2017 Research Administration Conference

Data Management Planning

and Data Security

Aletia MorganInstitutional Data Manager

Tom MelvinLibrarian, Morris Library, University of Delaware

June 13, 2017ahmorgan@udel.edu

Today We’ll Talk about

• Why the focus on Data Management

• Facets of Research Data Management

• Managing Data Risks

• Campus Resources Available to Support Data

Management

• Discussion - Administrative Support of Data

Management & Security

Why Data Management?

• Data that are:– Well-organized

– Verified for accuracy and validity

– Secure

– Documented

– Preserved

– Accessible

• Results in: – High quality data

– Data that is easy to share and re-use

– Visibility and credibility for the researcher

– Cost-savings to institutions and funders

Adapted from:

https://www.dataone.org/education-

modules

Government Mandates

October 1, 2003: NIH applications over $500,000 required a DMP or state

why it was not possible.

January 18, 2011: NSF required all grant applications to submit a two

page DMP

December 2011: Research Works Act (RWA)

February 2012: Federal Research Public Access Act (FRPA)

May 2012: “Require free access over the internet to scientific journal

articles arising from taxpayer funded research” petition

February 2013: OSTP Memorandum

May 2013: White House Executive Order 13642

February 2015: HHS releases plans to comply with 2013 memorandum

The Research Life CycleData Management is best integrated into the research project

from the start of project conceptualization.

image source: UC Irvine Library

http://previous.lib.uci.edu/dss/images/lifecycle.jpg

Key Facets of Data Management

• Collection

• Ownership

• Storage

• Preservation & Access

• Sharing & Metadata

• Risk Management

Data Collection

• What and how much data will be collected?

• What data formats and applications will be used?

• How will relevant data be identified for analysis?

• Will data will be discarded? How long will datasets be maintained?

• How will data be protected to insure accuracy?

Data Ownership

• Typically, the university owns data generated in research.

• Use of Secondary Data from other projects or researchers may require documentation of permission to use.

• Some projects require the execution of a Data Use Agreement that specifies requirements for securing data and/or preserving subject confidentiality.

Data Storage

• What resources will be used to capture, protect and store findings?

– During Data Collection

– During Analysis

– For long term storage

• What resources are planned for curating, preserving and sharing of final research data sets?

Data Preservation & Access

• How will data be organized to ensure it is understandable over time?

• How will the data be protected against loss?

• How long will the research findings be preserved?

• Plans for ultimate disposition of data?

Data Sharing, Metadata Standards

• How will the project comply with funder or project mandates to share data?

• Does the data require de-identification or anonymization to protect human subjects?

• How will you describe the data so that it is meaningful to subsequent users? Metadatastandards will vary by discipline.

Risk Management

All of the facets of Data Management contribute to a well run research project that yields valid results.

So what are the major risks?

• Malevolence

• Misunderstanding requirements

• Carelessness

16

But What Can Go Wrong? Managing Risk

Risks Associated with Research Data

• Confidentiality

• Integrity

• Availability

• Privacy

• Legal, Regulatory and Contractual

• Human

Data Management Planning

The Data Management Plan is a brief (typically two-page) document that should demonstrate a clear understanding of and plan for the acquisition, management and sharing of data.

Creating a good DMP requires an assessment of the tasks and resources required to manage the data used and generated by the research process.

Getting Started With Data Management

• Data Management Begins Before the ResearchThe time to consider how to collect, protect and preserve data is early in

the proposal development process, and integrate it into the planning of

the research workflow.

• Review Funder Data Management Requirements

– By Directorate or Program

– Specific Solicitation Requirements .

• UD Online & Personal Resources

– Research Office

– University Library

– Information Technology Organizations

Support for DMP Preparation

The UD Research Office site offers web links to University and external content that is available to clarify Data Management requirements for your project.

University Librarians include Copyright, Data Management and Metadata experts who can work with you to review data management processes and requirements.

Morris Library Research Guide

for

Research Data Management

http://guides.lib.udel.edu/c.php?g=371489

DMP Tool

Watch a 90-second

animated video providing

a brief overview of

DMPTool, its basic

features and capabilities,

and why it's a valuable

application for researchers

from all disciplines.

ORCID (orcid.org)

Register to get your unique ORCID identifier

ORCID provides a persistent digital identifier that distinguishes

you from every other researcher and, through integration in key

research workflows such as manuscript and grant submission,

supports automated linkages between you and your

professional activities ensuring that your work is recognized.

The goal is to prevent research ambiguity and distinguish one botanist names James

A. Cook from another.

1. My Dashboard is your best

starting point for managing your

DMPs. From here you can get an

overview of all your DMPs.

2. My DMPs lists of all your DMPs,

noting which you own, co-own, and

their status.

3. Create New DMP allows you to

start from a template or you can

copy an existing DMP.

4 My Profile is where you can update your personal information, including your ORCID. You can also modify your notification preferences.

1. DMP Preview button opens a new

window and displays the contents of

your entire DMP. You can click this

at anytime to preview your plan. Be

sure to click “Save Response”

before clicking DMP Preview.

2. DMP Preview displays your entire

DMP, including section headers and

your responses.

3. Export or Print your plan as PDF

or DOCX format, or print your plan.

4. While in DMP Preview, you must

click “Done” to change your DMP

status to ‘Completed’. If your

organization has set up a “Review”

process, you will instead see a

“Submit for Review” button. Note:

you can always come back and

change or add information by

clicking on DMP Overview or DMP

Details in the navigation.

Specialized UDel IT Resources…Campus IT Research Computing Technical staff are available to identify available campus resources for data storage, analysis, security and preservation.

UDEL IT Security OfficeThis group can review your IT Security Plans, verify compliance with technical specifications of a Data Use Agreement, and facilitate a Compliance and Risk Study of unit processes.

The Administrator’s Role

• NSF? Verify that a DMP is included in the Proposal.

• NIH? Verify that a Data Sharing Plan is included

• IRB? Proposals that require IRB review may benefit from an IT security review as well.

• Projects that involve a Data Use Agreement might warrant an IT security consultation.

Campus Contacts

Research OfficeAletia MorganInstitutional Data Managerahmorgan@udel.edu

Maria PalazuelosDirector, Research Compliancemariapj@udel.edu

LibraryTom MelvinReference Librariantmel@udel.edu

Information TechnologyAnita SchwartzScientific Application Consultantanita@udel.edu

Karl HasslerDir, IT Security Policy & Compliancekhassler@udel.edu

February 1, 2017ahmorgan@udel.edu

Data Management Planning and Data Security

Questions & Discussion