans for data sharing and access?

• Justify any restrictions on sharing (ethics, IP)

• What is the strategy for long-term preservation?

•To Summarise: Data Management and Sharing Plans

Thanks - any questions?

For DCC guidance, tools and case studies see:www.dcc.ac.uk/resources

Follow us on twitter @digitalcuration and #ukdcc

Thanks to Research360 for contribution to slides