An overview of the LSHTM Research Data Management Policy, outlining the motivations for its introduction, obligations that need to be met and the support available

1. LSHTM’S RESEARCH DATA MANAGEMENT POLICY
This work is licensed under aCreative Commons Attribution 2.0 UK: England & Wales License
Gareth Knight
gareth.knight@lshtm.ac.uk
6 -7 November 2014
An overview of School expectations

2. Research Data Management Policy
•Research data is a key asset that contributes to the School’s objectives of encouraging rigorous scientific enquiry
•Data management is an integral part of good research practice that protects the intellectual and financial investment made in the data’s creation and enables it to be shared and validated.
•The RDM Policy describes a set of principles that contribute to the management of research data in accordance with good research practice
Web version:
http://www.lshtm.ac.uk/research/researchdataman/rdm_policy_summary.html
PDF version:
http://researchonline.lshtm.ac.uk/612422/

3. Data Management Principles
1.Understand the legal, regulatory & contractual environment in which you're performing research
2.Clarify rights for ownership, access and use of data
3.Write a Data Management Plan before you start a project
4.Create a metadata record to recognisedata's existence
5.Store research data in a managed environment while it's being developed
6.Offer research data to a repository or enclave when you've finished it
7.Consider making research data available for others to access & use
8.Cite the metadata record of data so others can find it
9.Ask your research funder to fund data management and sharing activities
Identify research topic & funding
Perform literature review
Develop research plan
Upgrading seminar
Perform research
Write-up results
Produce several drafts
Finalise & submit

4. 1. Research Environment
“Research data must be created, maintained and shared in accordance with contractual, legislative, regulatory, ethical & other relevant requirements”
•Recognise that research environment is highly regulated, subject to obligations:
–Local (see right)
–National (FOI)
–International (EU Directive)
•Researchers expected to maintain awareness of obligations and apply appropriate practices.
Guidelines on Good Research Practicehttp://www.lshtm.ac.uk/research/about/ guidelines_on_good_research_practice.pdf
LSHTM Data Protection Policyhttp://intra.lshtm.ac.uk/infoman/data/index.html
LSHTM Information Management and Security Policyhttp://www.lshtm.ac.uk/its/informationsecurity/ policy/index.html
LSHTM Records Retention & Disposal Schedulehttp://intra.lshtm.ac.uk/infoman/records/ retention.html
Clinical Trial Data Management SOPhttps://intra.lshtm.ac.uk/trials/sops/index.html

5. 2. Rights Framework
“Rights assigned to research data should not unnecessarily
restrict its management, sharing, or use”
•IPR should be documented in a clear, unambiguous manner at appropriate granularity.
–Moral rights
–Ownership rights
–Access rights & permitted use
•Don’t sign away rights, unless necessary
•A non-exclusive licence encouraged, enabling user by multiple people
•Common examples include Creative Commons, Open Data Commons & Data Transfer Agreement
LSHTM: Choose a Data Licence
http://www.lshtm.ac.uk/research/researchdataman/share/choose_licence.html

6. 3. Data Management Plan
“A Data Management Plan should be produced for
all research projects that are creating or capturing data”
•A DMP will be required by all research projects that are:
–Led by LSHTM
–Submitted from Jan 2015 & receive funding confirmation
–Supported using public/private funding sources
–Are creating primary data in digital form.
•PI may submit a DM Plan using the:
–Research funder template
–School template
•MPhil/PhD/DrPHstudents encouraged to agree a DMP with supervisor & submit in Upgrading or Review report
Research projects:http://www.lshtm.ac.uk/research/researchdataman/plan/lshtm_dmplan.html
Student Projects: http://www.lshtm.ac.uk/research/researchdataman/plan/student_dmp.html

7. 4. Recognise data’s existence
“Research data created or captured by researchers must be registered with the School, irrespective of whether it is hosted at the School or elsewhere”
•Description of data that is suitable for sharing:
–What is it?
–When was it created?
–How was it captured?
–Who created it?
•Time period for capture will depend upon project length:
–Final 3 months of funding for most projects
–Completion of work unit in longitudinal study
•Metadata made public in Data Repository, unless requested otherwise

8. 5. Data Storage
“Research data must be held in a managed storage environment throughout the period of retention”
•Data must be kept for minimum 10 years after project end
•Storage system protect against loss and corruption, unauthorised access and modification
•System may be operated by School or 3rdparty
•If institutional storage not available, researcher should maintain data integrity and security
Keep Data Secure: http://www.lshtm.ac.uk/research/researchdataman/store/
Information Security: http://www.lshtm.ac.uk/its/informationsecurity/

9. 6. Data Repository
“Research data… should be offered to an appropriate data repository or enclave designated by the School or Funder, except in circumstances that would breach IPR, ethical, confidentiality, or other obligations”
•Data should be curated & preserved after project end
•Data repositories better equipped to handle process
•Many data repositories exist, including LSHTM, Figshare, UK Data Service, and others
•Most repositories will accept data for preservation only & won’t share it, but not all
LSHTM: Locate a Data Repository
http://www.lshtm.ac.uk/research/researchdataman/share/locate_datarepository.html

10. 7. Data Sharing
“Research data that substantiate research findings should be made available for access and use in a timely manner, within the boundaries of… contractual, legislative, ethical, or other requirements”
•Data sharing advances research & education in public health
•Not all data is suitable for sharing, but if it is…
•Data may be shared at different intervals:
–During project lifetime
–Same time as publication
–Project close
–Following embargo (e.g. 1-years)
•Liaise with RDM Service to determine sharing needs
Sharing Research Data: Identifying what to share & when
http://www.lshtm.ac.uk/research/researchdataman/share/

11. 8. Data Citation
“Research data produced and/or used during
research must be cited in research outputs”
•Good research practice built on recognition of all source material
•Enables validation of findings and enables unique contribution of data creator to be recognised
•Funders & journals request an Access statement indicating how data is accessed
•A persistent ID scheme should be used, e.g. Digital Object Identifier (DOI), Handle
LSHTM: Cite Data
http://www.lshtm.ac.uk/research/researchdataman/cite

12. 9. Data Management Costs
“Management and sharing of research data should be supported through the allocation of research funding, where permitted”
•No expenditure can be ‘double funded' using Direct & Indirect costs
•Post-project costs can be claimed as direct cost if invoiced before project end
•Budget & Justification of Resources should broadly indicate where RDM costs arise (e.g. data capture & cleaning)
•Long-term storage cannot be claimed if funder requires deposit in a funder repository
•Unforeseen data management costs incurred after project end will not be supported by the funder
Funder
RDMCosts
RCUK (MRC, NERC,etc.)
Yes
WellcomeTrust
Yes
Gates Foundation
Yes
Deptfor International Developments (DfID)
Yes
Cancer Research UK
No
World Cancer Research Fund
No
Others
Unknown
LSHTM: Calculating Data Management Costs
http://www.lshtm.ac.uk/research/researchdataman/plan/rdm_costs.html

13. Further Information
Guides & tutorials on:
•Data Management Plans
•File formats and software
•Data storage & security
•Data labelling and organisation
•Documentation & metadata
•Data sharing & citation
Available on the RDM website
One-to-one advice & guidance:
•Email: researchdatamanagement@lshtm.ac.uk
•Telephone: #2564
http://www.lshtm.ac.uk/research/researchdataman/

14. Image Credits
Slide 7: https://www.flickr.com/photos/viagallery/3179536624
Slide 9: https://www.flickr.com/photos/ryanr/142455033/