A presentation by Hannah Lloyd-Jones as part of Open Access Week at the University of Exeter.

1. WHAT IS OPEN ACCESS?
WHAT IS RESEARCH DATA MANAGEMENT?
PRINCIPLES, POLICY AND PRACTICALITIES
Open Access and Data Curation Team

2. INTRODUCTION
 Overview of research data management
 Preview of University’s pilot data repository
 Overview of Open Access

3. WHY MANAGE DATA?
Short-term:
 Increase efficiency.
 Save time.
 Simplify your life.
 Meet funder and institutional requirements.
Long-term:
 Preserve your data.
 Easier sharing and collaboration.
 Allow others to build on your research.
 Raise your visibility and research profile.
Download our research data management survival guide

4. DATA STORAGE
 Accessibility of data:
 Where will you be working: at home; in the office
or lab; both?
 Will you be working collaboratively?
 U Drive – up to 20GBs allowance.
 Cloud storage (but not for sensitive or confidential
data).
 Computer hard drive.
 External hard drives & memory sticks.
 DVDs/CDs.
 There may be local College solutions – ask your
CDOs.
 Advice from Exeter IT.

5. DATA BACK UP
 Why back up?
 Security and integrity of information.
 Reduce the risk of accidental or malicious data
loss.
 Makes data recovery easier.
 Back up in more than one place – store external
devices in different places.
 Back up after major changes to data.
 Make sure you know which version is the most up to
date.
 Get into the habit of backing up regularly.
 Advice from Exeter IT and UK Data Archive.

6. ORGANISING YOUR FILES AND FOLDERS
 Label your files and folders consistently and
meaningfully so they can easily be found – choose
a system and stick to it (yyyymmdd for dates).
 Make sure you know which is the latest version of
your work, especially if working collaboratively:
– use a version control table in the document.
– name files accordingly, e.g., V01 & V02 – major
changes; V02.01 – minor changes to version 2.
 Enables efficient working – don’t waste time trying
to find a file or folder later in your studies.
 Advice from Cambridge University Library.

7. SELECTION AND APPRAISAL
Storing data is costly, get into the habit of reviewing
and deleting data.
When to retain data - criteria include:
 Uniqueness.
 Non-replicability.
 Significant to current and future research.
 Scientific, social or cultural significance.
 Underpins published research.
 Important in relation to other data/research.
 Specific funder (legal or contract) requirement.
Advice on disposal of confidential data from Records
Management or email Caroline Dominey.

8. DOCUMENT DATA CREATION & COLLECTION
(METADATA)
 Where did you collect your data?
 How did you collect your data?
 What equipment did you use?
 What formats are your data in?
 Needed for:
 Long-term discoverability of your data online
(and articles, working papers, etc.).
 Understanding, sharing and reuse.
 Replication.
 Validation.
Tips from MIT and Cambridge or ask your Subject
Librarian.

9. BE AWARE OF COPYRIGHT ISSUES
When you put research papers or data online that
include third-party copyrighted material you must be
sure you have permission to do so.
This includes journal articles, conference
papers, reports, chapters, theses, and so on.
 Get the correct copyright permissions early on in
your research – it could hold you up later.
 Images are a particular problem – see JISC Digital
Media for advice on using images.
 Read one PhD student’s experience of handling
copyright issues.

10. ETHICS & SENSITIVE DATA
 Follow the University’s Ethics Policy & subject-
specific procedures.
 Be aware of relevant legislation, e.g., Data
Protection Act
 Stringent control of access to data: password
protection; encryption; lock and key.
 Store personal information, keys, codes, consent
forms, etc., separately.
 Share with caution – use encryption.
 Good advice from UKDA.

11. DATA MANAGEMENT PLANNING (DMP)
Bids to most major funders now require a DMP
outlining:
 Roles and responsibilities
 What data will be created and how
 Data formats
 Documentation of data
 Storage and back up
 Data sharing
 Long-term preservation and access...
Get support from the Open Access & Data Curation
Team

12. SUPPORT OPEN ACCESS
What is it?
 International movement to open up access to
research knowledge.
 Publicly-funded research should be openly and
freely available.
 No restrictions on access or use.
 Most funders now require funded research to be
made OA.
 Get used to putting your papers and data on OA –
use our repository.
 Find out more from the Library Open Access Team.

13. KNOW YOUR FUNDER’S POLICY ON OA
 RCUK Policy on Open Access
 Wellcome Trust Policy Statement
 Overview of Funders’ Policies on Open Data
 UoE policy

14. DISSEMINATING DATA
 Usually a funder requirement.
 Store in a repository:
 Exeter’s data repository
 A subject repository (e.g., Archaeology Data
Service).
 A national repository (e.g., UK Data Archive)
Advantages:
 Security.
 Permanence.
 Visibility.
 Citability.
 Opportunity.
 Someone else looks after it for you.
List of repositories at OpenDOAR

15. HELPFUL LINKS
 Contact us: openaccess@exeter.ac.uk
 Open Exeter Project
 Open Access web site
 RKT Contact Details
 Digital Curation Centre
 Draft UoE Research Data Management Policies
 Appraise & Select Research Data – DCC
 Exeter IT Governance and Compliance

16. THE BENEFITS OF OA
 Increased visibility of research & researchers.
 Impact: OA research cited more frequently.
 Research lifecycle can be accelerated:
published, read, cited, built on.
 Facilitating collaboration & sharing.
 Tool for the University to raise awareness of
research profile.
 Public good: sharing scholarship and intellectual
wealth.

17. HOW DOES OA WORK?
 Put a copy of your research paper in a repository
(the Green route – free to the researcher).
 Pay a publisher a fee to make your paper OA ( the
Gold route – c. £1,300 average).
 Publish in a free OA journal.
SHERPA/RoMEO: information on publisher OA
policies.
DOAJ: a directory of free OA journals.

18. FUNDER POSITION ON OA
 RCUK from 1 April 2013 – all papers submitted for
publication must be OA within 6 months (12 months
for AHRC & ESRC).
 Wellcome/NIHR – published papers must be
available on OA within 6 months and deposited in
UKPMC.
 UoE policy.
 Most other funders currently ‘encourage’ or ‘support’
OA - expect future mandates.

19. WHAT TYPES OF RESEARCH ARE AFFECTED?
 RCUK: peer-reviewed journal articles & published
conference papers.
 Wellcome: peer-reviewed journal articles.
Not Monographs, book chapters, etc.
Data: most major funders require deposit on OA where
possible. Again, wise to expect future mandates.
RCUK: You will need to state where and how data can
be accessed.

20. HOW TO COMPLY WITH FUNDER POLICY: 1
 Puta copy of your paper in the UoE or other
repository (may need to be a post-print – NB
always keep your own peer-reviewed copy).
 Deposit via Symplectic – in return you get a link
to the full text.
 Wellcome-funded researchers must put a copy
in UKPMC within six months.
 Publish in a free Open Access journal: DOAJ
NB – repository deposit is not a means of
publishing, it is a means of being OA compliant.

21. HOW TO COMPLY WITH FUNDER POLICY: 2
Many publishers operate a paid (Gold) OA scheme
– your paper is made openly and freely available
on payment of a fee.
 Check in advance that the journal in question has
a paid OA option (use SHERPA/RoMEO).
 If your chosen journal does not, you may be able
to negotiate a one-off payment or a more lenient
copyright agreement (this does sometimes work).

22. HOW WILL THE COSTS OF GOLD OA BE MET?
 UoE will receive a block grant from RCUK – precise
amount as yet unknown.
 UoE has £131k from the Government via BIS (to be
spent by April 2013).
 UoE has £65k from Wellcome now.
 UoE has a prepay BioMed Central subscription.
 UoE is running a pilot OA fund now.
Any other suggestions...?
NB You can no longer factor the costs of OA publishing into
Wellcome funding bids and, from April 2013, RCUK funding bids.

23. COMPLIANCE
Funders do check institutional compliance but will always
give you the chance to look into OA options before
discussing sanctions.
 The choice of where to publish is an academic decision
 We will help researchers navigate publisher policy and
support academic choice.
 We will help researchers publish via the gold open
access route subject to funds.
Any queries: openaccess@exeter.ac.uk