 Welcome to the webinar. Let's start now. My name is Paul Wong. I'm your host today. This webinar is part of a webinar series in research data information integrations, a mouthful. A unifying theme of this webinar series is the concept of research data management lifecycle. As you can see that's the research data management lifecycle. The lifecycle approach allows us to look at different business activities and the underlying IT system. That's all these activities as a coherent set of purposeful activities and system to help organization to achieve outcomes and best practices. Now some of these outcomes of better managed data may include more efficient reporting to funding agencies, raising the international profile of institutions, or attracting new collaborators from industries, governments, and other research organizations. In terms of our next webinar in the series, as you can see, the next step in the taking lifecycle approach is the ethical approvals relating to research data. We're currently having discussions with a number of potential speakers and we will announce the date shortly, hopefully within a week or so. Now for those in the audience who are from research offices or have involvement in excellence in research for Australia, ANS is pleased to announce that our DOI minting service has been extended to include great literatures in other form of non-traditional research output. We have scheduled a webinar on 11th of May. Now if you go to the ANS homepage and scroll down you see the event calendar and if you click on to that you see a Google calendar pops up and just go to the 11th of May date and click open and you see the details, registration details and the details of the webinar. I encourage you to attend that webinar. So first off we would like to acknowledge our co-sponsor, the Australia Asians Research Management Society and the Council of Australian University Librarians. ANS is funded through the Commonwealth under the ANCRIS program so we'd like to thank our sponsor, financial sponsor for providing us with the fun to do the kind of work that we do. Now with our further ado I'd like to introduce our three speakers, Matthias, Katrina and Maude. They're respectively from Curtin University's University of Sydney and University of New South Wales. They're all from a library with a library background. Welcome speakers and thank you for coming today to share your experience. So thank you to ANS for having me. My presentation is about well data management plans of course and how we try to get the researchers as they gather at the waterholes. My name, there we go, I'm Matthias Liffis. My title is Coordinated Research Services but I'd like to call myself a data librarian. If you need to tweet call or email me there are my details. Now I always forget to put in a slide introducing Curtin University itself because I assume everybody knows of us. Curtin University is the largest university in Western Australia. We're a member of the Australian Technology Network. Our research profile is growing. I think it's the best way to put it. So traditionally not a very strong research focus but we are absolutely growing our capability in that area at the moment quite rapidly. So I don't like using the analogy of carrots and sticks anymore. I prefer to talk about waterholes after a conversation with Jens Klump at Syro. Carrots and sticks, well they of course carrots are good things, sticks are bad things but really when it comes to research administration and research management most things are a combination of good and bad depending on what point of view you take. So we like to put some things in place so that when researchers congregate at the waterhole to get something that they need that's where we approach them and involve them in data management planning for example. So data management planning is just one of the larger one of many services available at Curtin University. We have training which is delivered by the library. There are monthly data management seminars and I just finished a month of very intensive seminars. I delivered about eight over the course of three weeks. We have a library guide on research data management. There is the data management planning tool, storage for data, the R drive and a facility for publishing data including DOI minting and of course we also provide advice to researchers on all sorts of things around data management like ethics, IP, grant applications, so on and so forth. Now I'd like to quickly talk about what a researcher actually is from depending on who you talk to in the university. They're mostly concerned with just one kind of researcher, staff or students. I like to think about all researchers. It doesn't matter where they are, how early they are or how late they are in their career. I especially like to get them while they're young, train up early career researchers in good data management practices. Now the services that we have developed at the university were very developed under a very very strong collaboration between the library, the IT department, the Office of Research Development and the Records and Information Management team. So we all came together providing our own expertise in particular areas but it wasn't as though just the library was developing these things in a silo. It was certainly a strong collaboration. Now on to the actual data management planning tool. I tend to be quite skeptical of technology working during presentations like this. So I've elected not to give you an in-depth demonstration of our data management planning tool. If you'd like to see it down the line, please get in touch with me and I'll happily organize a screen sharing session or something and walk you through it. So our data management planning tool was developed in-house by our IT department. Development started quite a long time ago probably about four or five years ago but there was a lengthy hiatus in between and then eventually they picked it up, polished off what was needed and made it available. So it would have been first available almost two years ago to the month in fact. Now at the moment the data management planning tool is based around a series of pages. There are three pages with open-ended questions with text boxes that researchers can answer. Now these questions are things like what does your data cover? Who does it belong to? Who's going to be accessing the data? How is that data going to be safeguarded from human or machine error? So on and so forth. We have deliberately chosen to not moderate them or mark them or put them through an approval process, although there is an exception of course there is, because you'll see shortly we have a huge number of data management plans and it would be an incredible workload for somebody to actually have to mark them and provide feedback as they come through. Now the first point, the first waterhole that we went to embed the data management planning process was to get access to the R drive. So the R drive and the data management planning tool were introduced at the same time and you must create a data management plan in order to apply for a folder on the R drive. Since its inception two years ago we have been performing regular updates roughly yearly to the data management planning tool. We're currently in the process of planning the next phase of enhancements and they are mostly to do with upcoming integration with an ethics management module that we are also implementing. So the R drive, so that that waterhole, it is a very plain and simple network drive. There's no fancy ways of accessing it but it is effectively unlimited to researchers. They can ask for as much storage as they need, although we might raise an eyebrow if they need more than five terabytes of storage and have a conversation to see if there's another way to provide them with what they need. They don't need to pay a cent to access this storage and the storage access controls are on this per person basis. So you can say I'm collaborating with this researcher from another department. We both need access but nobody else. That's a relatively novel thing for our network drives at Curtin University which are traditionally mostly based around organizational units. Students cannot apply for storage by themselves. They must apply, sorry, the supervisor must apply on their behalf. I mentioned R drive because it was very tightly coupled with the data management plan and of course we we'd like to think research is very interested in having free sort of unlimited storage for their research. I think that's a good way to get them to think about data management planning. So I did mention that we started all of this, the implementation of things quite some time ago. So in April 2014 was when we introduced a new research data and primary materials policy and September that year was a soft launch of the planning tool and the R drive. There was an even softer launch in April but that was more of a prototype to do some usability testing with early adopters and then we progressively found more watering holes to introduce data management planning tool too. So in January 2015 we introduced stricter research data management for human research ethics. In August we then added it to higher degree by research students. In September we hit a thousand data management plans which was a pretty exciting time. Then in January this year it was introduced for animal research ethics and just the other day I discovered that some honours and fourth year undergraduate student coordinators were planning to introduce stricter research data management for some of their students. I checked this morning and we're pushing 2,000 data management plans. I think it'll take us about a month to get to that magic number. And then coming up soon we are implementing a human research ethics management module component of InfoEd and that is necessitating some of the changes to our data management planning tool. So stricter research data management is a few things combined together. So first up we have that creation and maintenance of a data management plan and that is primarily what I would say is responsible for the huge number of plans that we have received. We also want researchers to deposit a copy of their data on suitable institutional storage which might be the R drive but it could also be one of our other network drives at the university. And we also don't want sensitive data to be stored on personal devices at all ever. I mean that was always the case but we've been really highlighting that much more strongly recently. So you might have seen that we revised our data management policy after only a year of it being in place. The reason why we did that was because we had this lovely policy that was based on very little experience of actually doing it. We looked at policies from other universities and organizations and put our own together but then we discovered that when the rubber hit the road that it was lacking in a few places. So we added some much stronger links to the Australian code for the responsible conduct of research. We added a new reference to sensitive data within the policy and we also had stronger references or typo to data sharing and publication. This is a pretty chart of the data management plans over time. Now it is over two years and you can see we've experienced massive growth. Now I can't point out things on my screen to you. I'm used to giving presentations in person but you can see there that from August to September when the data management planning tool was made publicly available there was a small spike there in growth. But really it was January 2015 when it was data management planning was made mandatory for human research approvals that it shot started shooting up in August 2015 was the introduction for high degree by research students and another spike again. And it's still too early to see if there's been much of an impact by the introduction for animal research ethics but we'll see how we go. We're still experiencing a huge number of new plans every month and so I think last month we had about 150 new plans. So data management planning which I haven't necessarily spoken too much about itself but what I feel is important is how we've embedded it in different processes in the research life cycle. So you need access to storage. We'd like a data management plan. You need ethics approval. Please provide a DMP. And finally if you want to be a high degree by research student curtain you need to write a data management plan. So what's next? Well we've got 2000 almost 2000 data management plans which in and of itself is an excellent data set that is begging to be analyzed. So that's on my list of things to do. And also to support the introductions of all these mandates more training more training more training for researchers. So thank you very much. That's my presentation. Were there any questions? Thank you Mathias. We do have a question from the audience. The question is how do you balance stricter DMP management against ease of input free tax fields on creations of plan? Sorry could you repeat that place? Yeah how do you balance the strict DMP management against ease of input? So I understand that the DMP management plan is mandatory for insert for certain kind of research. And I guess the question is how do you balance the stick and care it? Well the easy to do. Yes so we provide an example data management plan and try to provide as much guidance within the tool. So each question has say a few lines saying consider these things and then there's a link to the guide to the library guide on data management planning. So we try to provide as much assistance there to let the researchers know what they should be thinking about. Now because we're not marking them of course except sorry in the case of ethics applications the ethics committee is very interested in certain questions such as who will have access to the data? How are you gathering the data? So the ethics committee does have a close look at that and we'll get back to the researcher to let them know if the answer is sufficient or not. So we try to take a very soft touch when we mandate the creation of the tool but in essence I suppose you could call it an advocacy tool so we're advocating better data management planning without necessarily forcing them to put things in the right place and have proper file management and things like that. The next question is how do you check compliance with the MPs? Okay so with the yeah so ethics at the moment is until the introduction of the new module next month ethics is essentially a paper form as well as our application for candidacies for higher degree by research students. They need to attach a data management plan so the system lets them produce a PDF that they literally stable to their form and so you check compliance by seeing if the form's there. The next question is caring and sharing. Our sharing is caring. Would you be prepared to share your training documentation so we can see how you are doing it? Have to share ours. Okay so the library guide the URL is in the slides and hopefully distributed afterwards so the lib library guide is completely openly available you can have a look at that and if you'd like a copy of my data management seminar training slides please email me and I can send them out. I won't make them publicly available because I regularly update them and I don't want to quite a flood of questions coming but I'm mindful of the time so we'll share some of these questions to the panel discussions and so hold your thoughts and your questions. We will at this point pass the control to our next speakers. So as Paul mentioned I'm Katrina McAlpine and I'm a research data manager based in the library and so we actually have a team of four of us who work in the library supporting research data management so there's myself Jennifer McLean who's our research data officer Jean Melzak who plays a role in digital curation and Kayla Maloney who is our data analysis officer and like Matias in this space we have worked in collaboration and partnership with the research portfolio and ICT in setting up data management tool and policies and processes and that's something that's still ongoing so again like Matias I'm not going to do a live demo but I do have screenshots of the tool and I'm going to talk you through it but first I thought I would just provide a bit of context about why we're doing this and how we got here. So at the University of Sydney we do have a 2014 research data management policy procedures from 2015 and then we have local provisions that are being rolled out across at the faculty level so Sydney Conservatorium of Music and the Faculty of Engineering IT were our earlier doctors in this space and they were actually involved in policy discussion I think as early as 2013 so these were things that took a while to come in but now that they're here there's more to come. So the policy and the procedures do mandate that all researchers that all research at the University must be supported by an RDMP and the procedures nominate our RDMP tool as this platform to be used. So throughout the policy process there were discussions and really the feedback was that for researchers you want to try to avoid duplicating input so it was really hoped that if we're having an RDMP tool that there could be integration with other systems like Curtin what we have done is integrate that with the request for storage. So we did have a paper or a PDF RDMP checklist that was developed for the Ann Seating the Commons project and we did then update that form in May of 2014 but with the policy having come in and having these two early adopter groups in the form of the Conservatorium and the Faculty of Engineering in IT we really needed an online tool that was across the whole University for researchers to use. So there were discussions do we integrate this with another process such as the ethics approval process but not necessarily all researchers going to require ethics approval so we did go with the integrate with storage option and one of the other drivers for this was around this time the University was implementing the research data store for researchers to store their data and so having the RDMP connected to that helps to provide some context around the content of the research data store and enables the University to do some sort of planning in terms of what do we need you know how quickly is our storage growing how much is it related to data for planning for future infrastructure. So as part of the Ann's metadata stores project we had implemented Redbox for our research data registry and Redbox does have a function it's a researcher dashboard functionality and so as part of a pilot we decided to use that for our RDMP tool and so that first release was about August 2014 and that came in with the integration of request for storage and really the pilot just continued so it just continued to grow and the next major release was in April 2015 and in this case it was an integrating with a request to use high performance computing. So since then there's been a lot of additional enhancement some integrations improvements and trying to fix the workflow so that it's easy for researchers to use as possible as well as the library and ICT. At the moment we don't have as many completed plans as Curtin so I think in my last check we had 680 that have been completed and so that's per project researchers should complete an RDMP on a project basis and they get allocated their storage on a project basis. So if they're working on multiple projects they should have a different RDMP and a different storage allocation for those but I think we do have about 2,000 plans in the system so some faculties you are required to submit a plan with your funding application for internal funding so some of those researchers will complete a draft plan submit a PDF of it and then if the project goes ahead they'll go through the submission process. Okay so I didn't want to risk a live demo but I am going to show you what parts of the tool look like not all of it. This Before You Start page we really developed fairly recently and it was in response to well primarily lots of questions that our team was getting so you need to have a leadership investigator to submit the form and people getting through to the end not being able to submit their form saying you know who can be a leadership investigator what do I have to do the same with external collaborators so it really just made sense to have this Before You Start page to help people out and then we just go through to the overview and so it's based as I mentioned on the project so you give it a project title the abbreviated project title is used for storage allocations and then you select whether this is a research project or a higher degree by research project we're actually fairly flexible in this so we would rather that people are storing their data so if they're a student and they're doing research we would prefer that they're storing their data on our research data store other than being lost on a USB so they can it's fairly open as to who can apply but they will need to put their supervisor as the leadership investigator and nominate faculty I've decided that I'm in law today and the requester information is actually taken from up the top on this previous slide you can see that I'm signed in as me so that is pre-populated and the RDMP tool does integrate with LDAP and with Mint and so from Mint we can take information about people publications and grants so if people if this is linked to I think just an ARC or NHMRC grant or if we have the grant information they can just start typing that information in and it will populate the grant details there FLI codes project dates and any of this can be updated so the contributor space is really designed around the storage allocation so it should be all the people who are involved in the project but it does also control who has access to the storage so whoever is not whoever's in that space on the previous slide for the requester will be auto populated into this contributors list they can be removed if they are the lead team investigator they can update their role to the lead team investigator but generally most people be contributors but you can also assign someone to be a reader so they would have read only access to that storage another enhancement we made fairly recently around that issue of needing to have a lead team investigator is the search functionality and you can search by name email address or uni key and it will tell you whether that person can be a lead team investigator and we have help available if you think they should be able to but they can't so this is one of the main areas where people can provide information about their research data and we don't have that many free text fields so this is a really good place for people to provide as much information as possible but we do see a real mix of information coming through from only a couple of sentences to paragraph or so and I also don't really like the carrot and stick analogy but this is the carrot of the access to the research data store and so originally it was really promoted as you could request two terabytes of storage but we're really not I mean here I've decided that in 2018 I need 30 terabytes and that will just go through but again it is that opportunity to start a discussion so if someone says oh I need 200 terabytes well why do you need it are there other services where you can be offering you is this the best place and just start those conversations so you can complete an RDMP just for the purposes of research data management planning so you can say that you do not request that you do not require digital storage which is fine we do have two types of storage we have classic research data store and we have research computing optimized storage and I'm not going to go into that but it's something you can ask about offline if you like and here you can see that that abbreviated project title is part of the file part for the storage allocation you can provide extra information about your specific storage requirements and I have ticked other and forgotten to fill anything in and where will you be keeping any physical data and hopefully as specific as possible not just stored in my bottom drawer and then retention periods so as I mentioned you can also request access to high performance computing using the form and that can be updated later if you don't request it at the beginning and then we have some more more sort of data management style questions about sharing the type of data that it is can a description be shared and what we don't have at the moment is an integration between red box which is our registry and red box our RDMP tool so one option could be that you know we could have some of the metadata taken from the RDMP form and put into the registry but that is I believe that functionality is there but it's not something that we've switched on. So this upload section we do have people who do upload some documents so across the university there's many places where you might be or where researchers might be putting their documents relating to their research so you don't want to have too many things in too many different places but this is a space where you can update information that might be particularly helpful for that data so I've just said I have a data dictionary and some software information about my analysis software I'm using and then I'm signed in as an administrator so I can see this admin tab and both the library team and the ICT team can see this so it's a good spot for sharing information between those two teams and I should point out that the tool does have an audit functionality but while you'll be able to see what the changes were you won't necessarily know why so this provides a space for us to say that we've made this change and this is why we've done it and then the researcher can submit and this goes to the whoever they've nominated as the lead chief investigator for approval and then that comes to the research data team and we'll approve it we'll just do a quick review at this stage. A fairly recent update has been that if you are the lead chief investigator and you're the requester you don't then need to go in and approve it as the LCI and again that was based on feedback we were having researchers submit their plans they've nominated themselves as the lead chief investigator and then they're saying I haven't got my storage what's going on I don't you know I've been waiting weeks and you'd go in and you would see oh well actually you haven't improved your own plan so it didn't really make sense to them didn't really make sense to us so we've now streamlined that workflow so that they can just submit it and it will come through to our team for approval and then if they're using the classic RDS once we've approved it it will now go off for auto provisioning of storage and again that's a fairly recent update so that's generally what the plan looks like there is the researcher dashboard and they'll be able to both start a new plan they'll be able to see their completed plans they'll be able to see plans that they're sent for approval or if they need to approve plans. So I've pretty much gone through most of these features so it does capture data management information including about physical data you can request access to the research data store and HPC you can add and remove contributors to the project and storage so if someone comes on to your project after you've started you can update the plan and that will give them access to the storage or if someone leaves we just update the plan and they come straight up back off. Again it has an export function as PDF so if you need to submit that either in a digital format or print it and submit it with other documentation you can do that and it also keeps a different version so you can print the appropriate PDF version and it is a living document so we do what people going in there and updating it the contributors is one example but you might need to update where your physical data is being stored and it does have a clone functionality as well so as I mentioned it should be a different plan per project but if you're setting up a whole bunch of projects that were similar or had similar people working on them you can clone and then edit the appropriate details. So just quickly about who supports this we have the research data team the liaison librarians in the library are becoming more involved in the data management space and then our ICT teams from help desk through to specialized support and work on making updates liaising with the Vendor and forward planning and then in the strategy space it's really again a partnership between the library ICT and research portfolio influenced by what researchers need want funding requirements and university policy as well so what does the future look like for us well the tool's been in place for about 18 months now I think if my maths is correct so it's really a good time for us to sit back and reflect on what we've done there's been a lot of changes a lot of them have happened in about the past six months and at the same time other systems around the university are being updated so we can really look at what else is out there in terms of opportunities for integration trying to avoid that duplication of effort for researchers we're continuing to receive feedback from them and we're really keen to hear at what works for them what what doesn't work for them and really so at the University of Sydney research data management is really taking off as well and we have a new research data steward who's a fairly senior academic and chairs a strategy group on research data management so again it's a good opportunity for us to just reflect on what the landscape here is at university in Australia and globally just to make sure that we're supporting our researchers the best we can so that's about it for me you can contact me I've put our teams contacts email there and that will go through to four of us and also a link to our research data management guidelines as well so that's okay I'm Maude Francis I'm at the University of New South Wales managing library repository services for about the last eight or nine years so as stipulated in the Australian Code for the Responsible Conduct and Research researchers are expected to ensure that their data are well managed but to do this institutions need to provide the infrastructure and support services to this end the USW IT investment plan is funding several projects over five years at UNSW to build enterprise systems for managing the university's research data during 2013 the projects delivered services for research data management planning and for our Carville storage and these were prioritized by academics around the university under direction from the Division of Research the services were collaboratively developed by the UNSW IT and the library as with the other universities and during 2014 the data management planning and storage services were extended to specifically cater for the university's high degree research candidates so prioritization of the investment plan for research was based on comprehensive input as I said from academic and research areas of the university the top selected program was for research data management services and in particular for our Carville storage of data so my focus today is on the yellow and red bars in the diagram that you can see which relate to research data management planning for academics and HDR candidates so at UNSW RDMP research data management plan is a web-based service built by the library repository services team and it was a critical component of the data storage project because the Division of Research who directed the project stated like other universities at Sydney in particular that our Carville storage was only to be allocated after completion of an RDMP for the project so to kick it off a business advisory group with membership from academic stakeholders IT and the library as well as the graduate research school and ethics and compliance unit was established and this ensured that the services and system were implemented with reference to existing infrastructure and practice the RDMP was developed as a second component of an existing library service res data which was built with funding from ANS during 2011 to 12 to deliver records of research data sets so publishing data to research data Australia the thinking behind building a research data management planning service on an existing repository based system for managing research data was that metadata and res data some of which is provided by other information systems at the university can be reused across the research life cycle fundamental to this thinking is that existing institutional sources of truth are leveraged where possible this reduces the data entry burden for researchers and optimizes the accuracy of the information and plan a further consideration relates to integration of and co-location of services for data management across the research life cycle currently planning storage and discovery but with future possibilities the preservation of data and services for processing analyzing and sharing data during active basis of a project so what are these integrations look like starting with the powerful boxes at the top enterprise services provide information about people and grants we'll start to receive this information in a daily feed from the usw data warehouse which there is named Julia in the brown box that's now being renamed as the info hub the rdmp and the blue boxes on the left tool I think it's the left yes in the middle section of the diagram comprises a custom built user interface which referred researchers used to create and edit research data management plans the information is stored an index in a fedora repository and information from fedora is communicated via the provisioning service which is another brown box in the lower center to the usw archive at the bottom of the diagram details of research projects and the data as well as roles and access permissions of personnel and research teams are used to define the storage space in the data archive and the workflow for plans relating to postgraduate thesis draw also on information from the usw student system and this information about the candidate this advises and the research projects so as you can see there's a lot of similarities with other services we've talked about today so the roll out and uptake it was piloted initially in 2014 with four research groups 50 sessions with research committees and all faculties and the staff and candidates in schools and research centers were conducted during August to May last year in this year and these were run jointly by the research support specialists in IT and another staff person there the library outreach team member from the team and someone from library repository services so currently we have 300 unique users 250 of whom are staff and 50 are HDR candidates and more than 80% of the plans are from people in medicine, science and engineering 160 storage requests have been made from these plans so where do users get help? well the res data help guide provides a step-by-step guide for users and it's also a good place to go if you want to understand the inner workings of the service for people outside the university because the help files are available prior to signing on the res data site and I'll provide the URL for that later there's also a website managed by the division of research which has comprehensive information about research data management so you can see the top left box there is research data management planning and it links to the res data site support for library research data management services is incorporated also into services that the library's outreach team delivers this leverages the relationships that developed already with some UNSW researchers and in delivering these services the librarians work really closely with the library repository services team who built the service and IT's research support specialist who provides access advice on the data archive information about the RDNPs has also been incorporated into the orientation to research sessions for new researchers and HDR induction sessions so I want to touch just briefly on sustainability and operational matters so in the first instance the board composition I think is really important because it ensures that the services and tools for managing research data are aligned with the university's strategies and practice having senior stakeholders on the board provides the resources and visibility required to achieve the project goals so a fundamental requirement for sustainability in my view is a real really tight alignment between the parties and interests and the library division of research IT governance and support services and policy infrastructure and research practice okay improvements in future plans so we conducted a survey of users sometime last year and out of that one of the issues that arose was that when someone have completed a research project then gaining storage by actually filling out a data management plan was kind of putting the horse in the wrong way around that in fact the planning was a little late so we've created a reduced version which is called a post project storage allocation form which has some mandatory fields required by the division of research for them to access the storage but doesn't require that intensive planning of projects of data management as with existing projects so we also responded with easy navigation pre-populating four subject codes from the info feed and those three are completed and at present we're looking at ethics and compliance integration more sample RDMPs in the help documentation and a clone function which enables someone who's created one plan to then duplicate it and change a few fields for a second plan future plans are to integrate the Auckland feed once we can get it out of the data warehouse and respond to requirements of funding bodies as they arise in Australia and this as most of you or several of you will know is a pattern in the US and UK and Europe where funding bodies are requiring data management plans and most of the planning tools are actually driven by those requirements further integration also with metadata and res data data set records the other part of the system and to extend the RDMPs in metadata the disciplinary schema for example DBI so I'm just going to give you a really quick flick through a couple of slides to show you what it looks like so as I said you sign in here at the rest data site the help on the top right under the library banner is where anyone can go prior to sign in I'm going to use a plan prepared for the demonstration a previous demonstration and also I'll therefore be going into the edit function note that the plan on the right side under the manage button can be exported as well as a PDF document you can view it have a look at the story status etc so here's one we prepared earlier I'm not showing the complete page but you can see along the top of the page the plans organized under tabs that reflect project governance data organization ethics and privacy IP and copyright etc data organization documentation as with Sydney's so it's a lot of drop-down options if the response to the question about non-digital data will know the sections for description and location of those data would not appear on the form so basically based on a yes no response in many cases further sections of the form will be provided some filter mandatory others not and in a field a plan can be saved as a draft in which case nothing's really mandatory except I think the title and lead chief investigator in this case to get storage and actually complete a plan although it's as Katrina mentioned a living document not necessarily completed yeah so here on the ethics page because I selected no to the first question further questions about the data are asked and had I responded yes I would be asked to provide an approval number and we're currently planning integration with the research ethics and compliance systems so that this information can be automatically populated on the IP and copyright section note that more than one copyright year is possible so the knowledge that this is often required for longitudinal studies and for research involving model data sets so and users can navigate back and forth initially they had to go in one direction from start to finish and that proved quite problematic it's not quite the way research is done so one of our early enhancements was to take away that requirement to complete the plan in the order it was presented and finally to the preview page so that's all I'm going to show you are the plan as I mentioned earlier the help files are pretty detailed run through the plan and include a lot of screenshots from sections of the plan and here's a link to res data and to the data management toolkit page I showed you and at the bottom there is a presentation which actually goes into a lot more detail it's a peer-reviewed paper which is available through that DOI provides a lot of detail on the actual technology and thinking behind the plan so that's it thanks thank you Maude so we got some questions I think at this point probably we're more efficient if I just kind of open up the floor to all our presenters and start so the next question is can a researcher go back and review the DMP later as the project progresses is there a mandate that they do as they they do so as they approach the end of project panel there's Maude here in our case it's not mandated to go back to it however they are able to and are encouraged to I think ideally the plan would be used as a way to communicate among the research team so if a new person comes on this is the place where the information is stored and if something changes it can be updated I'll jump in next we use the term living document to describe our DMPs as well and in fact anybody working with research ethics approval must resubmit their data management plan every year with an annual ethics report there's no mandate as such other than that ethics requirement though yeah we just have that there needs to be one completed for a research project so it should be updated but then we do have requirements around making an actual record of your data available next questions wondering why you didn't use the DMP tools in Redbox any of you have Redbox installed in your institution? okay so the development on our data management planning tool actually started before Redbox could do DMPs and I actually believe that the existence of our data management planning tool inspired the addition of data management planning to Redbox is access to the our drive automated on completions to the plan or instead some human actions required okay so the plan is completed and then as a second step using a completed plan a researcher must submit a request this is all still done within the data management planning tool that then lodges a standard support ticket to the IT help desk at which point a human will eyeball it and generally they just hit one button and the entire provisioning is automated we do have a human eyeball the request just in case the researcher asks for a ridiculous amount of storage our next question is for Eurasia of Sydney in relations to external persons like a collaborative partner how do you how does the system address that? so they would we would need to generate a uni key for them to be able to access the storage so that's something that would have to be managed through an external process before they can be added to a data management plan the next question is also for Eucatrina are researchers uploading the associated research records such as ethics approval as well? no most of them aren't because we do have our research information system as well as the records management system so most of the stuff that we are seeing is specifically related to the data itself so something like a data dictionary but yes we do have other places for that information to go next one's for you too Eucatrina you have 600 plans some end what percentage of your researcher does this represent? a very small amount this early stage yeah so it is something that we would like to see improve because of the integration with storage and also having a new team come in it's definitely something that we're promoting a lot more now so expect to see it to grow a lot more so before I go I'd like to thank our speakers and reminder that this is a part of a webinar series in research data information integrations