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Data Management Working Group Report and Appendices Barsky, Eugene; Sprout, Bronwen 2010

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1  The University of British Columbia Library Data Management Working Group Report-Appendixes   August2010.  Appendix 1 - Terms of Reference  BackgroundUbiquitouscomputinghashadasignificantimpact ontheprocessandproductsofscientificresearch.Instrumentsare gatheringever-increasingvolumesofdata,andnewcomputingtechniquesareenablingresearcherstoquerydatain newways.Rightnowin Canada, andinparticularinUBC,thevastmajorityofresearchdataisbeinglost.Oneofthemajorstumblingblocksforthis newe-Scienceistheneed tofindstrategiesforthelong-termstorage,preservation,andaccesstoresearchdata.Currently,UBCLibrarydoesnothaveanactivestrategyforcuratingthedata producedthroughresearchcarriedoutattheinstitution.However,aspartofits2009strategicplan,UBChasmadeanumber ofcommitmentstoresearchexcellenceincluding“develop[ing]acampusstrategyformakingUBCresearchaccessibleindigitalrepositories,especiallyopenaccessrepositories.”(UniversityofBritishColumbiaPresident'sOffice,2009)PurposeTheLibrary’seStrategycommitteehasestablishedaworkinggrouptoadvisetheeStrategycommitteeregardingresearchdatacurationatUBC, inparticularasitrelatestothepotentialroleforUBCLibrary.Members: · EugeneBarsky(co-lead)· TomBrittnacher· HildeColenbrander· MargaretFriesen· KathyHornby· PaulJoseph· JoyKirchner· MaryLuebbe· JoergMesser· KatherineMiller· ShawnnaParlongo· SarahRomkey· BarbaraSobol· BronwenSprout(co-lead)· LeaStarr· RudiTraichel· ErwinWodarczakResponsibilitiesToconsiderandadvisetheeStrategycommitteeon:2  o whetherUBCLibraryneedstobeinvolvedintheprocessofdatamanagemento currentdatamanagementpracticesandinitiativesinUBC(VancouverandOkanagan)–UBCIT,UBCOfficeofResearchServicesandotherso currentdatainitiativesincomparableuniversitylibrariesandidentifypotentialpartnersoncampusandinotherCanadian andinternationallibrariesfordatamanagementinitiativeso possiblepilotprojectfordatamanagementandtoprovideareporttotheeStrategycommittee onitsfindingsandrecommendationsasabove.ConstitutionThegroup’sco-chairswillbeEugeneBarskyandBronwenSprout.Membershipwillbemadeupofinterestedlibrariansandlibrarystaff.Frequency of meetingsThegroupwillmeetonce amonthforapproximatelysixmonths.3  Appendix 2 - Literature Review:  Afterreviewingtheprofessionalliteratureitisclearthatacademiclibrariesdohavearoletoplayincuratingdatageneratedbyresearchersattheirvariousinstitutions.Overtheyearslibrarianshavebeeninstrumentalinestablishingandmaintaininginstitutionalrepositoriesandsocialsciencedata collections.Whiledoingso,wehavedevelopedexpertiseinareassuchasdataselection,metadatastandards,accessandsearchfunctionality,managingthedatalifecycle anddigitalpreservation. Wecanandshouldleveragethisknowledgetoexpandourservicestoincluderesearchdata createdbyresearchersatourowninstitutions.Thekeystosuccessare:square4 surveyinglocalresearchers’datapreservationneedsandpracticessquare4 establishingstrongpartnershipswithresearchersto establishmetadatastandardsandpreservationbestpracticessquare4 ensuringthatourcyberinfrastructureisboth scalableandprovidedwithlong-termcommitmentandfundingSelected AnnotatedBibliographyIngeAngevaare. TakingCareofDigitalCollectionsand Data:'Curation'andOrganisationalChoicesforResearchLibraries.Vol.19,2009.Focusesonissuessurroundingdigitalpreservationandcurationforresearchlibraries.Stressesthefragilityofdigitaldataandthe care and expenserequiredtopreserveitlong-term.Suggeststhreeoptionsforlibraries:Storedataonexistingcyberinfrastructureandhopeforthebest;findathirdpartytohosttheirdata;buildaproperdigital archivein-house.Suggeststhatresearchlibrariesmayrevivetheirperceivedvaluebycuratingresearchers'digitaldatasetsthemselves.Endswithado&don't listforresearchlibraries'digitalinitiatives.Do:surveyresearchers'needsandpractices;ensureyourcyberinfrastructureisscalable; establishselectioncriteria;provideresearcherswithmetadatainstructionandsupport;focusonaccess. Don’t:Storedataonlocal computersoroutdatedstoragedevices;neglecttobackupdatafrequently;entrustyourinstitution'sdatatoacustodianwithoutaproventrackrecord.ChristineBorgman,JillianWallisandNoel Enyedy. LittleScienceConfrontstheDataDeluge:HabitatEcology,Embedded SensorNetworks,andDigitalLibraries.Vol.7.SpringerScience &Business MediaB.V,2007.Addressesthe"datadeluge"threateningtooverwhelmresearchersinthesciences.Focusesonhabitatecology,an exampleof“littlescience.”Detailsthevalue addedservicesthatlibrariescanprovidetoa datarepositoryprogramaimedatlittlescience:Establishingmetadatastandards,determiningastandardcommunicationframeworkfortheexchangeofmetadata,developingtechnicaltoolstosupport/createmetadataandprovidingthemeanstopreservemetadata.Providesextensiveanalysisoftheroleofdatainscienceandthewaysinwhichresearchersdoorcouldre-usedata.Conclusions:Scientistswouldideallyliketoshare4  databutlacktoolsfordataanalysis;lackmetadatastandards;andmostimportantly,lackcareerincentivestopreserveandsharetheirdata.RowanBrownlee. ResearchDataandRepositoryMetadata:PolicyandTechnicalIssuesattheUniversityofSydneyLibrary.Vol.47,2009.Theauthordescribesrecenteffortsbythelibraryat theUniversityofSydneytoestablishmetadatastandardsforits researchrepository.Currentlytherepositoryhousesthreesmall,butsignificantdatacollectionsfromthedepartments ofgeoscience,arts&archeologyandbiologicalsciences.Data aretypicallyheldindatabasessuchasfilemaker,MySQLorExcel.Theprimarychallengeat USLhasbeentodevelop metadatastandardsthataresustainableandsupportfindability,whilealsoretainingthe "granularity"ofthedepositor'ssuppliedmetadata.Detailstheinstitution'schoicetoapplyDublincoremetadatastandardstoitsdatadeposits-whichhavethusfarbeenmappedfromthedepositor'ssuppliedmetadatabytheappropriatesubjectlibrarian.Theauthorsuggeststhatthisactivitywouldideallybemappedbyacataloguer-subjectlibrarian-researcherteam.G.SayeedChoudhury. CaseStudyinData Curationat JohnsHopkinsUniversity.Vol.57,2008.Discussesinstitutionalrepositories(IR)andthegap betweentheirpromiseandtheirreality-particularlyfocusingonthe"crisis"inscholarlycommunicationthatonlyseemstoexistforlibrarians.Posits thatresearchersaregenerallysatisfiedwiththecurrentscholarlypublishingmodelsandthereforehavelittlemotivationtosupportIRsand/ortheopenaccessmovement.SuggeststhatIRsmayberevitalizedas datacurationcentersbutconcedesthatthescaleand complexityof"bigscience"rendersitscontributionsunsuitableforalocalrepository.TheauthorsuggestsIRsmightinsteadchoosetopartnerwithlike-mindedinstitutionsto sharestorage,preservationanddisseminationservicesand/orlimitsubmissionsto selectportionsofalargeproject.Finishesbystressingtheimportanceofusingopensourcesoftwareplatforms.TracyGabridge. TheLastMile:LiaisonRolesinCuratingScienceandEngineeringResearchData.AssociationofResearchLibraries,2009.Focusesonthelibrarian'sroleincreatingvaluabledataservices;solicitingcontributionstolibrarydigitalrepositoriesandcuratingdatadepositsoverthelongterm.Pointsouttheexpertisethatalreadyexistsintermsof socialsciencedataservices- thoughtodatethishaslargelybeencomprisedofdatasetsfromexternalagencies.Arguesthatlibrarianscouldleveragethisknowledgetoexpandservicestoincludefaculty-generateddata. Identifieskeyskillslibrarianshavetoapplytocurationduties:Selection,planningdatalifecycle;teachingpreservationbest-practices;collectinganddisseminatingthedata appropriately;helpestablish/maintainmetadataanddatastandards.AnnaGold. Cyberinfrastructure,Data,andLibraries,Part2.Vol.13,2007.Describestraditionaltypesofdatacuratedbydatalibrarians:Socialscience,GISandbioinformaticdata.Suggeststhatlibrarianscanleveragethisexperienceandexpertisetoextendservicestoinclude scientificandtechnicaldata.Discussespotentialrolesthat5  librarianscouldplayinsupportinge-science:Selecting&acquiringdatasets;offeringlong-termdatapreservationservices;andhelpingdevelopbest-practicestoassuredatalongevity.stressesthatlibrarians'skill-setwillrequirethattheylimittheirreachtosmallandmedium-sizeresearchandthatsubjectspecializationmayberequiredbylibrarianstoassistresearchersmosteffectively.Cautionsthatdataservicescannotexpandwithoutlong-termcommitmenttostaffingandfunding.StuartMacDonaldandLuisMartinezUribe. LibrariesintheConvergingWorldsofOpenData,E-Research,andWeb2.0.Vol.32.InformationTodayInc,2008.Considersthewaysinwhichtheeverincreasingamountsofdatabeingcreatedwillaffectboththeresearchlifecycleandthelibrarianswhowillbeexpectedtosupportthise-research.Highlightsthebenefitsofopenaccesstoresearchdataanddetailstools,technologiesandorganizationswhichwere keytotheopendatamovementatthetimethisarticlewaspublished.Discussespossiblestrategiesthatlibrariansmightemploytosupporte-research,suchasprovidingdatacurationservicesviainstitutionalrepositories.MichaelWitt. Institutional RepositoriesandResearchDataCurationinaDistributed Environment.Vol.57,2008.Describesthechallengesthatarisefromthe"datadeluge" generatedbye-science:Massesofunorganizeddata arecreated,usedonce,preservedlocallyifat alland eventuallylostordiscarded.Discussestraditionalroleslibrarianshave playedindisseminatingresearchandsuggestsroleslibrarians mighthaveincuratingresearchdata,suchascreating metadata,providingaccesstodatasets,appraisalofsubmissions,andprovidingthemeanstopreserveanddisseminatesubmissions.DescribesPurdueLibraries'(PL)digitalrepositoriesforarchivesanddocumentsandexplainshowknowledgedevelopedoverthecourseofestablishingthoseunitsinformedthedevelopment ofPL'sdistributeddatacurationcenter.Outlinescurrentresearch/studyatPurdueaimedatimprovingthecenter'sservicesandensuringitslong-termsustainability.6  Appendix 3 - Data Management Questions for Researchers on Campus  NameofRespondent:_______________________________________________________Position:_________________________________________________________________Dept/Admin.Unit:_________________________________________________________Contactinformation:________________________________________________________UBCLibraryhasconvenedaworkinggrouptoexaminethepotentialrolethatthelibrarycouldplayindatamanagementandpreservation.Weareatan exploratorystageofourworkandhavedeveloped ashortquestionnairetodeterminewhatisalreadybeingdoneatUBC,whatareasresearchersareconcernedwith, andwherewemightfocusourefforts.YourinputwillinformthedevelopmentofawidersurveyofresearchersatUBCandwillimpactthedirectionsthattheLibrarytakesregardingdata management.Note:Thefollowingquestionsrefertoresearchdata,notadministrative data:1.Whatdatado youstoreinyour(faculty/department/administrativeunit)?2.Whatformatisthedatain?3.Whohasaccesstothis data?7  4.Ifthedataisshared,bywhatmethodisthedatashared?Follow-upexploratoryquestions:5.Underwhatconditions (ifany)wouldyoube willingtoshareyourdata? (Forexample,theresearcherwantstobenotifiedeachtimethereisarequestforthedata;thedatacanonlybesharedwithinUBC;conversely,thedatacanbesharedbeyondtheuniversity,etc.)6.Whatassistance/tools/fundingwouldyouneedtoprepareyourdataforusebyotherresearchers(includingpreparingmetadata)?7.Anyothercomments?8  Appendix 4 -  UBC Librarys Data Management Questions for IT and other Campus Managers NameofRespondent:________________________________________________________Position:_________________________________________________________________Dept/Admin.Unit:_________________________________________________________Contactinformation:_________________________________________________________UBCLibraryhasconvenedaworkinggrouptoexaminethepotentialrolethattheLibrarycouldplayindatamanagementandpreservation.Weareatan exploratorystageofourworkandhavedeveloped ashortquestionnairetodeterminewhatisalreadybeingdoneatUBC,whatareasresearchersandadministratorsareconcernedabout,andwhere wemightfocusourefforts.YourinputwillinformthedevelopmentofawidersurveyofresearchersatUBCandwillimpactthedirectionsthattheLibrarytakesregardingdatamanagement.Note:Thefollowingquestionsrefertoresearchdata,notadministrativedata:1. Whatdatado youstoreinyourfaculty,departmentoradministrativeunit?2. Whatformatisthedatain?3. Whohasaccesstothisdata?4. Ifthedataisshared,whatisthemethodusedtoshareit?Doesyour methodallowforthere-useandre-purposingofdatabyothers?5. Doyoureceiverequestsfordatamanagementandsupportthatyoucannotmeet?Ifyes,whataretheobstacles?9  6. Howmuchstorageisrequiredforthedatainyourunit?Howisitbackedup?7. Howmuchstafftimeisrequiredtosupportdatainfrastructureandmanagementinyourunit?8. Howisthedatacurrentlybeingdescribed/cataloguedandwhatstandards,ifany,arebeingusedtodothis?Whohasaccesstothedescriptiveinformation?9. Areyouawareof anydatarepositoriesoutsideofyourfaculty,departmentoradministrativeunit(eitheronoroffcampus)thatare,orpotentiallycouldbe,usedbyresearchersinyourunit?Ifyes,whichone(s)?10. Whatdatamanagementserviceswouldyou suggestshouldbeoffered centrally?  1  The University of British Columbia Library Data Management Working Group Report-Appendixes   August2010.  Appendix 1 - Terms of Reference  BackgroundUbiquitouscomputinghashadasignificantimpact ontheprocessandproductsofscientificresearch.Instrumentsare gatheringever-increasingvolumesofdata,andnewcomputingtechniquesareenablingresearcherstoquerydatain newways.Rightnowin Canada, andinparticularinUBC,thevastmajorityofresearchdataisbeinglost.Oneofthemajorstumblingblocksforthis newe-Scienceistheneed tofindstrategiesforthelong-termstorage,preservation,andaccesstoresearchdata.Currently,UBCLibrarydoesnothaveanactivestrategyforcuratingthedata producedthroughresearchcarriedoutattheinstitution.However,aspartofits2009strategicplan,UBChasmadeanumber ofcommitmentstoresearchexcellenceincluding“develop[ing]acampusstrategyformakingUBCresearchaccessibleindigitalrepositories,especiallyopenaccessrepositories.”(UniversityofBritishColumbiaPresident'sOffice,2009)PurposeTheLibrary’seStrategycommitteehasestablishedaworkinggrouptoadvisetheeStrategycommitteeregardingresearchdatacurationatUBC, inparticularasitrelatestothepotentialroleforUBCLibrary.Members: · EugeneBarsky(co-lead)· TomBrittnacher· HildeColenbrander· MargaretFriesen· KathyHornby· PaulJoseph· JoyKirchner· MaryLuebbe· JoergMesser· KatherineMiller· ShawnnaParlongo· SarahRomkey· BarbaraSobol· BronwenSprout(co-lead)· LeaStarr· RudiTraichel· ErwinWodarczakResponsibilitiesToconsiderandadvisetheeStrategycommitteeon:2  o whetherUBCLibraryneedstobeinvolvedintheprocessofdatamanagemento currentdatamanagementpracticesandinitiativesinUBC(VancouverandOkanagan)–UBCIT,UBCOfficeofResearchServicesandotherso currentdatainitiativesincomparableuniversitylibrariesandidentifypotentialpartnersoncampusandinotherCanadian andinternationallibrariesfordatamanagementinitiativeso possiblepilotprojectfordatamanagementandtoprovideareporttotheeStrategycommittee onitsfindingsandrecommendationsasabove.ConstitutionThegroup’sco-chairswillbeEugeneBarskyandBronwenSprout.Membershipwillbemadeupofinterestedlibrariansandlibrarystaff.Frequency of meetingsThegroupwillmeetonce amonthforapproximatelysixmonths.3  Appendix 2 - Literature Review:  Afterreviewingtheprofessionalliteratureitisclearthatacademiclibrariesdohavearoletoplayincuratingdatageneratedbyresearchersattheirvariousinstitutions.Overtheyearslibrarianshavebeeninstrumentalinestablishingandmaintaininginstitutionalrepositoriesandsocialsciencedata collections.Whiledoingso,wehavedevelopedexpertiseinareassuchasdataselection,metadatastandards,accessandsearchfunctionality,managingthedatalifecycle anddigitalpreservation. Wecanandshouldleveragethisknowledgetoexpandourservicestoincluderesearchdata createdbyresearchersatourowninstitutions.Thekeystosuccessare:square4 surveyinglocalresearchers’datapreservationneedsandpracticessquare4 establishingstrongpartnershipswithresearchersto establishmetadatastandardsandpreservationbestpracticessquare4 ensuringthatourcyberinfrastructureisboth scalableandprovidedwithlong-termcommitmentandfundingSelected AnnotatedBibliographyIngeAngevaare. TakingCareofDigitalCollectionsand Data:'Curation'andOrganisationalChoicesforResearchLibraries.Vol.19,2009.Focusesonissuessurroundingdigitalpreservationandcurationforresearchlibraries.Stressesthefragilityofdigitaldataandthe care and expenserequiredtopreserveitlong-term.Suggeststhreeoptionsforlibraries:Storedataonexistingcyberinfrastructureandhopeforthebest;findathirdpartytohosttheirdata;buildaproperdigital archivein-house.Suggeststhatresearchlibrariesmayrevivetheirperceivedvaluebycuratingresearchers'digitaldatasetsthemselves.Endswithado&don't listforresearchlibraries'digitalinitiatives.Do:surveyresearchers'needsandpractices;ensureyourcyberinfrastructureisscalable; establishselectioncriteria;provideresearcherswithmetadatainstructionandsupport;focusonaccess. Don’t:Storedataonlocal computersoroutdatedstoragedevices;neglecttobackupdatafrequently;entrustyourinstitution'sdatatoacustodianwithoutaproventrackrecord.ChristineBorgman,JillianWallisandNoel Enyedy. LittleScienceConfrontstheDataDeluge:HabitatEcology,Embedded SensorNetworks,andDigitalLibraries.Vol.7.SpringerScience &Business MediaB.V,2007.Addressesthe"datadeluge"threateningtooverwhelmresearchersinthesciences.Focusesonhabitatecology,an exampleof“littlescience.”Detailsthevalue addedservicesthatlibrariescanprovidetoa datarepositoryprogramaimedatlittlescience:Establishingmetadatastandards,determiningastandardcommunicationframeworkfortheexchangeofmetadata,developingtechnicaltoolstosupport/createmetadataandprovidingthemeanstopreservemetadata.Providesextensiveanalysisoftheroleofdatainscienceandthewaysinwhichresearchersdoorcouldre-usedata.Conclusions:Scientistswouldideallyliketoshare4  databutlacktoolsfordataanalysis;lackmetadatastandards;andmostimportantly,lackcareerincentivestopreserveandsharetheirdata.RowanBrownlee. ResearchDataandRepositoryMetadata:PolicyandTechnicalIssuesattheUniversityofSydneyLibrary.Vol.47,2009.Theauthordescribesrecenteffortsbythelibraryat theUniversityofSydneytoestablishmetadatastandardsforits researchrepository.Currentlytherepositoryhousesthreesmall,butsignificantdatacollectionsfromthedepartments ofgeoscience,arts&archeologyandbiologicalsciences.Data aretypicallyheldindatabasessuchasfilemaker,MySQLorExcel.Theprimarychallengeat USLhasbeentodevelop metadatastandardsthataresustainableandsupportfindability,whilealsoretainingthe "granularity"ofthedepositor'ssuppliedmetadata.Detailstheinstitution'schoicetoapplyDublincoremetadatastandardstoitsdatadeposits-whichhavethusfarbeenmappedfromthedepositor'ssuppliedmetadatabytheappropriatesubjectlibrarian.Theauthorsuggeststhatthisactivitywouldideallybemappedbyacataloguer-subjectlibrarian-researcherteam.G.SayeedChoudhury. CaseStudyinData Curationat JohnsHopkinsUniversity.Vol.57,2008.Discussesinstitutionalrepositories(IR)andthegap betweentheirpromiseandtheirreality-particularlyfocusingonthe"crisis"inscholarlycommunicationthatonlyseemstoexistforlibrarians.Posits thatresearchersaregenerallysatisfiedwiththecurrentscholarlypublishingmodelsandthereforehavelittlemotivationtosupportIRsand/ortheopenaccessmovement.SuggeststhatIRsmayberevitalizedas datacurationcentersbutconcedesthatthescaleand complexityof"bigscience"rendersitscontributionsunsuitableforalocalrepository.TheauthorsuggestsIRsmightinsteadchoosetopartnerwithlike-mindedinstitutionsto sharestorage,preservationanddisseminationservicesand/orlimitsubmissionsto selectportionsofalargeproject.Finishesbystressingtheimportanceofusingopensourcesoftwareplatforms.TracyGabridge. TheLastMile:LiaisonRolesinCuratingScienceandEngineeringResearchData.AssociationofResearchLibraries,2009.Focusesonthelibrarian'sroleincreatingvaluabledataservices;solicitingcontributionstolibrarydigitalrepositoriesandcuratingdatadepositsoverthelongterm.Pointsouttheexpertisethatalreadyexistsintermsof socialsciencedataservices- thoughtodatethishaslargelybeencomprisedofdatasetsfromexternalagencies.Arguesthatlibrarianscouldleveragethisknowledgetoexpandservicestoincludefaculty-generateddata. Identifieskeyskillslibrarianshavetoapplytocurationduties:Selection,planningdatalifecycle;teachingpreservationbest-practices;collectinganddisseminatingthedata appropriately;helpestablish/maintainmetadataanddatastandards.AnnaGold. Cyberinfrastructure,Data,andLibraries,Part2.Vol.13,2007.Describestraditionaltypesofdatacuratedbydatalibrarians:Socialscience,GISandbioinformaticdata.Suggeststhatlibrarianscanleveragethisexperienceandexpertisetoextendservicestoinclude scientificandtechnicaldata.Discussespotentialrolesthat5  librarianscouldplayinsupportinge-science:Selecting&acquiringdatasets;offeringlong-termdatapreservationservices;andhelpingdevelopbest-practicestoassuredatalongevity.stressesthatlibrarians'skill-setwillrequirethattheylimittheirreachtosmallandmedium-sizeresearchandthatsubjectspecializationmayberequiredbylibrarianstoassistresearchersmosteffectively.Cautionsthatdataservicescannotexpandwithoutlong-termcommitmenttostaffingandfunding.StuartMacDonaldandLuisMartinezUribe. LibrariesintheConvergingWorldsofOpenData,E-Research,andWeb2.0.Vol.32.InformationTodayInc,2008.Considersthewaysinwhichtheeverincreasingamountsofdatabeingcreatedwillaffectboththeresearchlifecycleandthelibrarianswhowillbeexpectedtosupportthise-research.Highlightsthebenefitsofopenaccesstoresearchdataanddetailstools,technologiesandorganizationswhichwere keytotheopendatamovementatthetimethisarticlewaspublished.Discussespossiblestrategiesthatlibrariansmightemploytosupporte-research,suchasprovidingdatacurationservicesviainstitutionalrepositories.MichaelWitt. Institutional RepositoriesandResearchDataCurationinaDistributed Environment.Vol.57,2008.Describesthechallengesthatarisefromthe"datadeluge" generatedbye-science:Massesofunorganizeddata arecreated,usedonce,preservedlocallyifat alland eventuallylostordiscarded.Discussestraditionalroleslibrarianshave playedindisseminatingresearchandsuggestsroleslibrarians mighthaveincuratingresearchdata,suchascreating metadata,providingaccesstodatasets,appraisalofsubmissions,andprovidingthemeanstopreserveanddisseminatesubmissions.DescribesPurdueLibraries'(PL)digitalrepositoriesforarchivesanddocumentsandexplainshowknowledgedevelopedoverthecourseofestablishingthoseunitsinformedthedevelopment ofPL'sdistributeddatacurationcenter.Outlinescurrentresearch/studyatPurdueaimedatimprovingthecenter'sservicesandensuringitslong-termsustainability.6  Appendix 3 - Data Management Questions for Researchers on Campus  NameofRespondent:_______________________________________________________Position:_________________________________________________________________Dept/Admin.Unit:_________________________________________________________Contactinformation:________________________________________________________UBCLibraryhasconvenedaworkinggrouptoexaminethepotentialrolethatthelibrarycouldplayindatamanagementandpreservation.Weareatan exploratorystageofourworkandhavedeveloped ashortquestionnairetodeterminewhatisalreadybeingdoneatUBC,whatareasresearchersareconcernedwith, andwherewemightfocusourefforts.YourinputwillinformthedevelopmentofawidersurveyofresearchersatUBCandwillimpactthedirectionsthattheLibrarytakesregardingdata management.Note:Thefollowingquestionsrefertoresearchdata,notadministrative data:1.Whatdatado youstoreinyour(faculty/department/administrativeunit)?2.Whatformatisthedatain?3.Whohasaccesstothis data?7  4.Ifthedataisshared,bywhatmethodisthedatashared?Follow-upexploratoryquestions:5.Underwhatconditions (ifany)wouldyoube willingtoshareyourdata? (Forexample,theresearcherwantstobenotifiedeachtimethereisarequestforthedata;thedatacanonlybesharedwithinUBC;conversely,thedatacanbesharedbeyondtheuniversity,etc.)6.Whatassistance/tools/fundingwouldyouneedtoprepareyourdataforusebyotherresearchers(includingpreparingmetadata)?7.Anyothercomments?8  Appendix 4 -  UBC Librarys Data Management Questions for IT and other Campus Managers NameofRespondent:________________________________________________________Position:_________________________________________________________________Dept/Admin.Unit:_________________________________________________________Contactinformation:_________________________________________________________UBCLibraryhasconvenedaworkinggrouptoexaminethepotentialrolethattheLibrarycouldplayindatamanagementandpreservation.Weareatan exploratorystageofourworkandhavedeveloped ashortquestionnairetodeterminewhatisalreadybeingdoneatUBC,whatareasresearchersandadministratorsareconcernedabout,andwhere wemightfocusourefforts.YourinputwillinformthedevelopmentofawidersurveyofresearchersatUBCandwillimpactthedirectionsthattheLibrarytakesregardingdatamanagement.Note:Thefollowingquestionsrefertoresearchdata,notadministrativedata:1. Whatdatado youstoreinyourfaculty,departmentoradministrativeunit?2. Whatformatisthedatain?3. Whohasaccesstothisdata?4. Ifthedataisshared,whatisthemethodusedtoshareit?Doesyour methodallowforthere-useandre-purposingofdatabyothers?5. Doyoureceiverequestsfordatamanagementandsupportthatyoucannotmeet?Ifyes,whataretheobstacles?9  6. Howmuchstorageisrequiredforthedatainyourunit?Howisitbackedup?7. Howmuchstafftimeisrequiredtosupportdatainfrastructureandmanagementinyourunit?8. Howisthedatacurrentlybeingdescribed/cataloguedandwhatstandards,ifany,arebeingusedtodothis?Whohasaccesstothedescriptiveinformation?9. Areyouawareof anydatarepositoriesoutsideofyourfaculty,departmentoradministrativeunit(eitheronoroffcampus)thatare,orpotentiallycouldbe,usedbyresearchersinyourunit?Ifyes,whichone(s)?10. Whatdatamanagementserviceswouldyou suggestshouldbeoffered centrally?   1The University of British Columbia Library Data Management Working Group ReportAugust2010Executive summaryInJanuary2010,theLibraryformedaworkinggrouptoconsiderandadvisetheeStrategyCommitteeonwhetherUBCLibraryshouldbeinvolvedintheprocessofdatamanagement,toinvestigatecurrentdatamanagementpracticesandinitiativesatUBC,toresearchcurrentdatainitiativesincomparableuniversitylibrariesandidentifypotentialpartnersfordatamanagementinitiatives.TheTermsofReferenceforthegroupisappendedinAppendix1.Thegroupwasco-ledbyEugeneBarskyandBronwenSprout,andreportedtotheeStrategycommittee.Nineteenlibraryprofessionalsvolunteeredtoserveinthisverydiversegroup,demonstratingastronginterestamongstUBCarchivistsandlibrariansaboutthistopic.GroupmembersconductedaliteraturereviewandinterviewedUBCresearchersandadministratorsto findout aboutcurrentdatamanagementpracticesatUBC.Thegroup’sfindingsdemonstratethatthereisaninstitutionalneedfordatamanagementbothpracticallyandasmandatedbygranting agencies,andsuggestthattheLibrarycanpositionitselfasabridgebetweenresearchersandusersbyprovidingmetadataandinfrastructuresupport.In termsoftheLibrary’sefforts,datamanagementalignswellwithotherdigitalinitiativessuchascIRcleandthenewDigitalInitiativesunit,asoutlinedintheLibrary’sstrategicplanin theareasof AccelerateResearchand Engagewith Community. Asourliteraturereviewrevealed, datamanagementisarelativelynewareaforacademiclibraries.ThereisanopportunitytoestablishourselvesasleadersinCanadaindatamanagement,andtocollaboratenationallyandinternationallyondata management issues.InlightofthesignificantopportunitiesfortheLibraryinthisarea,thegrouprecommendsthatalimitedterm,internalpositionbecreatedforadatamanagementlibrariantocontinuethegroup’sworkandtofurtheruniversity-wideengagement. BackgroundUbiquitouscomputinghashadasignificantimpact ontheprocessandproductsofscientificresearch.Instrumentsare gatheringever-increasingvolumesofdata,andnewcomputingtechniquesareenablingresearcherstoquerydatain newways.Rightnowin Canada, andinparticularinUBC,thevastmajorityofresearchdataisnotbeingpreserved.Currently,UBCLibrarydoesnothavean activestrategyforcuratingthedataproducedthroughresearchcarriedoutattheinstitution.However,aspartofits2009strategicplan,UBChasmadeanumberofcommitments toresearchexcellence including“develop[ing]acampusstrategyformakingUBCresearchaccessibleindigitalrepositories,especiallyopen accessrepositories.”(UniversityofBritishColumbiaPresident'sOffice,2009)TheLibrary’seStrategycommitteeestablishedaworkinggrouptoadvisetheeStrategycommitteeregardingresearchdatacurationatUBC, inparticularasitrelatestothepotentialroleforUBCLibrary.  2 Literature reviewThegroupfocusedonresearchingthedatamanagementrequirementsformajorfundingagencies,majorjournalsandpublishers,comparableresearchinstitutions,and COPPUL.Majorfindingssquare4 Academiclibraries havebeguntoexperimentindatacurationandsomebestpracticesarebeginningto emerge.Keystosuccessinclude:o Surveyingresearchers’dataneedsinadvanceofa curationprojecto Leveraginglibrarians’expertisetoworkwithresearcherstoestablishstandardsfor metadataandpreservationo Ensuringthatcyberinfrastructureisscalable andfundedforthefutureo Consideringwherethedataisbesthosted.Manyof ourcolleaguesareusingtheirIRstostoreandcuratetheirdatasetsandresearch.square4 MajorfundingagenciesinCanada,theUS,the UK andAustraliaallrequirethatprojectsmusteitherprovideaplanfordatamanagementaspartoftheirfundingapplications,oragreetoabidebytheagency’spre-existingpolicy.square4 Mostjournalpublishersdonotyethaveapolicyin placeforrawdatapreservation–regardingthisastheresponsibilityofauthors.Anexceptionisthebiomedicalpublisherswhoarerequiringrawdatatobemadeavailableforotherusers.square4 COPPUL isjustbeginningtoexaminethisissueviatheDigitalCuration andPreservationTaskGroup.BronwenSproutisUBC Library’srepresentativetotheCOPPULDigitalPreservationgroup.Moreover,librarianspossessauniquesetofskillsformetadataanddataorganization;however,wemightlackotherskills,e.g.computerscienceorinfrastructurebuildingbackgroundwhich willneedtobeacquiredthroughacademicoron-the-jobtraining. Thecompleteliteraturereviewisavailable inAppendix2.Interviews with ResearchersWeinterviewedseveral UBCresearchersabouttheircurrent practices andfutureneedsregardingresearchdatamanagement.Ourfindingsindicatethatcurrentstorageanddistributioncapabilitiesvarywidelybetweendepartments,withnoconsistent standardsandpracticesinplace.Someresearchersareevenutilizingresourcesatotheruniversitiestosatisfytheirneedsfordatacomputationandstorage,astheirneedsarenotbeingmetthroughUBC.Innoneof thesecasesweremetadatafilesbeingcreated;researcherstypicallydonothavethetimeorinclinationtoproducesuch documentationontheirown.Oneprofessornotedthatgraduatestudentswouldbenefitgreatlyfromastorageandmanagementprogramfortheirresearchdata.Such aprogramcouldalsobeusedasadatamanagementteachingtoolforstudents.ThesetofquestionsposedtoresearchersisavailableinAppendix3. 3Interviews with IT managersDuetothedecentralized natureofITmanagementatUBC,avarietyofadministratorswereapproachedtogain insightintocommonpractices andpotentialareasthatthelibrarymightaddressregardingdatamanagement.Apresentation wasmadetoUBCITManagers,aformalcommitteerepresentingdisciplinesacrosscampus.ArepresentativefromtheOfficeofPlanningandInstitutionalResearchandUBCOkanaganITResearchstaffwereinterviewed.Preliminaryfindingsincludethefollowing:datamanagement atUBCisconductedatadepartmental,researchgroup,orindividualresearcherlevel;filemanagement,metadatacreation,andcataloguingstandardsareirregularlyappliedandthereisappetiteforthelibrarytoprovideleadershipinthisarea;privacyandsecurityaremajorconcernsforresearchersandadministratorswithopensharingofdataatertiaryconcern;consortia/collaborativeendeavoursfordatastorage,suchasWestGrid,existandcouldprovideeitheramodelor thefoundationalinfrastructuretobuilddataservicesupon.ThesetofquestionsposedtoIT managersisavailableinAppendix4.RecommendationsWerecommendthatthe Library,workingwiththe Director,LibraryDigitalInitiatives, createashort-term(secondment)leadershipopportunityforaUBClibrarianorarchivisttofurtherexploretheissuesandfollowuponthedatamanagementgroup.Werecommendeitherafulltimepositionfor6monthsor0.5parttimepositionfor12monthsthat willbebackfilled.Specifically, werecommendthisposition beresponsiblefor:square4 Establishmentofapilotproject,complete withaprojectchartertotestthewatersforaLibraryroleindatamanagement. Werecommendadiscipline-based approachtoapilotprojecttoconsiderthedifferingdataneeds/practicesamongstthevariousdisciplinesatUBC.square4 Creationoftrainingprogramsand/orstudygroups toenhancetheknowledgebaseofawiderpoolofstaffmembersaboutmetadataandpreservationbestpracticesquare4 Developmentofatoolkit forresearcherstoassistintheireffortsatdatamanagementsquare4 ContinuetodeveloptheconnectionswithITmanagersand exploreopportunitieswithotherUniversityadministrators toidentifyapossibleroleforthelibraryindatamanagement.square4 Structurally,thenewlyformedUBC-wideScholarlyCommunicationsSteeringCommitteemayprovide avenuefortheseactivities.ThereisalsoanaturalconnectionwithcIRcle andtheDigitalInitiativesunit.

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