Data Ready

La Trobe University

Data planning

Data Ready
La Trobe University

Data planning

Data Ready
La Trobe University

Data planning

Data Ready

Accessing the RDM planning tool

  • Go to the Research Data Management Planning Tool log-in page

     

  • If you are already logged in to a La Trobe computer, click on the appropriate button. Otherwise you will need to log in using your standard La Trobe University username and password:
    RDMP Log-in Page

     

  • To create a new research data management plan, click on the appropriate link under Options (top left of screen):
    Creating a new RDM plan

     

  • To update an existing plan, click on the "Edit Plan" icon under "Manage" (right of screen):
    Editing an existing RDM plan

     

    Having trouble downloading an updated version of your plan?

    Check that you don't have any & characters. This is a known bug of the system that we are working with the vendor to resolve

RDM Planning Tool User Guide

Introduction

General tips

 

  • Think whole data lifecycle- during your research you may have different types of data, with different formats.
    • Videos of interviews that become transcripts
    • Physical notes and photographs of whiteboard discussions that become digital word documents
    • Analysis of interviews
    • Quantitative data, that become deidentified
    • Published data- anonymised and aggregated
    • Archived data
  • Be specific and clear
  • e.g. We will store on the La Trobe Research Drive;  The survey will be done using Qualtrics; Audio recordings using my Android device; Physical data will be stored on Room 206, Building HS1; Anonymised and pooled data will be shared on Figshare; All data will be deleted after seven years in consultation with ICT.
  • Mention who outside La Trobe who will access the data- and how
  • Be mindful of potential sensitivities and identifiable elements
  • Be consistent

Resources

Overview

In the "Overview" section you’ll be asked to provide the following details for the research project:

  • Project title
    Enter the title of your research project.

     

  • Project description
    Outline the purpose and intent of the research project.

     

  • Project type
    Indictate whether the project is a "Research project" or a "Higher degree by research project".

     

  • External research funding and grant information
    Indicate whether the research is externally funded. If applicable, start typing any text from your grant code or title, then select from the list provided.

     

  • Field of Research (FoR) codes
    Select the Field of Research code(s) associated with your research project. Information on the Fields of Research classification codes can be found at http://www.arc.gov.au/rfcd-seo-and-anzsic-codes.

     

  • Project start date

     

  • Anticipated project end date

Data Identification, Collection and Planning

In the "Personnel" section, you can nominate people who’ll have a role in your research project. The Personnel step is mandatory to complete. Note that at the top of the screen, six research data management roles are described in a table. Don't enter data in this section - it’s just a guide

Adding Project Personnel

 

  • Ensure all people listed on your Ethics application are also listed on this form.
  • To add people to your project, click on the "Add project personnel" button. Note that you can only add one person at a time.
  • A search box will open, allowing you to search by either name or email address.
  • Click on "Select" next to the name you want to add from the results list.
  • For each person you add, you must then select a role from the drop-down menu. The default is "Reader", but you can chose other roles. The six roles available and their descriptions are as follows:

     

    1. Chief Investigator
      The Chief Investigator associated with this research data. The Chief Investigator is the researcher who takes the lead role in the conduct of the research project.

       

    2. Supervisor
      Those who will supervise this research. This 'supervisor' field will be relevant where the research is being conducted by a research student. The research supervisor is responsible for general oversight of an academic research project.

       

    3. Data owner
      The owner of the data. This might be particularly pertinent when (re-)using someone else's data.

       

    4. Data manager
      The person who will be responsible for managing the research data produced by the project.

       

    5. Collaborator
      Collaborators may contribute to the project for some or all of its duration or they may make frequent or substantial contribution. They may be responsible for one or more of the main elements of the research or a key step in the research. Collaborators generally exclude those who make only an occasional or relatively minor contribution to the research or those not see as researchers (e.g. technicians and research assistants).

       

    6. Reader
      Someone who needs to be able to view the data, but not analyse or use it in another way.

 

Adding External Collaborators

  • If you're collaborating with non-La Trobe staff or students, check the box next to "Will you be working with external collaborators (non-La Trobe University)?"
  • Two free-text fields should then display underneath for "Name" and "Affiliation". Enter the relevant information in these boxes.
  • Note: you don't need to assign roles to external personnel.

The "Data Overview" section covers information about data generation and access. Depending on which radio button you select, the questions on the page will change. 

Generating data

If you select "generating data", you'll be asked the following questions:

  • How will you generate the data? Be specific and list survey tools, machines, platforms, hardware, and software. e.g.  We will conduct semi-structured interviews using either video cameras owned by La Trobe or Zoom. We will also conduct a qualitative survey using Qualtrics.
  • During your project, how will you provide access to the data to others outside La Trobe who require it for collaboration, commercial, contractual or other reasons?
  • Include: External collaborators, staff at external institutions who may be collecting / processing data (e.g. hospital staff), and external services such as transcription agencies.
  • For this question, Include location of physical keys, passwords, other devices necessary to access data, and any relevant indexes or catalogues. DO NOT PUT YOUR PASSWORD IN THIS FORM. 
  • e.g. Access to potentially identifiable data will be provided ONLY to the collaborators mentioned in this application, and will be via the CloudStor FileSender tool. Access to external researchers not mentioned in this application will ONLY be to deidentified data after the project has concluded.

 

Using existing data

If you select "using existing data", you'll be asked the following questions:

  • What is the source of the data you will re-use? e.g. An anonymised, de-identified data set sent by a researcher at the University of Melbourne via CloudStor FileSender tool;
  • How will you ensure the data is accurate, complete, authentic and reliable?
    For this question, consider approaches such as monthly lab meetings to review progress and issues, review of all data by the chief investigator, peer review process, use of data only from researchers with whom you have previously collaborated.
  • During your project, how will you provide access to the data to others outside La Trobe who require it for collaboration, commercial, contractual or other reasons?
    For this question, Include location of physical keys, passwords, other devices necessary to access data, and any relevant indexes or catalogues. DO NOT PUT YOUR PASSWORD IN THIS FORM.

 

Both generating data and using existing data

If you select "both generating data and using existing data", you'll be asked all of the questions above.

Data Storage

The "Data Storage" section provides information on the following points:

  • Generic ICT storage
  • Non-generic ICT storage

 

The "Data Storage" also requires that you answer several mandatory questions:

  • Where will the data be stored?
  • Will you store any research data on personal equipment?
  • Will you require storage for physical research data and primary research materials?
  • How will the security of your research data be ensured?
    For this question, choose one or more of the options provided:
    • Use of Research Data File Storage
    • Codes and data kept separately
    • Lockable filing cabinets
    • Locked room
    • Digital password protection
    • Other: please describe:

 

For more information about data storage, see the Data Storage guide on Data Ready.

Sensitive Data

In the "Sensitive Data" section, you need to consider whether your research project is working with sensitive or identifiable data.

All research involving human participants produces potentially identifiable or sensitive data, even if no personal identifiers are stored with the data. Consider:

  • Audio recordings may identify participants by voice
  • Video recordings may identify participants by voice or visually
  • Measurements may potentially identify participants.
  • Surveys may contain information that in context could be used to identify individuals or groups. For example, someone could be identified by combining their age, their location, and occupation.
  • Transcripts of interviews may contain specific qualitative information that could identify an individual.

Note that any research involving human participants, their data or tissue requires human ethics review.

If you answer "yes", you will be asked to provide further information about your sensitive data:

  • Research participants' personal information.
    Check whether human ethics approval is required.
  • Commercial in-confidence information.
    Contact the University's Industry Engagement team for assistance.
  • Information about Aboriginal or Torres Strait Islander people.
    See the AIATSIS Guidelines for Ethical Research in Australian Indigenous Studies.
  • Information controlled under the Defence Trade Controls Act (2012).
    See the University's Data export controls page for further information.
  • Information about children.
  • Valuable heritage site coordinates.
  • Other: text box to describe.
  • What extra security measures will you take to protect your sensitive research data?
    See the Data Ready Sensitive Data guide for further information on managing sensitive data.

 

 

Useful links:

Post Project

In the "Post Project" section, you need to consider what will happen to your data once the research project has finished. Additional information is provided within the form.

Things to consider:

  • Ensure the information here is consistent with participant consent forms and other sections of the Human Ethics application.
  • Archiving your data on managed storage can protect it for the long term.
  • Archiving your data can also enable managed or open access to the data if appropriate.
  • Destruction of data can be a requirement of some ethics approvals.

The first question in this section will require you to answer the following mandatory question:

  • How long will you retain your research data after the project concludes?

    You must choose from the following options:

    • Indefinitely
    • 5 years
    • 7 years
    • 15 years
    • 25 years
    • Not retained
    • Other: please specify:

     

    Note that Information about record retention periods can be found at Section 4, Part H of the Research Data Management Procedure.

 

 

 

Data retained (indefinitely or for a period of time)

 

If you intend to retain your data, either indefinitely or for a period of time, you'll be asked the following questions:

  • How will the data be organised after the project concludes?
  • If you plan on making your potentially identifiable or sensitive data open access, please state that you will anonymise your data for sharing. 
    For more information about metadata and its purpose, see the Data Organisation guide on Data Ready.

     

  • Where will the data be stored?
    Be specific about the drive or platform For more information about data storage, see the Data Storage guide on Data Ready.

     

  • Will a metadata record be created to describe the research data?
  • A metadata record is a guide that informs project personnel and/or secondary users about project methods, data collection and data preparation, including details of specific data fields.
  • For more information about metadata and its purpose, see the Data Organisation guide on Data Ready.

     

  • Can the research data be shared with other researchers once the project is complete?
  • Available options:
    • Open access (digital data will be openly accessible). If you select this option, ensure you have stated that potentially identifiable data will be anonymised under the question How will the data be organised after the project concludes?
    • Mediated access (controlled access to physical or research data is allowed).
    • No access (the research data and/or metadata cannot be shared).
    For more information about metadata and its purpose, see the Data Publication guide on Data Ready.

 

 

Physical data

You will also be asked the following question about any physical data which may exist:

  • Will there be physical research data and primary materials to be archived at the end of the project?

If you answer "Yes" to this question, you'll be asked where the physical research data and primary materials will be archived. Be specific and list room numbers / buildings.

 

Data not retained

If you plan to destroy your data, you'll be asked the following questions:

  • Reason for non-retention?
  • If it is necessary to destroy your data, how will the data be destroyed?
  • Be specific and ensure you state that you will abide by the requirements of La Trobe ICT and Records and Archives.

 

For more information about the safe and secure destruction of data, see the Secure Destruction page on the End of Project guide on Data Ready.

 

Useful links:

Uploads

The "Uploads" section gives you the option of uploading additional documents which you believe should be retained with this research data management plan.

Uploading a file

  • Click on "Select file", navigate to the file on your computer, then click on "Open" to select it
  • Add a suitable description of the file in the "Description" box
  • Click on the "Start Upload" button
  • The file name and description you enter will be recorded in the table at the bottom of the page.
Removing an uploaded file
  • After uploading a file, you can remove it by clicking on "Remove" link under "Actions" in the right-hand column of the table:

    Remove Uploaded File

 

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