1st Research Data Network - University of Cardiff - May 2016

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This page contains:

• Agenda
• Session details and slides
• Link to notes
• Attendees

Agenda

**Time**	**Breakout room 1**	**Breakout room 2**	**Breakout room 3**
10:00	Main auditorium: Purpose of workshop, Rachel Bruce, deputy chief innovation officer, Jisc
10:15	Main auditorium: Welcome from hosts, Sarah Philipps, business change manager, Cardiff University and Neil Penry, programme manager, Research Data and Information Management Programme
10:35	Main auditorium: Update on Jisc Research Data Shared Service, Catherine Grout, head of change - Research, Jisc
11:00	Comfort and networking break
11:15	(1) UK Research Data Discovery Service (UKRDDS) – enabling the discovery of research data Chris Brown and Dom Fripp, Jisc	(2) Show me the money - the long path to a sustainable Research Data Facility Dr. Marta Teperek, University of Cambridge	(3) Stop press: should embargo conditions apply to metadata? Sarah Middle, University of Cambridge
12:00	(4) Demonstration: Archivematica, ownCloud, Exactly and Arkivum Matthew Addis, Arkivum	(5) Business case and the costing model for storage volume requirements - a Royal Holloway case study Frances Madden and Dave Cobb, Royal Holloway University	(6) Update on Journal research data policy project David Kernohan, Jisc
12:25	(7) Demonstration of DataVault Stuart Lewis, University of Edinburgh
13:00	Lunch
14:00	Main auditorium: RCUK new grant submission system, Charlie Dormer, RCUK
14:45	(8) Bristol case study on managing sensitive data Kellie Snow, University of Bristol	(9) Demonstration of 4C Cost Comparison Tool Paul Stokes, Jisc	(10) Demonstration of DMA Online Masud Khokhar and Hardy Schwamm, Lancaster University
15:20	Comfort and networking break
15:35	(11) Presentation on UKDS Secure Lab and sensitive data Dr. James Scott, UKDS	(12) Presentation on methods/approaches for measuring the costs and benefits of RDM Graham Hay, Cambridge Econometrics	(13) Demonstration of IRUS Data UK and metrics David Kernohan, Jisc
16:20	Main auditorium: Discussion about the research data network and the use of its collaborative web environment
16:40	Main auditorium: Closing remarks

Session details and slides

Purpose of workshop,

Rachel Bruce, deputy chief innovation officer, Jisc

Welcome from hosts,

Neil Penry, programme manager, Research Data and Information Management Programme at Cardiff University

Update on Jisc Research Data Shared Service,

Catherine Grout, head of change - Research, Jisc

RCUK new grant submission system,

Charlie Dormer, User Researcher

1. UK Research Data Discovery Service,

Christopher Brown and Dom Fripp, Jisc
In order to be reused, research data must be discoverable. The UKRDDS project is working with nine HEIs and six data centres to build a discovery service that meets our user requirements. Through harvesting their metadata the service is breaking down data silos, encouraging linking and reuse of related data collections, particularly in interdisciplinary research, and exposing their research data collections to an international audience. In this session you will hear about the background to the project, how it’s progressing, see a demo of the current alpha version of the system and discuss the underlying metadata that is harvested into the service. The project is laying the firm foundations of a service, as well as developing a business case to ensure any future production service is sustainable.

2. Show me the money - the long path to a sustainable Research Data Facility,

Dr. Marta Teperek, University of Cambridge
Like many institutions in the UK, Cambridge has responded to research funders’ requirements for data management and sharing with a concerted effort to support our research community in good data management and sharing practice. We established a Research Data Facility as a Small Research Facility according to the Transparent Approach to Costing (TRAC) methodology. Our proposal was that facility’s costs will be recovered from grants as directly allocated costs. This approach not only ensures financial transparency, but also forces researchers to consider the time and costs of research data management from the start of a project, as an integral part of a grant proposal. This presentation will summarise our one year long efforts towards making our Research Data facility sustainable by charging grants directly, and how, eventually, we ended up going down the overhead route.

3. Stop press: should embargo conditions apply to metadata?

Sarah Middle, University of Cambridge
At Cambridge, we are aware of various issues, both real and perceived, regarding metadata relating to embargoed manuscripts and datasets. Our current solution is to place records into restricted collections, but this has the additional result of increasing our administrative burden, and causing broken links to temporarily appear in published papers (a problem which will be aggravated once we start minting DOIs for datasets held in our repository later this month). In this session, we will outline the issues involved, and how manuscript and dataset metadata is affected. We will also use a number of case studies to demonstrate the impact this has on researchers and institutional workflows. Finally, we will look at how metadata embargo requests are currently being managed by institutions, and suggest some potential directions we could collectively take towards a solution.

4. Demonstration: Archivematica, ownCloud, Exactly and Arkivum,

Matthew Addis, Arkivum
Digital preservation is an integral part of Research Data Management. Research data is potentially very long lived and will only remain usable if it undergoes active digital preservation to ensure that the applications of tomorrow can successfully find, retrieve, and understand the research data of today. Archivematica is a platform and set of tools for digital preservation of file-based data. Ongoing work at York and Hull has already investigated how Archivematica can be extended to meet the specific needs of research data as part of the ongoing Jisc “Filling the Digital Preservation Gap” project. This demonstration will briefly present Archivematica and show some very early stage work on how it can be delivered as a hosted service. This includes ownCloud as an easy way to get data into and out of Archivematica, Exactly as the basis for data packaging and chain of custody, and Arkivum as an example of long-term safe storage of Archivematica’s Archive Information Packages.

5. Business case and the costing model for storage volume requirements - a Royal Holloway case study,

Frances Madden and Dave Cobb, Royal Holloway University of London
At Royal Holloway, the RDM team conducted an extensive investigation into the storage requirements of the College for active and archive research data. This presentation will describe the techniques used and the conclusions drawn from the investigation.

References:

• Basso, M., Smulders, C. & Mann, J. (2015), Magic Quadrant for Enterprise File Synchronisation and Sharing, Gartner
• Beagrie, N., Charlesworth, A. & Miller, P. (2015), Guidance on Cloud Storage and Digital Preservation: How Cloud Storage Can Address the Needs of Public Archives in the UK, 2nd edition, The National Archives
• Cannon, N. (2014), Is Cloud Fit for Government Archiving, Gartner
• Cannon, N. (2015), Market Guide for Cloud-Based Preservation Services in Government, Gartner
• CCDS (2011), Audit and certification of trustworthy digital repositories – Recommended practice, CCDS
• Childs, S. (2012), Best Practices for Storage Management: Developing an Information Lifecycle Management Strategy, Gartner
• Childs, S., Landers, G. & Filks, V. (2014), Selecting the Best Archival Storage Architecture for Your Needs, Gartner
• Chin, K. (2007), Use a Digital Preservation Plan to Manage Content for the Long Term, Gartner
• Filks, V. & Landers, G. (2015), Storage and Data Management Are Not the Same Thing, Gartner
• ICO (2012), Guidance on the Use of Cloud Computing, ICO
• ICO (2012:2), Model Contract Clauses – International transfers of personal data, ICO
• ICO (2015), Assessing Adequacy – International Transfers of Personal Data, ICO
• ICO (2016), The Guide to Data Protection, ICO
• ISO (2012), ISO 14721 Space data and information transfer systems – Open archival information systems (OAIS) – Reference Model, ISO
• Lawson, C., MacDonald, N. & Heiser, J. (2015:1), Market Guide for Cloud Access Security Brokers, Gartner
• Lawson, C., MacDonald, N. & Heiser, J. (2015:2), Technology Overview for Cloud Access Security Broker, Gartner
• McLellan, M. & Hellmuth, W. (2015), “Safe Harbor Is Dead, Long Live Standard Contractual Clauses?”, http://www.dataprivacymonitor.com/enforcement/safe-harbor-is-dead-long-live-standard-contractual-clauses/
• Phillips, M. et al (2013), The NDSA Levels of Digital Preservation: An Explanation and Uses, The Library of Congress
• Principled Technologies Inc. (2015), File-Hosting Service Comparison: Faster Syncing with Dropbox for Business, http://www.principledtechnologies.com/Dropbox/Dropbox_for_Business_performance_comparison_1015.pdf
• Research Councils UK (2013), RCUK responses to questions raised at the DCC/RDMF Special Event on funding for Research Data Management held at Aston University on 25th April 2013, Research Councils UK
• Research Councils UK (2015), Guidance on best practice in the management of research data, Research Councils UK
• The National Archives (2011), Digital Preservation Policies: Guidance for Archives, The National Archives

6. Update on Journal research data policy project,

David Kernohan, Jisc
In this session we’ll discuss the findings from our proof-of-concept work on a Journal Data Policy Registry. Though a registry has not been feasible, we learned a great deal about the nature and scope of data policies. We also covered planned future work, which will be focused on supporting publishers and journals in developing clear and comparable policies which can easily be incorporated into a potential future registry. We’re looking at publishing templates and guidance later this year.

7. Demonstration of DataVault,

Stuart Lewis, University of Edinburgh
What do you do with research data when you’ve finished with it? Some of it can be shared openly, some of it is very important and should be managed within a full digital preservation environment. But what about all the rest? What about all the data that needs to be retained due to local or funder policies, or because it is of future interest? The DataVault may be the answer! Funded by the Jisc Data Spring programme, the DataVault has been developed as a tool to allow researchers to select, describe, and archive data for the long term. Integrating with local research and archival filestores, CRIS systems, and institutional authentication systems, the DataVault is an easy to use system that fits into your Research Data Management environment. This demonstration will show what the system can do, how it can be used, and how to learn more about the project.

libraryblogs.is.ed.ac.uk

DataVault presentation and poll

8. Bristol case study on managing sensitive data,

Kellie Snow, University of Bristol
The data.bris Research Data Repository at the University of Bristol offers a means for Bristol researchers to share their data with the world. Yet from its launch as an open repository in July 2014, it became clear that there was a significant demand within the University for restricted access options in publishing sensitive data for which external archives were not appropriate. The Research Data Service have therefore developed a number of access levels for the repository, and a series of processes to ensure restricted data can be effectively deposited, stored, requested and accessed by third parties. This session will outline the journey taken by the service in setting up these processes, the difficulties and challenges encountered along the way, and recommendations for other institutions considering similar approaches to the management of sensitive data.

9. Demonstration of 4C Cost Comparison Tool,

Paul Stokes, Jisc
The 4C project Cost Comparison Tool (CCT) was developed by the 4C project to help practitioners and institutions better manage and understand curation costs through collaboration and comparisons with other organisations and through year on year comparisons of their own costs. This session is intended to give an overview of the tool and demonstrate some RDM related use cases. Should time allow, we will also be examining what needs to be changed (if anything) to improve its effectiveness in the wider RDM context. If you want to attend this session please have a look at the online tutorial to familiarise yourself with the tool and its use. curationexchange.org/compare-costs

10. Demonstration of DMA Online,

Masud Khokhar and Hardy Schamm, Lancaster University
Are you using a mixture of complex reporting, manual work and spreadsheets to provide RDM reporting at the moment? Are you wondering about how to calculate costs for recovery from grant applications? Would you like your life simplified? DMAOnline helps you do that by aggregating data from a variety of key RDM systems (Pure, DMPOnline, Archivematica, IRUS-UK, Shibboleth) and services to provide you with useful and important information in a single dashboard system. Some of the core questions DMAOnline can help you answer include but are not limited to: how much RCUK compliant my institution is? How much storage infrastructure will we need and how much it will cost us? What’s our ratio of publications which have a data access statement? How many of our datasets are archived? etc. Furthermore, DMAOnline is able to visualise this complex and disparate research data information in way that it can be understood and processed by research administrators, senior HEI stakeholders and funders.

dmao.info

Data Management Administration Online (DMAOnline)

11. Presentation on UKDS Secure Lab and sensitive data,

Dr. James Scott, UKDS
In this session, we will cover the following:

• Brief intro to UKDS Secure Lab
  

• The ‘5 Safes’ security model 
  

• What is personal data? 
  

• The DPA · How our users stay within the law 
  

• Techniques for keeping data subjects safe - e.g. pseudonymisation, Secure environment, robust training, fostering good relations, stressing the severe and wide-ranging repercussions of breaches and Statistical Disclosure Control (with a couple of examples of our rules of thumb)
  

12. Presentation on methods/approaches for measuring the costs and benefits of RDM,

Graham Kay, Cambridge Econometrics
RDM services at the institutional level are coming under increasing pressure. The volume of research data and the requirement to make it freely accessible have grown rapidly in recent years but RDM budgets have not kept pace. This raises questions about how HEIs will deliver sustainable RDM services in future. Clear economic evidence is required to support the case for sustained investment in RDM.

In early 2016, Jisc commissioned Cambridge Econometrics to review what has been done to date on measuring the incurred costs and benefits of RDM, and advise on the most appropriate methods that Jisc or institutions can apply to support a business case for RDM.

In this session CE will present their proposed general framework for organising the costs and benefits associated with RDM; and their thoughts on the most suitable methods and approaches for estimating the impact of RDM.

13. Demonstration of IRUS Data UK and metrics,

David Kernohan, Jisc
In this session we will update attendees on our work on data download metrics and data citation metrics. We’ll briefly demonstrate the IRUS for data download service, which is already working with 15 test centres around the UK including the ESRC-supported UKDS. And we will share some of our early thinking around data citation, including examples of existing work around the world and analysis and recommendations from Cameron Neylon and our project Expert Reference group.

Notes taken during the day

Google Docs

Main auditorium: https://docs.google.com/document/d/1RjAy6tJdWIHsNUpnQtO4iW6IU__FCG_swO7MTrN-qtg/edit?usp=sharing

Attendees list