 Sorry, sorry, I missed that introduction. Thank you very much. My name is Helen. At SOAS we've been trying to engage with all of these policies that are really required of our researchers. I went recently to an event in Belgium, it was an Erasmus exchange. Everybody was very excited to meet me because I was from the UK and the UK is very ahead of the games in terms of policies for research data management and sharing and open access policy. And that's meant that people like myself, I don't have like a technical background or research data management background but support researchers to do their research have had to really engage with quite sometimes complex and conflicting policies. So in the UK you can have a researcher that is funded by Hefki who have a requirement for open access for the ref may have had RCUK funding and they have their own set of requirements for data sharing and data management. I think this is Nathan actually who had a RCUK grant and then moves on to the EU and is funded by a different funding body and then is basically has a different set of expectations placed on them in this kind of policy sphere. So this presentation is going to focus on the basic requirements to meet EU funding relating to research data management and sharing. I'm not going to talk about the open access policy for publications but I'm very happy to at any time. Also like Nathan says, although I spend a lot of my time unfortunately talking about rules and requirements I really strongly hope that researchers start to adopt these practices more generally and just think about data archiving and sharing as part of their research process rather than it being at the stage. I think we're in the UK where researchers do it because they're sort of in a sense obliged to but I think there are very good reasons why we should do this in general. So I'll just kick off with this. So this is what the European Research Council says that it supports the basic principle of open access to research data and it recommends that all its funded researchers follow best practice by retaining files that they've produced and used during the course of their work and they be prepared to share these data with other researchers whenever not bound by copyright restrictions, confidential requirements or contractual clauses. So I think the other presentations have kind of outlined some of the challenges in this area with relation to copyright possible ethical reasons. But nevertheless the ERC does want research to engage with this topic nevertheless and the reasons they say they do that is to enable other researchers to build on research, avoid duplication of efforts, that's common for all funding bodies. There's a real commitment to stop researchers, I think maybe in the past, maybe more in the sciences have possibly done the same experiments and not known other researchers are doing those things and therefore there is a lot of duplication of efforts and I think in the social sciences and arts and humanities there's a feeling possibly about researchers going to visit similar communities lots and lots of times so how can other researchers benefit from other researchers in the field it may not necessarily be directly relatable to research but you could still make use of research data. Obviously it makes research available to citizens and society and ensures research data is available in the long term and I think that's the key mission of all of these funding bodies certainly in the UK and EU, I'd be interested if other countries have got similar kind of movements in this area with relation to data management and data sharing I know that there's some things and some fields going on in the US and yeah this is an infographic, I've got all the references at the end of the slide that basically says well this is how you do it, the ERC produces so you get funding write a data management plan, gather data during your research, finish your research and then choose a repository to deposit your data and then through that infrastructure basically the EU knows that you've done what you need to do I think as we've seen that this is a lot more difficult than this infographic suggests so I'm not going to touch on any sort of disciplinary specifics it's just going to be the basics of what you need to do So first thing to outline is that the H2020 guidelines don't apply to the full extent to all projects funded by the ERC the requirements are laid out in the H2020 guidelines to the rules on open access to scientific publications and open access to research data One thing that frustrates me of working in this field particularly the EU and the ERC talking about research data and basically scholarship is it's always referred to as scientific publications and I know that term has broader meaning in the US and other parts of Europe but I think causes problems for all of us in thinking about what our research data is and if you're trying to advocate that in an institution like SOAS where there are no kind of hard sciences I think it immediately puts people off in engaging about thinking about these issues and I know a lot of other people working in this field feel the same way so it applies the open access to research data applies to all projects funded or co-funded for all work programmes from 2017 onwards so I know that SOAS has a variety of projects with different start dates If you were funded prior to 2017 then certain projects opted in to the research data pilot and if you did or you started in 2017 these requirements are laid out in article 29.3 of your grant agreement so that's where it formalises all of these things Interestingly, projects can up doubt any stage under a stage of the pilot under certain conditions if you've opted in so if you've got an obligation to protect results if their open data is incompatible with the need for confidentiality I do think that is an issue in lots of social sciences and humanities particularly for SOAS, the kind of research that we do at SOAS however, as you'll see in the presentation the ERC still expects you to engage with all of these issues even if you've got issues that arise out of ethical concerns so that's not a reason to not engage with the idea of depositing data and if your project doesn't generate or collect research data then the rules wouldn't apply if you opt out you would have that clause removed from your grant agreement and interestingly it says that projects that do opt out of data sharing for any reason won't be penalised I think providing that you justify it and also on your grant you can actually cost for resourcing and planning of data management activities so at SOAS what we've tried to do is lay out I've just developed quite a useful spreadsheet that goes through all of the different workflow activities I think that Frederica pointed out in her last talk then that really require a lot of time on projects and what I've been finding with working at projects at SOAS is that sometimes that's underestimated the amount of time it takes to transcribe or manage people to inscribe if you haven't done your file naming properly the amount of time it then takes to get it compliant with the data repository so it's quite underestimated so the fact that you can resource for data management activities I think it's really important and I think we try to encourage all people researchers applying now to make sure that it is described in data management plans so that you can run an efficient project I just want to say if anyone has questions as we go along I'm happy to take them as we go along rather than at the end so how does the ERC define research data I know there's been lots of debates about this in the talks but this is the official line from the ERC is that basically it's data that underlies publication so any data that's needed to validate the results presented in your publications so that's one category of research data and basically information collected that's considered as a basis for reasoning, discussion or calculation they define certain examples of data which we've discussed but it also says that any curated data or raw data that's not directly attributable to a publication so I found that on some projects you might have data that very much relates to a journal article and you deposit that as one deposit but you might have overall data sets for your whole project that haven't necessarily been underpin your publications but they would still consider that as research data that you need to share I should mention that all of these are the kind of reasonings that apply to most funding bodies so even if I've said ERC you could replace it with most funding bodies now certainly in the UK so the data archiving and sharing requirements I've divided these into two different elements and I think there's some specific information that's quite useful in the guidelines for ERC grants about those two things and it will help for planning to make sure that you do meet the requirements so research data should be deposited preferably in a research data repository that means a research data archive which can be subject based at an institutional level or a central level, e.g. the UK data archive or Zenodo at the EU level they do require you to use what's really a recommended data archive and for OpenAir which is where you report all your outputs on your projects they recognise the RE3 data I never know how to pronounce that register of data repositories I'll show a slide about that later but that's where you can search for lots of different data archives and find out which one would be the right repository or archive for your types of data so that's a really good resource it says that research should definitely make use of data identifiers most commonly a DOI so when you're depositing data in an archive for long term preservation then you need to make sure that it does assign a DOI or a handle so that's part of the requirements obviously data deposits should include associated metadata and you should describe the tools required to validate the results that's in a way written for the sciences but definitely we can do that for social sciences and humanities as well so in terms of data sharing so that's the bit where you're required to deposit your data sets you can then make them openly available and the ERC approach to research data is as open as possible or as closed as necessary so what the ERC doesn't want to do is researchers to just say I can't share any of my data for these reasons and not either put it in a repository or you close off an entire data set you might be able to share some of your data but not other elements of data and the ERC will ask you to justify that throughout your project when you do make your data available openly research should be able to access sorry I've put mine, it should be mine exploit, reproduce and disseminate research data free of charge and you should make your data as open as soon as possible especially for data underpinning publications and I think Nathan you've already done that haven't you you've put something in relating to your current grant that underpins presumably a publication for other data if it doesn't underpin a specific publication it says that you can share that openly further on in the project and that's up to you for your individual judgement and that you can also put data in repositories under restricted access, certain licences eg creative commons or controlled access so there's lots of different options you can apply to your data deposits so I would make a statement and feel free to shout at me if you wish what data archiving is not so it's not really a project website or even I would consider like a bespoke database which I know a lot of research has developed for the research unless it has preservation infrastructure access control and licensing DOI mincing for instance and also from the ERC perspective the ability to report reporting capacity so that the data repository has metadata that tells the ERC that you've made a kind of compliant deposit so these are really important things to consider and in Zenodo you can actually archive a complete database so you can develop a database for your project and you can archive it so I think that there has to be a distinction between what you're using for your projects for the life of the project but data archiving commitments and a lot of the times I speak to researchers and I think obviously you would want specific databases to exist for a long time but even if that was possible and happened you'd still need to make a deposit into a data archive so I see that as a very different process you said you welcomed interruptions just to make sure that I understand it correctly so as you might recall I'm basically creating a website which I see as a publication and by my understanding ok since I'm working in a ERC funding project the data sets underlying that publication is a website do need to be archived on Zenodo that does not mean that every content which goes in the actual publication needs to be replicated in Zenodo or that the website as a publication is not relevant or not accepted by the ERC as a project output because obviously we're archiving on Zenodo the underlying data sets of research data but that does not mean that the website as a publication is irrelevant or unnecessary or unacceptable no absolutely not it's just that I think the ERC doesn't have any requirement that that website would exist for kind of long term use in the same way as an archive but absolutely yeah that's understandable it does that Michael who is not here seems to have the impression that the website is sort of unacceptable and irrelevant and instead of putting anything on the website everything was ahead in a mass grant I mean that's there are some specific considerations that are not appropriate to talk about but I think on the general point there you are drawing a sharp distinction between archiving and distribution traditional publication, website you're all still about distribution that's still a vital part of what we do it's just that we're being asked to archive running in and out absolutely and I think as well that obviously project websites serve a lot of different other requirements in funding applications so dissemination outreach etc etc but I've found that there's a lot of confusion about the website also being sort of like a data archive or the kind of long term home field data and I think that that's something that we want to try and get away from and certainly at SOS we're trying to really emphasise that point a little bit more absolutely so this is just to point out what I mentioned before about the R3 data research data repository search engine it doesn't have all data repositories in there but you can search it by discipline it gives you links to the actual repository tells you about certain requirements conditions etc but for the ERC obviously they've set up Zenodo to meet the requirements of the funders so the ERC doesn't dictate where you put your data as long as it's what they consider to be a recognisable data repository and this is the registry that they rely on to decide that if you made a case otherwise I'm sure that they would accept that but you would have to contact your projects so I would say definitely if you're in any doubt use Zenodo some of you are very experienced with that I've just put some screenshots of how you do it just to sort of demystify the process so you register you choose your files etc obviously you can put a lot more materials in Zenodo than just your your data sets so you might want to link other outputs from your project in there the important thing here is that what you get from Zenodo is you get a citation as Nathan mentioned on his project and you get obviously a DOI you can see that there's metadata that shows which project it relates to and you can assign it to a specific community so I'm thinking of starting a SOAS community in Zenodo which means we could you could also link your outputs into that community as well and then you've got the license for reuse so that's not what you get always in specific databases or the websites in terms of data sharing here you can see how Zenodo works and this is typical of say UK data archive you can make your data open you can put a really long embargo on data there's a lot of debate about data sets that contain personal data I know at SOAS we have a lot of anthropological research and it might be in small communities and you could anonymise that data but in terms of the reuse of the data by anonymising it so heavily that somebody can't be identified you would actually there'd be no reuse in that data so you might want to consider putting a really really long embargo period on something and that's absolutely fine as long as you justify it the important thing is that you've got a record in Zenodo that people can find and see that you've got a data set related to your funding then you can have restricted access so you can grant rights to certain people and completely closed access and then you obviously will choose a licence that's appropriate to the reuse Hi James Can you put a restricted access on so that if someone emails you last sitting so yes I think that's the restricted access option in here and the UK data archive as well allows that and different data repositories have a request button so you can then field requests for reuse that's quite common so this is a very very very simple points that I use actually for PhD students so obviously sorry if I'm obviously pointing out things that you already know it's just about making sure that you can make that compliant deposit obviously you need to identify what your research data is on a project organise your data file naming folder structure, versioning and metadata one thing I wanted to point out at the end I've put a link to the RDA the research data alliance they've doing quite a lot of good work on metadata for different disciplines and they've got lots of working groups so if you feel that there's gaps in the areas that you're working in I think data alliance is a really good organisation where you can start to shape what's going on in that and develop new standards etc etc then securing your data obviously backing up choosing the right file formats checking the data etc etc and protecting data I'm going to mention a little bit about new data protection legislation that's really important but that's going to be increasingly important and then sharing your data so so I don't know how many of you are aware that in May next year the EU is introducing new data protection legislation that makes strengthens rules about informed consent and also brings in quite stiff penalties for any data protection breaches and this is really important if you're on projects that are working with any personal data or human research participants so you need to make sure with consent that you are going to tell your research participants what you're going to do with their data in terms of sharing but also how you're going to handle it where you're going to transfer it which country etc and it's got to be very very specific and it's got to be documented so that either has to be in paper form or through audio recordings but there has to be now some evidence that you have consent and that doesn't even matter it's not just about sharing but when you've worked with people on your project thank you and so as we have some new guidance in this area so we've got a new document for specifically the policies of working with personal sensitive data but also we updated our draft consent form to provide researchers with guidance to make sure what you should include when you do consent if you do audio recordings that's fine you just have to make sure you give out the same information to research participants so for I've put data management planning at the end but I think that and the reason I've done that is because the ERC is quite a good funding body because it acknowledges that data management planning is a live thing that changes so a lot of funding bodies in the UK you write a data management plan at the start of a project and then maybe never revisit again whereas in the ERC if you opt into the pilot or you're required to you have to submit a data management plan six months after you start a project so it gives you time to start to work out what you're going to do and then you have to regularly update that through the reporting structure and you need to update it if you've made any significant changes so that you're making if you're collecting new data or you've got issues relating to IPR that have changed the EU's got a data management template which is recommended but not a requirement you can use different templates but what I wanted to emphasise is that if you're on a project now that's ERC funded it's still a good opportunity to just start data management planning if you feel that you've not worked out certain issues I'd just start to use their template because it does really structure your thinking around data management planning and sharing and if you've not used it there's a EU template in DMP online which is an online platform for creating data management plans and the guidance is embedded within it and I've just created this event I've created an easy template via Google Sheets for SOAS so I've just basically asked all the questions that the ERC requires of you so if you want to give data management planning a go then do fill it in and we'd be happy to help you identify problems and try and fix them or improve your processes and the one thing that the ERC does say is that you should keep different versions of your data management plan and version it in the same way as you would with your data Your page says you have to sign into that DMP online Yeah so any researcher with a you oh no you can log in you just have to register so you're creating accounts anybody can do that and there's also a US equivalent which I think is called it's not called DMP online it's something very similar but they've got lots of templates for US funding bodies as well and in the future they're going to combine this resource and so that will be kind of a worldwide resource for online data management planning but it's incredibly useful Is it better than to use this ERC in a management plan template? Yeah there's lots of guidance embedded in there from the digital curation centre so you get sort of expert advice as you're going along and filling in the different sections so I do find that quite a useful tool so just to finish on some resources so anyone who's at SOAS do check the new research data management pages that we've created where we've got the key guidance on managing a project when you've been awarded funding or you're doing your research data management planning and working with personal data all the key guidance is there and I've just put in the screenshot of the research data alliance just to publicise their work and recommend that you get involved with that and that's a list of all the essential resources for ERC grants and because it's quite confusing the ERC I find really hard to know what governs what project but I've tried to pick out the relevant information for data management planning and sharing there so I hope that was helpful and if you've got any more questions let me know Well permission I think I'll ask that Helen make her PowerPoint available to all of us Yes yes Are the PowerPoints going to be available generally or? We're planning to because it's being re-edio You might like to have this before this Sure I'll just share it with you Nathan if you can distribute it With the new kind of data protection we had to have a session at the museum which our legal department talked at us What are the things that they seem to think was that the new provisions would indicate that you were incapable of giving consent if your participation was dependent upon your answer to the consent question so if I wanted a service from somebody and they said I had to give them personal details then I had not given them consent for personal details because I couldn't access the service service and that struck me as something that was obviously aimed at commercial institutions but under the kind of torturous interpretation our legal department is capable of I could see that being a serious issue in an anthropological context Yes I'm not going to interview you unless you give me consent to start again with my example So the understanding of our legal department which or rather my memory of my legal department was that if you accessed a service online where you've got something free TV streaming or something and they said we need you to put in your name, your address your date of birth all this kind of personal later that company would not have a defence later that they had your consent for that information because you would not have been allowed to access the service unless you handed over the information so you weren't free consenting to them having it or being forced and if that understanding is correct I could imagine a torturous interpretation that could hit research projects So what you're saying is in order to use my data you have to give me your name and your email address You're saying I have a product but I'm saying I have a website and my website has TBRC You have to give us an email address and your name and that is forcing your consent The email address is fine because you need it to provide the service but you must sign into things where they insist on you giving data they don't really need it right Facebook Yes, like Facebook Essentially the Facebooks of this world So there's a point and it was always in data protection legislation about the collection of personal data shouldn't be excessive for use so you have to really justify why you might need the personal data so I think what we tell researchers is to really question do you need this person's personal information not don't necessarily collect it but in relation to anthropological research I think there's going to be a lot of efforts at SOAS and around the community to lay kind of concerns in this area because one concern is a lot of anthropologists say well I build a relationship first with my research participants before I would then document the consent but you're kind of already in the community you might be doing research and then you present formally a consent agreement and that's quite I've heard quite common practice in these kind of areas so I think that those kind of concerns about do you need to now go with somebody and wave a form or a recorder straight away because you know how strict these rules will be I think that's quite interesting there are interesting debates going to be had about this I think and all I know is the government it's going through UK government at the moment and we haven't had enough guidance to really commit to what this yet means really but researchers are concerned for these kind of reasons this is what it seemed to me when I was explaining it to me it didn't feel like any of this was aimed at us but that didn't mean that it wasn't going to affect us and that you seem to be saying the same thing but it's not really clear we're not clear yet we know that like in the UK data protection legislation that there are exceptions for researchers another concern is about withdrawal of consent so they've strengthened the laws around when somebody can withdraw consent for their data to be used and we're not sure yet how that's going to have implications for research as well so I guess all I would say is look out for guidance on these issues from research data manager at your institutions because I think there's going to have to be some a lot of thoughts in this area but the information isn't there yet fully How are we doing on time? We are five minutes over at the moment so we are literally preventing people from doing that Well does someone feel like there's really something that needs to be urgently addressed in the public world? I wanted to thank you for organising this event because it's been really wonderful I think for people to share what they're doing and also for inviting me to come as well speak about these issues but I think it's been a great event so I'd like to thank you