Guidelines on Data Management in Horizon 2020

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1 Guidelines n Data Management in Hrizn 2020 Versin December 2013

2 Guidelines n Data Management in Hrizn 2020 Versin 16 December 2013 Intrductin In Hrizn 2020 a limited pilt actin n pen access t research data will be implemented. 1 Participating prjects will be required t develp a Data Management Plan (DMP), in which they will specify what data will be pen. This dcument prvides guidelines fr data management in Hrizn 2020 and is addressed t applicants and beneficiaries f prjects under the Framewrk Prgramme. 2 These guidelines are intended t give them indicatins n hw they can cmply with their respnsibilities regarding research data quality, sharing and security. Prpsal submissin and evaluatin All prject prpsals submitted t "Research and Innvatin actins" as well as "Innvatin actins" include a sectin n research data management which is evaluated under the criterin 'Impact'. Where relevant, applicants must prvide a shrt, general utline f their plicy fr data management, including the fllwing issues: What types f data will the prject generate/cllect? What standards will be used? Hw will this data be explited and/r shared/made accessible fr verificatin and reuse? If data cannt be made available, explain why. Hw will this data be curated and preserved? The described plicy shuld reflect the current state f cnsrtium agreements regarding data management and be cnsistent with thse referring t explitatin and prtectin f results. Please refer t the prpsal Template B fr structure and additinal instructins. The data management sectin can be cnsidered als as a checklist fr the future and as a reference fr the resurce and budget allcatins related t data management. 1 See the Guidelines n Open Access t Scientific Publicatins and Research Data in Hrizn The scpe f Pilt is als indicated in the intrductin t the Hrizn 2020 Wrk Prgramme. The Pilt n Open Research Data will be mnitred thrughut Hrizn 2020 with a view t further develping EC plicy n pen research. 2 Additinal plicy backgrund n research data management is available in the G8 Science Ministers Statement n 12 June 2013, https://www.gv.uk/gvernment/news/g8-science-ministers-statement. Research data management is relevant e.g. fr the principle adpted in the statement: " Open scientific research data shuld be easily discverable, accessible, assessable, intelligible, useable, and wherever pssible interperable t specific quality standards". 2

3 Data Management Plans (DMPs) are intrduced in the Hrizn 2020 Wrk Prgramme fr : A further new element in Hrizn 2020 is the use f Data Management Plans (DMPs) detailing what data the prject will generate, whether and hw it will be explited r made accessible fr verificatin and re-use, and hw it will be curated and preserved. The use f a Data Management Plan is required fr prjects participating in the Open Research Data Pilt. Other prjects are invited t submit a Data Management Plan if relevant fr their planned research. A detailed descriptin and scpe f the Open Research Data Pilt requirements is prvided n the Participants Prtal. Prjects taking part in the Pilt n Open Research Data are required t prvide a first versin f the DMP as an early deliverable within the first six mnths f the prject. Prjects participating in the pilt as well as prjects wh submit a DMP n a vluntary basis because it is relevant t their research shuld ensure that this deliverable is mentined in the prpsal. Since DMPs are expected t mature during the prject, mre develped versins f the plan can be included as additinal deliverables at later stages. The purpse f the DMP is t supprt the data management life cycle fr all data that will be cllected, prcessed r generated by the prject. Grant agreement / Pilt n Open Research Data in Hrizn 2020 References t research data management are included in Article 29.3 f the Mdel Grant Agreement (article applied t all prjects participating in the Pilt n Open Research Data in Hrizn 2020). Regarding the digital research data generated in the actin ( data ), the beneficiaries must: (a) depsit in a research data repsitry and take measures t make it pssible fr third parties t access, mine, explit, reprduce and disseminate free f charge fr any user the fllwing: (i) the data, including assciated metadata, needed t validate the results presented in scientific publicatins as sn as pssible; (ii) ther data, including assciated metadata, as specified and within the deadlines laid dwn in the data management plan (see Annex I); A DMP as a dcument utlining hw research data will be handled during a research prject, and after it is cmpleted, is very imprtant in all aspects fr prjects participating in the Hrizn 2020 Open Research Data Pilt as well as almst any ther research prject. Especially where the prject participates in the Pilt it shuld always include clear 3

4 descriptins and ratinale fr the access regimes that are freseen fr cllected data sets. This principle is further clarified in the fllwing paragraph f the Mdel Grant Agreement: As an exceptin, the beneficiaries d nt have t ensure pen access t specific parts f their research data if the achievement f the actin's main bjective, as described in Annex I, wuld be jepardised by making thse specific parts f the research data penly accessible. In this case, the data management plan must cntain the reasns fr nt giving access. Prject reviews A DMP describes the data management life cycle fr all data sets that will be cllected, prcessed r generated by the research prject. It is a dcument utlining hw research data will be handled during a research prject, and even after the prject is cmpleted, describing what data will be cllected, prcessed r generated and fllwing what methdlgy and standards, whether and hw this data will be shared and/r made pen, and hw it will be curated and preserved. The DMP is nt a fixed dcument; it evlves and gains mre precisin and substance during the lifespan f the prject. The first versin f the DMP is expected t be delivered within the first 6 mnths f the prject. This DMP deliverable shuld be in cmpliance with the template prvided by the Cmmissin (see Annex 1 t this dcument). Mre elabrated versins f the DMP can be delivered at later stages f the prject. The DMP wuld need t be updated at least by the mid-term and final review t fine-tune it t the data generated and the uses identified by the cnsrtium since nt all data r ptential uses are clear frm the start. New versins f the DMP shuld be created whenever imprtant changes t the prject ccur due t inclusin f new data sets, changes in cnsrtium plicies r external factrs. Suggestins fr additinal infrmatin in these mre elabrated versins are prvided belw in Annex 2. Supprt n research data management fr prjects funded under Hrizn 2020 is planned thrugh prjects funded under the Research Infrastructures Wrk Prgramme (call 3 e-infrastructures). Exact plans fr service delivery will be available in the Participants Prtal by end f Full supprt services supprt is expected t be available latest in 2015 and crdinated with similar natinal initiatives. These services will be available nly t research prjects funded under Hrizn 2020, with preference t thse participating in the Open Research Data Pilt. 4

5 Annex 1: Data Management Plan (DMP) template The purpse f the Data Management Plan (DMP) is t prvide an analysis f the main elements f the data management plicy that will be used by the applicants with regard t all the datasets that will be generated by the prject. The DMP is nt a fixed dcument, but evlves during the lifespan f the prject. The DMP shuld address the pints belw n a dataset by dataset basis and shuld reflect the current status f reflectin within the cnsrtium abut the data that will be prduced. Data set reference and name Identifier fr the data set t be prduced. Data set descriptin Descriptin f the data that will be generated r cllected, its rigin (in case it is cllected), nature and scale and t whm it culd be useful, and whether it underpins a scientific publicatin. Infrmatin n the existence (r nt) f similar data and the pssibilities fr integratin and reuse. Standards and metadata Reference t existing suitable standards f the discipline. If these d nt exist, an utline n hw and what metadata will be created. Data sharing Descriptin f hw data will be shared, including access prcedures, embarg perids (if any), utlines f technical mechanisms fr disseminatin and necessary sftware and ther tls fr enabling re-use, and definitin f whether access will be widely pen r restricted t specific grups. Identificatin f the repsitry where data will be stred, if already existing and identified, indicating in particular the type f repsitry (institutinal, standard repsitry fr the discipline, etc.). In case the dataset cannt be shared, the reasns fr this shuld be mentined (e.g. ethical, rules f persnal data, intellectual prperty, cmmercial, privacy-related, security-related). Archiving and preservatin (including strage and backup) Descriptin f the prcedures that will be put in place fr lng-term preservatin f the data. Indicatin f hw lng the data shuld be preserved, what is its apprximated end vlume, what the assciated csts are and hw these are planned t be cvered. 5

6 Annex 2: Additinal guidance fr Data Management Plans This can be applied t any prject that prduces, cllects r prcesses research data, and is included here as reference fr elabrating DMPs in Hrizn 2020 prjects. This guide is structures as a series f questins that shuld be ideally clarified fr all datasets prduced in the prject. Scientific research data shuld be easily 1. Discverable 2. Accessible prject discverable (and readily lcated), identifiable by means f a standard identificatin mechanism (e.g. Digital Object Identifier)? prject accessible and in what mdalities, scpe, licenses (e.g. licencing framewrk fr research and educatin, embarg perids, cmmercial explitatin, etc.)? 3. Assessable and intelligible prject assessable fr and intelligible t third parties in cntexts such as scientific scrutiny and peer review (e.g. are the minimal datasets handled tgether with scientific papers fr the purpse f peer review, are data is prvided in a way that judgments can be made abut their reliability and the cmpetence f thse wh created them)? 4. Useable beynd the riginal purpse fr which it was cllected prject useable by third parties even lng time after the cllectin f the data (e.g. is the data safely stred in certified repsitries fr lng term preservatin and curatin; is it stred tgether with the minimum sftware, metadata and dcumentatin t make it useful; is the data useful fr the wider public needs and usable fr the likely purpses f nn-specialists)? 5. Interperable t specific quality standards prject interperable allwing data exchange between researchers, institutins, rganisatins, cuntries, etc. (e.g. adhering t standards fr data anntatin, data exchange, cmpliant with available sftware applicatins, and allwing recmbinatins with different datasets frm different rigins)? 6

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