Starting with Research Data Management at Your Institution KU Leuven’s trajectory since late 2013 Hannelore Vanhaverbeke – Research Coordination Office Jan Ooghe - ICTS RDM – because it is asked for • prominent on the European research agenda ● Horizon2020 pilot Open Data ● LERU Roadmap for Research Data • publishers ask for data supporting papers ● cf. PLoS Data Policy – PLoS journals require authors to make all data underlying the findings described in their manuscript fully available without restriction, with rare exception • publishers explore opportunities to commercialize RDM! RDM – because it is ‘fashionable’ • The new hot topic, the new ‘gold’ • New tendency towards more transparency – scientific integrity component • New technologies and infrastructure – => more efficient research (reuse, sharing, prevention of loss) • New acknowledgement of data ‘roles’ RDM – because it is important in itself • Science is as good as the data it uses – good data are ● accurate, complete, authentic & reliable ● identifiable, retrievable and available when needed ● secure and safe KU Leuven’s trajectory • New evolutions resulting in many questions by researchers • Point of contact in 1st place was ICTS – growing demand for ● storage volume ● storage sharing ● but is it safe (Dropbox, etc)? – control required for ● lab/department/organisation – to complicate things ● data management is often not part of the education Researc her Data integrity Infrastructure Policy Services Data Safety Where do you start? • No Flemish (or Belgian) data support policy/service: DIY • LERU Roadmap – 44 recommendations – R1: formation of a RDM steering group – R2: institutional roadmap – R3: data policy – R4: cost modelling – R5: data management support service KU Leuven’s trajectory – The Steering Group • Matter taken up by the Research Coordination Office, setting up a taskforce winter 2013 – Research Coordination Office – ICT – Library – LRD – Legal experts • => policy, services & infrastructure R1: formation of a RDM steering group KU Leuven’s trajectory – The RDM policy • RDM policy spring – autumn 2014 – How to start writing? – Digital Curation Centre (UK) http://www.dcc.ac.uk/ ● A treasure trove for all issues re: RDM ● Overview of existing policies – Do not be deterred by the fully fledged RDM services at some foreign institutions! KU Leuven’s trajectory - The RDM policy • cf. U Edinburgh “… this is an aspirational policy (…) implementation will take some years” • Presented and in effect since December 2014 • Guidelines rather than obligations • First item: definitions KU Leuven’s trajectory - The RDM policy • Research Data – are all data – regardless of the form/media in which they are collected/saved- necessary to support or validate a research project’s observations, findings or outputs – encompass the full data spectrum, from raw data to datasets associated with a publication – refer to research data generated at KU Leuven or by third parties KU Leuven’s trajectory - The RDM policy • Research Data lab notebooks, logs, textual sources, patient data surveys audio-, videotapes images samples, compounds experimental data: gene sequences software, simulations, computational metadata KU Leuven’s trajectory - The RDM policy • Lists responsibilities of – KU Leuven – departments/faculies – researchers • One obligation: – Upon request by KU Leuven research data should at all times be made available during the course of research and should be retained for a period of at least 5 years after publication or the end date of the research project grant agreement. R3: have an institutional data policy KU Leuven’s trajectory - RDM roadmap • Starting from a Data Life cyle model … and adding services to support it Policy Scientific integrity R5: provide data management support services First Phase - Study the concept • Important to think about data lifecycle and management of data – Cost implications – Identify ethical, privacy, IP and copyright issues as soon as possible – Define and prepare re-use – Make a project proposal stronger • Providing a template for a data management plan KU Leuven’s trajectory – the RDM tool • A policy should come with a plan, an RDM plan • Again, check DCC: DMP Online – created by Digital Curation Center UK – freely available & user friendly – customizable – template consisting of sections that map to steps in data life cycle • Crucial element to start with the tool – Create a plan specific for your organization ● Add reference to institute information – Admin rol to manage plan First non-UK with customized guidance Using DMP-Online • Researcher feedback – in use since 10/2014 – User friendly – Questions are relevant, help to write down essential info in a orderly manner – KU Leuven guidance is useful – Domain specific plan could help – Need for more help for practical implications • Admin feedback – Very good response from DCC – Performance not always optimal – A local hosted version is considered Next steps • DMP-Online – Hosting DMP-Online on premisse – Providing more specific templates • Data lifecycle management – Close collaboration between libraries/DOC/ICTS – Train new researchers – Add specific services to manage data ● Electronic labnote book KU Leuven’s trajectory - RDM support service • New profiles and training for library personel – first workshops have been given (May 2015) • Training for researchers – RDM is part of the compulsory course for PhD students on Scientific Integrity since 2014-2015 KU Leuven’s trajectory – the future • Elaboration of Roadmap • Cost modelling • Communication to all departments • Deployment of contact person RDM at library – ICTS - RCO Take homes • Don’t reinvent the wheel – use existing templates, workflows etc – And customize them • Involve researchers – set the guidelines but leave the application to decentralised groups • Urge for budget to finance support services and infrastructure • Don’t run before you can walk: first policy and services/infrastructure, then push for Open Data/Shared Data Please… • If you are all so convinced about sharing/opening up… • Let us work together in stead of each university/institution having its own policy & plan • At least on a Flemish scale • Costs can be reduced when cooperating!