Standardising the handling of research data

Research data management encompasses all measures taken to ensure that data is organised in such a way that those involved in a research project, as well as external parties, can understand the information and, where appropriate, process it further. To achieve this aim, it is advisable to draw up what are known as data management plans (DMPs). “However, their uptake and use are too low. Researchers, insofar as they are even aware of them, tend to view them as an additional burden; the benefits have not yet been adequately communicated. With our project, we aim to help change this,” explains Prof. Dr Mirjam Blümm from the Institute of Information Science and the Advanced Media Institute at TH Köln.

Press release PM 50/2023 (TH Köln)

dated 16 October 2023

Data management plans set out how researchers, collaboration partners and funding bodies should handle research data throughout the duration of a project and beyond. They also describe methods and tools for making data discoverable, accessible, interoperable and reusable. Implementing these plans poses challenges for universities, as Prof. Dr Heike Neuroth from the University of Applied Sciences Potsdam explains: “Researchers criticise the fact that the formal and substantive requirements for documentation are not tailored to their subject-specific needs. Added to this is the fact that practice-oriented disciplines at universities – such as design, early childhood education or emergency engineering – in particular have little recourse to established infrastructures and standards. So far, there are too few best practices available for users.” Furthermore, some of the partners from industry, public administration and the cultural sector have their own requirements and also reservations about the publication of data.

Interviews provide insights into requirements and challenges

To find solutions, the ‘SAN-DMP’ collaborative project examined the data management requirements of universities of applied sciences (HAW) and universities of applied sciences (FH). The aim was to develop implementation scenarios and recommendations for action regarding the implementation of DMPs as an essential tool to support FDM. To this end, existing documentation, templates and practices were first researched, and qualitative, guided online interviews were conducted with nine groups. The respondents included industry partners from the fields of business, media and culture; (inter-)disciplinary researchers, teaching staff and students; and experts from research support services – including libraries, computer centres/IT departments and research services/advisory units.

Recommendations for effective research data management

The team then developed three scenarios depicting the handling of data management plans at universities of applied sciences (HAW and FH) in 15 years’ time. The spectrum of the assessed situation ranges from no measures at all to measures that have been widely adopted by users. Based on these perspectives, recommendations for action were developed to promote the visibility, acceptance and use of DMPs. These action-oriented proposals are aimed at researchers, research funding bodies, university management and funding institutions.

“By using open data formats, researchers can help to establish a supportive data culture and devise new project ideas for working with the collected data. Furthermore, service centres should be set up to provide advice on all aspects of data management. We also recommend developing guidelines and launching pilot projects to establish and consolidate best practices. Finally, storing data in a structured manner, clarifying responsibilities at an early stage, and collecting, documenting and storing data in a traceable and secure way saves time, effort and costs,” concluded Prof. Dr Stefan Schmunk from Darmstadt University of Applied Sciences.

About the project

The research project “SAN-DMP: Visibility, Acceptance and Use of Data Management Plans for Universities of Applied Sciences (FHs) and Higher Education Institutions (HAWs)” was carried out under the joint leadership of Prof. Dr Mirjam Blümm from the Institute of Information Science/Advanced Media Institute at the Technical University of Cologne, Prof. Dr Heike Neuroth from Potsdam University of Applied Sciences and Prof. Dr Stefan Schmunk from Darmstadt University of Applied Sciences. The project ran for one year. The Federal Ministry of Education and Research (BMBF) funded the project with approximately 190,000 euros as part of the programme ‘Reuse and Management of Research Data at Universities of Applied Sciences’.

Publication

Mirjam Blümm et al. (2023): Data Management Plans at Universities of Applied Sciences. A review and recommendations (Publications on Information Science; Vol. 77) ISBN 978-3-86488-193-0