Optimising Data Management: full listing of deliverables. College storage approach

Transcription

1 Appendix 4: Optimising Data Management: full listing of deliverables Description Deliverables Notes Principles for data quality and re-use Identification of accountable person for key systems Establishment of operational data quality working group Communication of new organisational change control processes Advice & guidance available on web In March 2012, the ODM project provided resources to work with PURE project members and stakeholders to improve data quality feeding the portal Initial work captured information about people data quality, stakeholders and recommended possible solutions College storage approach Storage strategy Current storage mapping Document types audit Storage options Storage principles Flow charts current and proposed Provision of storage tool criteria to JISC KINDURA Project Data monitoring Monitoring business case and process Monitoring tools identified Costing Workshops Review of costing models Information gathering re College storage costings Costing statement Digital Current records Recommendations for storage procurement for and beyond Team file plans Quota review process PURE project work will continue after the project and will feed into the business case for accountability and definition of core data sets for use across the College Work from Phase 1 fed into King s Cloud project planning. The King s Cloud project was put on hold and has not yet been initiated Stakeholders from IT or business support teams were involved in defining principles ODM project initially planned to develop a storage tool. The KINDURA project led by CeRch planned a similar tool and it was felt beneficial to both projects for ODM to provide the criteria as storage maturity at King s was not suitable to utilise such a tool Data monitoring was fed into King s Cloud project planning which has not been initiated Interim solution for Global Desktop storage in place with monthly quota reports run and manual capacity analysis This has led to an increased understanding of storage needs and capacity Work from Phase 1 was fed into King s Cloud project planning The King s Cloud project was put on hold and has not yet been initiated The project was able to identify unmet needs which were inhibiting adoption of the Global Desktop project and provide resource to address this Processes now in place for IM team to review storage quotas on Global Desktop storage on a monthly basis and advise the ITS team on increasing quotas as well as providing advice to business owners on housekeeping and retention.

2 IM are also involved in signing off new file plans and advising on structural changes following re-organisation. Enterprise systems data framework Content specific Studies Bespoke training courses such as electronic records and records selection have been delivered to schools and professional services teams Digital retention of records Process definition Server purchased Preservation of archival value records Documentation in place Testing Review of technical issues causing lack of access to preservation system developed by JISC funded PEKin project Digital Forensics training for AIM staff in August 2011 System based retention rules User focussed system improvement recommendations Documentation of findings within data plans including training needs Delivery of plans and sign-off by business owners including review dates Case Studies Focus on , images, audio and video files Case studies included analysis throughout the lifecycle Stakeholder involvement to capture good practice Recommendations for consistent approach to managing These sessions are supported by good practice guidance for managing electronic records such as naming conventions. This will lead to raised awareness of academic responsibility and reduced risk of data loss and non-compliance with legislation and funder requirements Copyright pages for staff and students available at 20 TB of College storage has been purchased by ODM project. 5 TB is currently in use and is being used to retain a range of data sets for legal and business purposes as well as a repository for temporary storage for appraisal Processes have been defined for transfer and review This has enabled ITS to decommission some legacy servers and release of global desktop storage for data in current use Manual systems are now in place to preserve digital collections from both College and Military Archives. Improved skills and processes to preserve archival collections regardless of format Visits to Institute of Education and Wellcome Trust to share approaches and establish forum for on-going support with these and other London based institutions Review of digital preservation system requirements to be undertaken outside this project once PURE Institutional Repository module is implemented Building on Business Assurance review of Enterprise Systems, plans have been signed off by Business owners for e-recruitment, SITS and Celum and in progress for HRMS, APTOS, Syllabus plus, Moodle and RMS. Reference documentation is now available for consultation by staff when addressing data quality issues to improve understanding of data within core systems Work will continue to update and review these plans with business owners and ITS Initial work identified four key formats for investigation.

3 each content type Scoping Guidance on creation and Guidance available on website to raise awareness and responsibility to actively manage College records in format Research data framework Images King s Image Library o Migration to Celum from BRANDWORKZ o training delivered o security model implemented o user guides created Project to service completed User group established Image audit Retention schedule for images Audio files Field study and case study Generic guidance for audio files Multimedia files Multimedia discussion document Retention schedule for multimedia Audit of current data plans submitted to funders Survey of Principal Investigators to identify requirements for roadmap Assessment of funders data /planning/sharing requirements Report of current position gap analysis of data plans submitted to funders and KCL data Presentation to College Research Committee in June 2012 ODM project upgraded King s Image Library and migrated existing assets (150,000) from BRANDWORKZ system to Celum On-going training and support for business users is now embedded in the IM team and technical support transferred to IT service desk and WEA teams User Group now meets each term and plans for further data cleansing and improved metadata are on-going Consistent approach for storage by specialist file types including coverage of capacity planning and resourcing issues. AIM will continue involvement with user group as system business owners This work has led to Improved understanding of & preservation requirements for audio files at King s This work has led to Improved understanding of & preservation requirements for multimedia files at King s Audit of 200 successful funding bids completed Survey of PI s from these bids (166) to identify requirements and training needs Creation of RDM Policy and toolkit taken to College Research Committee in June 2012 Communications programme for research data framework will visit school committees and forums to raise awareness of resources during 2012/13

4 Use of framework to self-certify to EPSRC in July 2012 Work will be continued by Research Data Management Steering Group Digital records strategy New research data section has been launched as part of the Library Services updated web pages in July Review of current training provision delivered with Legal Compliance and training now provided via Skills Forge and Graduate School Research records and external collections Definition of processes for acquisition of born-digital and hybrid archives collections Evaluation of digital forensic tools Creation of research records archiving leaflet Student records Process mapping Risk analysis Finding aid Estates records Scope of estates records Report and finding aid produced Committee records Scope of committee records, including school level committees Finding aid produced Guidance on data provided for ethics applications and will be reviewed annually as part of the Research Data Management Framework Frequently asked questions are available on the website Managing your research data training course available on the Graduate Programme for 2012/13 Processes developed for managing digital collections Dedicated computer built to provide moderated access in College Reading Room Existing policies and documentation reviewed and updated New guidance drafted for readers Readers are now able to access digital material within King s Archival Collections within the reading room Development of this service will continue with additional resource now funded by Library Services Tools now being trialled to appraise digital archival collections Focussed on IOP service which already covers of paper research records Finding aid now in use and maintained by AIM staff SITS data plan completed to document risks around training, access, data flows and processes. ODM staff will be transferring to KIS to HEAR project from August 2012 to provide business project and analysis support Information Management skills now being integrated into business teams to improve processes Finding aid now in use and maintained by AIM staff providing improved location guides for timely retrieval of estates records Finding aid now in use and maintained by AIM staff Committee records now archived only in digital format These records as well as policy documentation are now held centrally in preparation

5 Records retention Records & Data Retention Schedule updated and delivered in more accessible modules via website for future Institutional Audits As a result of this work, there is a 50% Improvement in the capture and preservation of committee records Modules now available include Estates & Facilities, Financial, Student, Research and Personnel records and training for administrators is available