This Town Hall was held to share recommendations for Research Data Management at Western that result from a gap analysis to understand the RDM needs at Western, conducted by Athenaeum21, a strategy and technology consultancy engaged by Western for this work. The recommendations will inform the implementation of Western’s Research Data Management Strategy, which shapes  Research Data Management at Western for all researchers, grant funded or not, student or faculty, regardless of discipline

Hurst, Megan

Madsen, Christine

Thompson, Kristi

English

Scholarship@Western

Western University Scholarship@Western Western Libraries Presentations Western Libraries 10-18-2023 Fall Town Hall on Research Data Management Megan Hurst Athenaeum21 Christine Madsen Athenaeum21 Kristi Thompson Western University Follow this and additional works at: https://ir.lib.uwo.ca/wlpres  Part of the Data Science Commons, and the Library and Information Science Commons Citation of this paper: Hurst, Megan; Madsen, Christine; and Thompson, Kristi, "Fall Town Hall on Research Data Management" (2023). Western Libraries Presentations. 112. https://ir.lib.uwo.ca/wlpres/112 Research Data Management at Western UniversityFindings & Recommendations from the Gap AnalysisOctober 2023RDM Support Gap Analysis© Athenaeum21 for Western University  |   www.athenaeum21.comRDM Support Gap Analysis● Athenaeum21 conducted interviews with researchers, conducted an online survey to gather further feedback, and researched RDM solutions at comparative universities in order to inform the recommendations. ● A second, parallel strand looked at the Governance of RDM and included:  ○ Indigenous Data Sovereignty○ RDM Strategy○ RDM Policy○ RDM Guidance○ RDM Best Practices○ RDM Incentives○ RDM Communications● The gap analysis looked broadly at “research” and was structured around the identified RDM activities which included: ○ Researcher On-boarding○ Research Funding○ Research Process○ Research Data Publication○ Research Data Preservation and Archiving○ Researcher Off-boarding© Athenaeum21 for Western University  |   www.athenaeum21.comRDM Gap Analysis: Distinct Researcher Types● In eliciting the RDM needs of researchers at Western, we have included faculty, staff researchers, and students. ● These different researchers have different ideal channels of communications, and different motivations and incentives during their research processes, each of which have been considered during the gap analysis research.● Reaching each of these types of researchers at their best points of contact requires coordination with multiple departments and stakeholders across the campus ecosystem. For example, reaching undergraduate researchers will be best coordinated with existing undergraduate orientations, curricula, and courses spanning multiple faculties and departments. © Athenaeum21 for Western University  |  www.athenaeum21.comOn-boarding● Orientation and training of new faculty and students.● Orientation of students to research teams/projects.Research Funding● Application process● Data Management Planning (DMPs)● Ethics Approval (Human or animal subjects) Publication● Data publication / sharing / disseminationResearchProcess● Participant Recruitment ● Data Acquisition● Data Collection/ Creation● Active Data Storage● Collaboration toolsPreservation / Archiving● RepositoriesOff-boarding● Hand-off process● Data destructionResearchers’ Ideal RDM Workflow @ Western (Simplified)Priority RDM Support Gaps© Athenaeum21 for Western University  |   www.athenaeum21.comPrioritizing RDM Support Gaps● Gaps were identified according to whether the University currently met the following criteria for each of the areas: ○ Does it exist University-wide?○ Do people know about it?○ Do people use it?○ Are they happy with it?○ Is it secure?○ Does it respect Indigenous Data Sovereignty?● Gaps were further prioritized based on whether, and how much, filling the gap would positively impact researchers’ RDM capabilities, and the relative level of effort required to fill them.  ● Once the following highest priority gaps are filled, medium-priority gaps (not represented here), should be addressed.© Athenaeum21 for Western University  |   www.athenaeum21.comHighest Priority RDM Support Gaps The following areas were identified as the highest priorities for the University to address:● Indigenous Data Sovereignty Support● RDM Guidance, Best Practices  & Communications● Researcher RDM On-boarding & Off-boarding● RDM Software InfrastructureHow to Fill the Highest Priority RDM Support Gaps© Athenaeum21 for Western University  |   www.athenaeum21.comPriority Gap Themes ● Guidance & Best Practices ● Clear Policies● Consistent Coordination & Communications● University Research Participant Strategy● Support Staff & Expertise● Software© Athenaeum21 for Western University  |   www.athenaeum21.comGAPPriority Gap: Support for Indigenous Data Sovereignty IDEAL FUTURE STATEFor ResearchersResearchers recognize when they are collecting and creating Indigenous data and work closely with Indigenous communities to ensure adherence to CARE (or similar) principles. Researchers have a person they can contact if they need assistance. They know where Indigenous data can be archived safely, and in compliance with the CARE principles for Indigenous Data Governance.For the University The organization is able to deliver on its commitment to increase Indigenous voices and presence across all levels of research, including in the ethical collection, use, and stewardship of Indigenous research data. Support for Indigenous Data Sovereignty is integrated into existing support for Indigenous research. The University’s capabilities and support (or non-support) of hosting Indigenous data is clearly articulated for, and understood by, researchers and Indigenous Communities alike.CURRENT STATEFor ResearchersResearchers do not consistently have awareness of, or follow, CARE Principles of Indigenous Data Sovereignty. Compliance is also challenging due to the limited infrastructure and technical support available to Indigenous communities. Researchers seek support, training, and infrastructure for compliance and ethical handling of data owned by Indigenous communities.For the University“Western is committed to increasing Indigenous voices and presence across all levels of work, study and research.”1 One Indigenous Research Officer works “in collaboration with the Western community to advance the respectful inclusion of, and capacity for, Indigenous research, methods, data and/or research involving Indigenous people, communities and organizations.”2 Researcher needs in this area exceed the capacity of a single Research Officer.RECOMMENDED TO FILL GAP  Engagement with Community and Scholars with expertise in both RDM and data sovereignty.Clear Policies are needed about University stewardship/hosting of Indigenous data.Specialized Staffing is necessary to meet Indigenous data-specific needs. Further staffing may be required if the University agrees to host Indigenous data.Hardware and Software solutions with specific access permissions and restrictions will be required if the University agrees to host Indigenous data. 1. https://indigenous.uwo.ca/ 2. https://uwo.ca/research/about/directory/index.html © Athenaeum21 for Western University  |   www.athenaeum21.comPriority Gap: Support for Indigenous Data SovereigntyRecommendations to Fill the Gap     ● Engagement with Community and Scholars with expertise in both RDM and data sovereignty.● Clear Policies are needed about University stewardship/hosting of Indigenous data.● Specialized Staffing is necessary to meet Indigenous data-specific needs. Further staffing may be required if the University agrees to host Indigenous data.● Hardware and Software solutions with specific access permissions and restrictions will be required if the University agrees to host Indigenous data. © Athenaeum21 for Western University  |   www.athenaeum21.comPriority Gap: RDM Guidance, Best Practices, and CommunicationsIDEAL FUTURE STATEFor ResearchersResearchers know what the University expects them to do with their research data, how to do it, and why. Researchers have one place they can go—a centralized website—to find RDM solutions, including guidance, best practices and recommendations. That central resource is heavily communicated, disseminated, and promoted. That guidance is organized based on key points in the research lifecycle and described using language that is familiar to researchers. If these resources do not answer a researcher’s need or question, there is a single point of contact for finding and requesting further RDM support. For the University Researchers are RDM-savvy, adhere to best practices, and respect research security. Researchers are largely self-sufficient, finding the help they need through the RDM website, but there is adequate—and sufficiently expert—staff available to support researchers, when required.CURRENT STATEFor ResearchersMany researchers are challenged to understand and adhere to RDM best practices. A majority are not confident in their abilities to create data management plans (DMPs), and face multiple obstacles to re-use of their own or others’ data. Top requests from researchers for further assistance include technical support, training, simplified processes, simple guidelines and coordinated and consistent communications. For the UniversityWestern Libraries currently provides support for Data Management Plans and training around specific RDM software and methods. Current staff includes an RDM Librarian and a Data Librarian. Many of the solutions to researchers’ RDM concerns do exist, but are not well-coordinated or communicated. This means existing services and trainings are under-utilized. RECOMMENDED TO FILL GAP  Clear Policies, Coordination, and Communications are needed to ensure a seamless researcher experience in accessing RDM resources. Guidance & Best Practices should be documented for core self-serve, asynchronous, and in-person trainings including “organisation of my data”, “sharing with colleagues”, “storage” and “security”.Staffing with technical and research expertise and experience is necessary to provide one-on-one support for researchers and to produce and disseminate additional guidance and training and to coordinate with other departments.© Athenaeum21 for Western University  |   www.athenaeum21.comPriority Gap: RDM Guidance, Best Practices, and CommunicationsRecommendations to Fill the Gap   ● Clear Policies, Coordination, and Communications are needed to ensure a seamless researcher experience in accessing RDM resources. ● Guidance & Best Practices should be documented for core self-serve, asynchronous, and in-person trainings including “organisation of my data”, “sharing with colleagues”, “storage” and “security”.● Staffing with technical and research expertise and experience is necessary to provide one-on-one support for researchers and to produce and disseminate additional guidance and training and to coordinate with other departments.© Athenaeum21 for Western University  |   www.athenaeum21.comPriority Gap: Researcher On- and Off-BoardingIDEAL FUTURE STATEFor ResearchersResearchers are introduced to all of the tools, services and support available to them at the University shortly after they arrive (and ideally within the context of their specific research project). Researchers become fully aware of the University’s policies and preferences around RDM. Policies, checklists, and guidance are in place to support departing researchers’ RDM needs and to ensure that research teams (PIs) can appropriately manage access permissions for departing staff and students. For the University All incoming researchers (including students) have a “baseline” understanding of RDM best practices, including the preferences and policies of the University. Procedures and policies are in place and guide the off-boarding of researchers and appropriately secure handover of data. CURRENT STATEFor ResearchersResearchers’ knowledge of RDM best practices and related services is uneven, which may slow research funding, processes, or increase data loss or security risks. New faculty, research staff, and students undergo different on-boarding processes based on their departments or schools. Researchers are seldom provided basic RDM training, unless it is actively sought by them. Training rarely involves best practices for research data when leaving the University. For the UniversityResearchers’ knowledge of RDM best practices and related services is uneven across the institution, which may increase data risks for the University and for researchers. Departing researchers (including students) often take data with them when they leave, creating security risks for the University. Researchers also may lose access to data that they have rights to. This also raises important questions about University policies around ownership of data. RECOMMENDED TO FILL GAP  Clear Policies are needed about data ownership, and data handling/processes during researcher off-boarding. Staffing for coordination and communications will be required to liaise with departments, faculties, and schools.© Athenaeum21 for Western University  |   www.athenaeum21.comPriority Gap: Researcher On- and Off-BoardingRecommendations to Fill the Gap   ● Clear Policies are needed about data ownership, and data handling/processes during researcher off-boarding. ● Staffing for coordination and communications will be required to liaise with departments, faculties, and schools.© Athenaeum21 for Western University  |   www.athenaeum21.comPriority Gap: RDM Software InfrastructureIDEAL FUTURE STATEFor ResearchersResearchers have clear and readily accessible guidance to help them select the right tools for their data collection and participant management needs. They can easily contact someone who can set up an account for them and provide or point them to concise user instructions. When a research project “finishes”, there are clear instructions on how to manage, move, or archive their data. For the University The University centrally manages access to research participant recruitment and management softwares. This centralized approach saves the University money and facilitates the re-use of data. The availability of participant management support facilitates human subject research, and clinical trials, which in turn attracts and retains researchers and large grants. CURRENT STATEFor ResearchersResearchers (particularly those not bound by ethical requirements for human research subjects) are often unsure about how to appropriately secure sensitive data. Researchers spend time and resources selecting and licensing data-related software that may not be their best options. Individual or departmental installations of some software (like RedCap) leave many outside those departments without access. For projects involving human subjects, researchers struggle to ensure their data is sufficiently anonymised and secure. Researchers encounter obstacles to re-using their own data or to combining it across research studies. For the UniversityWestern has 1,054 PIs with 3,792 active studies recruiting human participants. Many are failing to recruit their targeted numbers. Researchers are unsure about the security and privacy of sensitive data, posing security and ethical risks for the University.RECOMMENDED TO FILL GAP  Site Licences for relevant software would be well-received by researchers across the University.A University-wide Research Participant Strategy can coordinate institutional participant recruitment and build awareness, engagement with the public, and support outreach. Staffing is necessary to liaise with the research community, external stakeholders, and participants. Further staff resources can optimize the recruitment of participants, providing marketing and communications support. © Athenaeum21 for Western University  |   www.athenaeum21.comPriority Gap: Support for RDM Software InfrastructureRecommendations to Fill the Gap  ● Site Licences for relevant software would be well-received by researchers across the University.● A University-Wide Research Participant Strategy can coordinate institutional participant recruitment and build awareness, engagement with the public, and support outreach.● Staffing is necessary to liaise with the research community, external stakeholders, and participants. Further staff resources can optimize the recruitment of participants, providing marketing and communications support.Recommended Phasing and Timeline© Athenaeum21 for Western University  |   www.athenaeum21.comHigh-Level RDM Roadmap PhasingEnsuring the decision-making structure and resources are in place.Setting up people and planning for “RDM Projects.” Establishing the mechanisms for continuous improvement. 2. Project Management4. Communications5. Support6. Software Infrastructure1. GovernanceDocumenting and describing RDM guidance, best practices, and University preferences. Includes researcher on-boarding & off-boarding guidance. 3. Guidance & Best PracticesEnsuring that RDM guidance, best practices, and University preferences are widely and well-communicated. Establishing the “service points” for RDM support. Implementation of a few key software projects© Athenaeum21 for Western University  |   www.athenaeum21.comKEY: Start-up phase Ongoing effortHigh-Level RDM Roadmap Timeline and PhasingPhase 1 Phase 2 Phase 32. Project Management4. Communications5. Support6. Software Infrastructure1. GovernancePhase 43. Guidance & Best PracticesBroader Western Research Ecosystem: Possibilities© Athenaeum21 for Western University  |   www.athenaeum21.comBroader Western Research Ecosystem: Possibilities There are several aspects of research under discussion at the University that could provide meaningful opportunities to integrate with RDM support and services. These would better meet the needs of researchers and serve as strategic and competitive differentiators for the University:1. Open Science /Open Access Publishing  - Closely coordinating / collaborating with RDM support would amplify each of these efforts. FAIR principles are highly relevant to each. 2. Research Security - Any work that provides permissions and access controls for security in research collaborations could be aligned with collaborative sharing of research data.3. Indigenous Data - Improvements in research security infrastructure at Western, especially around permissions and access, may provide the required infrastructure to store Indigenous data on behalf of Indigenous Communities. 

Fall Town Hall on Research Data Management

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Fall Town Hall on Research Data Management

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