No-nonsense, Practical Guide to Implementing Effective Data Practices

Cliff Lynch: Welcome everyone. Glad you could join us. We’ll be getting started in about 90 seconds. Cliff Lynch: Thanks for joining us, we’ll get started in about a minute. Cliff Lynch: Glad you could join us. We’ll start in about 30 seconds. Cliff Lynch: All right, why don’t we get started. Welcome, everybody, and thank you for joining us. I’m Cliff Lynch. I’m the director of the Coalition for Networked Information and I’ll be introducing the session. Cliff Lynch: This session is the last of the scheduled contributed breakout sessions for Week three of the Fall 2020 CNI Member Meeting there will be a summing up session on Monday that I will that I will share Cliff Lynch: To remind you, week three is devoted to issues around standards infrastructure and technology. And I also want to remind you that, along with the scheduled videos.

There are a number of pre recorded videos that we’ve made available and please make use of those as appropriate as well. Cliff Lynch: As to today’s session, we are recording this, and we will make the recording public after the session. Closed captioning is available. Cliff Lynch: There is chat available and there is a Q & A tool that you can use to enter questions at any point during the presentations as they occur do will do all the presentations and then Cliff Lynch: Actually Casey read rather than the usual Diane Goldenberg-Hart will moderate the Q & A session Casey is from a PL you Cliff Lynch: We have with us several panelists Judy Ruttenberg who is from the Association of Research Libraries Casey, who I’ve already introduced and John Chodacki from Cliff Lynch: The California Digital Library. We also have with us. Cynthia Vitale who won’t be speaking, but may get involved in some of the Q & A. A she is from Penn State, and it has been serving as a visiting program officer with a IRL working on various aspects of this project.

So we have a great 04:41 - Cliff Lynch: Team of presenters and discusses here. Cliff Lynch: Basically what this is about is the results of a Cliff Lynch: Convening that happened in conjunction with the December. Cliff Lynch: CNI fall meeting in Washington. Cliff Lynch: This was a workshop trying to look at practices around research data management and there have been lots of subsequent discussions and refinements on it, resulting in a very nice guide a good deal of this focuses on issues around data management plans and how to deal with them. Cliff Lynch: So without Cliff Lynch: Any further ado, it’s obvious why this is needed and why it’s so important.

And I’ll just turn it over to Judy to start the presentations, let me thank our presenters and welcome back to see no 05:50 - Judy Ruttenberg: Thank you so much, Cliff. And thanks to see an eye for having us today. Thanks to all of you for joining us. Or if you’re watching a future recording. Thanks for tuning in. Judy Ruttenberg: So, as Chris mentioned, this presentation is based on a National Science Foundation funded conference that era organized with Judy Ruttenberg: CCL with a you and a PL you at the end of 2019 Judy Ruttenberg: And we came together as organizations to do this conference because we’re already involved in advancing open times by design. Judy Ruttenberg: By accelerating public in accelerating public access to research data in the case of a you and a PL you and that working group and with CDs as tool builders and experts and research data management and curation. Judy Ruttenberg: So I just want to acknowledge the outstanding project team any, of whom are either on the panel with us today or in the audience as as participants. Judy Ruttenberg: So I’m going to present the results of our conference, the project focusing on the report that we published in September of this year and the toolkit that we’ve put together.

07:09 - Judy Ruttenberg: Designed to use the content about report in conversations within your own institutions and across a variety of stakeholders Casey is going to organize the Q AMP. A facilitate some interactive work and john is going to close for us. Judy Ruttenberg: So this project. The conference, the report the toolkit started because Judy Ruttenberg: NSF issued a Dear Colleague letter in May of 2019 recommending to well established good practices for managing data assigning a persistent identifier PID two datasets and creating machine readable or active data management plans. Judy Ruttenberg: So why pins because they connect the elements of scholarship. So in our report and our project, we ended up recommending five core kids for people, objects funding.

08:05 - Judy Ruttenberg: funding source grant an organization. Judy Ruttenberg: And why active DMP is Judy Ruttenberg: Because in an active state as opposed to a PDF document that’s attached to a funding proposal. I’m an active data management plan serves an important communication function. Judy Ruttenberg: between researchers and their research offices on campus between P eyes and our program officers at funding agencies and between researchers and data repositories. Judy Ruttenberg: So the project began, of course, with, with the conference we held last December.

08:43 - Judy Ruttenberg: And after which we, the project team. Judy Ruttenberg: took our notes created a set of draft guidelines that for embedded them with participants this spring, as well as other stakeholders that were not able to be Judy Ruttenberg: With us at the conference. And so by the stakeholders, we referenced in the title here included leaders of libraries campus it personnel. Judy Ruttenberg: Senior Research officers tool builders and researchers themselves. So that’s how who was involved in creating them. And who we’re speaking to you as there is in terms of implementation.

09:24 - Judy Ruttenberg: And then everything related to this project is available on arrows website on the URL that you see here. Judy Ruttenberg: So today, what’s new. We’re kind of presenting this findings as a kind of lightweight toolkit. Judy Ruttenberg: Based on our report and recommendations. Judy Ruttenberg: everything in it is customizable and reusable for your institution for sort of taking the contents of this report and turning it into shareable slides handouts discussion questions the reading list that we use for our Judy Ruttenberg: Conference to prepare for our conference that really gives you the kind of deep background on as to what how these data practices emerged in the first place to be recommended by NSF Judy Ruttenberg: The report everything that we’ve written about the report and blog posts and articles and some video interviews that we did with key stakeholders that can really help explain Judy Ruttenberg: The importance of these practices and what they can do for us. Judy Ruttenberg: So the recommendations are, you know, like I said, Sir, segmented by stakeholder and this is so created the sort of stakeholder pyramid.

10:35 - Judy Ruttenberg: To explain that, but not to reflect both who we convened and who we consulted, but also how these practices kind of propagate. Judy Ruttenberg: Across the research ecosystem and where we believe our sphere of influence can be so you know these the Judy Ruttenberg: The standards around periods in machine actionable machine readable data management plans really come from the research community and groups like Rd Research Data Alliance. Judy Ruttenberg: They get embraced by and required by government and funding funder agency policies incorporated into tool building and publishers and Judy Ruttenberg: Sort of between all of that and researchers, you know, is this kind of research support service area which is really the group. The groups that we as associations wanted to convene Judy Ruttenberg: In order to make these practices sort of doable and achievable and as we said no nonsense and practical within your institutions. Judy Ruttenberg: And a key finding of the report is that the more open the systems are around these practices and the more collaborative this the stakeholders within this pyramid are Judy Ruttenberg: The more effective the services in relationships are going to be for the folks at the top of the pyramid, which is the researchers themselves.

11:56 - Judy Ruttenberg: So the report is structured with us kind of high level like across the board recommendations. Why these are good practices and then it’s broken up into stakeholder groups. I’m just going to use the example of researchers as one as one segment. Judy Ruttenberg: And this is the way it’s laid out. So there’s the sort of introductory context with the group within the ecosystem researchers have many demands on their time and attention. Judy Ruttenberg: Incentives for adoption for that group. Judy Ruttenberg: And then recommendations themselves. So, which are Judy Ruttenberg: Some are easier than others to implement we get that, but they are all practical achievable and sort of widely endorsed by the Community. Judy Ruttenberg: So the point of the toolkit is to help help you figure out how to have these conversations and some discussion questions around, you know, that might arise as you discuss them within within your own institutions. Judy Ruttenberg: So we’ll show the URL again at the end for the toolkit.

But what it includes are 13:05 - Judy Ruttenberg: shareable slides that you can customize your own institution that have things like value proposition and the recommendations themselves, you know, you could scope it just to that to a particular group you are talking to Judy Ruttenberg: And then certainly of course use this opportunity to link to and include services that exists already on your campus and where people local contacts and where people would go for help. Judy Ruttenberg: In your institution. Judy Ruttenberg: We also include in the on the toolkit and again the reading list that we circulated in advance of our conference and that we have all Judy Ruttenberg: All contributed to and then the conference at a glance, the kind of questions we asked people are key takeaways. Again, the kind of core. The five core kids that were recommending Judy Ruttenberg: And incentives for adoption. Judy Ruttenberg: So like I said, the, you know, some of these practices will be easier to implement than others. So one of the, you know, to accompany the slides and recommendations themselves with critics created some discussion questions to go along with it again.

Bye bye stakeholder groups are for researchers 14:20 - Judy Ruttenberg: designed to help you basically as collaborators and service providers sort of really dig into how to implement these practices. What gaps might exist in your institutional workflow. Judy Ruttenberg: How you might advanced them and then at the same time, what services already exists. So another opportunity to show people what you know what you’re already doing in libraries and research offices and collaboratively. Judy Ruttenberg: In order to advance these practices.

14:47 - Judy Ruttenberg: So, Judy Ruttenberg: With that, I’m going to turn it over to Casey Kacy Redd, APLU: Thank you, Judy. I’m case right I’m the Associate VP of research. Judy Ruttenberg: And some education at the Kacy Redd, APLU: Association of Public and land grant universities. Kacy Redd, APLU: Um, it’s a higher dissociation here in DC, we, I think what would be best since Warner webinars situation is to just go right into the peddler and give people our audience members a chance to sort of interact in that way. So I am going to Kacy Redd, APLU: Get the link, ready, one second and put it into the chat. Kacy Redd, APLU: And then I’ll share my screen. So we can see in a second.

But, so we have a pamphlet here and this is a space where the audience members can put sticky notes, essentially, on a question that we’re asking back to the community. So we thought it would be really helpful if one is Kacy Redd, APLU: We better understood sort of what you guys thought success looks like for the CNI community. And then we also thought would be useful for you guys to hear from one another, what success looks like. So let me share my screen. Me just want some more second. Kacy Redd, APLU: Because that opened up a window to have the Kacy Redd, APLU: To have the report open Kacy Redd, APLU: Oh, there it goes. Okay, so I’m sharing the pilot here, I see people are already starting to add, so that’s awesome.

16:43 - Kacy Redd, APLU: And if for some reason just technologically, you can’t access the pilot. You can also drop it into the chat and we will move will be moving it over. So I’m going to give folks. Kacy Redd, APLU: Just a couple of minutes to add to the pamphlet. If you see there’s a there’s a plus at the bottom right hand corner that you can click on to add a post it note. Kacy Redd, APLU: So what would success for the inflammation implementation on machine action with the MPs MPI do is look like at your campus. Kacy Redd, APLU: So one of the posts, we see. And you could also, some of you have seen you can upload post those that you think are especially good points. Kacy Redd, APLU: We success would be streamlined coordination among research data service and infrastructure support. Kacy Redd, APLU: Another one is the contents of a DMP would be shared across the campus for better awareness of upcoming an ongoing data needs. Kacy Redd, APLU: We have my library would be able to quickly discover the research outputs data publications that are researchers produce and and at no cost.

18:22 - Kacy Redd, APLU: There’s this idea that this is would be incorporated into research administration systems and checklist so that sort of potential like a compliance sort of piece that we can sort of follow what hasn’t hasn’t been done. Kacy Redd, APLU: Success would include knowing what data needs are and what the PSA, they will do regarding data management. Kacy Redd, APLU: Always trying to get buy in from faculty is always a challenge. Kacy Redd, APLU: Given another 30 seconds or so from ideas to come in and then Bring those forward. Kacy Redd, APLU: Who every DMP would include do eyes or pearls for where outputs can be found.

19:20 - Kacy Redd, APLU: And then the machine actual DMP would allow the do eyes and DMP to connect Kacy Redd, APLU: Someone’s added that the tracking research for impact and assessment reporting that has been one thing that as we’ve been Kacy Redd, APLU: You know, engaged in these discussions is how do we start to reward this work and one part of a reward is thinking about how to assess impact. So I think that’s sort of the next frontier thinking about this work about how we do that. And Kacy Redd, APLU: Bringing in the humanities into the discussion. There’s often a strong sense that data practices only pertain to the sciences and then and then there’s been a question. So whoever Katie’s asked, Do you have any resources on sharing data and humanities. Kacy Redd, APLU: We’ve also had some uploading. So it looks like tracking research for impacting assessment has a couple of thumbs up. And this fostering the cross campus collaboration on data management to build coalition Kacy Redd, APLU: Often when library start the discussion we fear that we will be stuck with unfunded mandates that one’s gotten a couple of up boots and then Kacy Redd, APLU: Successful look like Minister systems using orchids as unique IDs. If we could just get that minimum bar, that would be great. Kacy Redd, APLU: There’s a lot of votes for the idea of being able to share the contents of the DMP across units on a campus.

21:12 - So, Kacy Redd, APLU: Being able to articulate the value of the ideas to other stakeholders owning the space I’m going faster than the john has been able to add his thoughts. Kacy Redd, APLU: Um, Kacy Redd, APLU: I think maybe we’ve we’ve had a good amount of time to sort of dig into this, this piece and so Kacy Redd, APLU: Maybe we ought to check the questions and answers. Okay. I still keep this open. So as people add to it, we can. I’ll try to bring in some of that discussion. And if folks have Kacy Redd, APLU: Questions or, you know, have things to put in the chat. We can bring that into. But if you did have any questions for us the question and answer box is open as well for this in the zoom webinar. So we’re ready to take those and monitoring those Kacy Redd, APLU: Did you guys did my co host see anything that I might have missed any good ones.

23:01 - Judy Ruttenberg: I don’t know, you missed it. I mean, you just use it had a lot of uploads this contents of the DMP would be shared across campus. I was a huge theme of the conference that Judy Ruttenberg: In, you know, and it’s part of making it active sort of pulling it out of them funding proposal and figuring out a way to share it so that it really becomes a communication vehicle. I just think that was a core insight. Kacy Redd, APLU: We also had some discussion about how public to make it in when right so Kacy Redd, APLU: I think we were all in supportive having the DMP be at the end of a grant be made available as also is kind of a way a catalog of what folks might, you know, might be looking for as data sets from research from a research project. Kacy Redd, APLU: John. Were there any of these that you wanted to sort of bring into the discussion that you wanted to expand upon John Chodacki: Sure, yes.

So I think that as Judy was saying, you know, our, our project was inspired by this Dear Colleague letter from NSF 24:06 - John Chodacki: And that Dear Colleague letter was really a conversation between NSF and NSF researchers John Chodacki: And while that conversation was going on. There’s obviously other conversations going on in the library space about how we as libraries can interact with other cross campus communities and departments on research data research data practices. John Chodacki: And so this conference this this discussion here was really trying to empower libraries in a space that we definitely have a tradition of being involved in, but in many ways we can be John Chodacki: Left out of discussions or feel like we are out of discussions based on different dynamics, may they might be funding as was in here about, you know, not feeling John Chodacki: That it’s appropriate for us to start discussions about research data when we know we don’t have the funding to John Chodacki: to back it up and being afraid that will be stuck with unfunded mandates that we may be were involved in making another dynamic might be that research it or the Grants Office might be in charge of the information, a little bit more than we are. John Chodacki: And so there’s just not that cross campus collaboration and there’s just not done the understanding of whether or not the library is really the place that would have the information. For example, with a DMP John Chodacki: A researcher fills that out.

And while we are helping with consulting, we might not be able to have all the information available to us to help researcher. John Chodacki: And so we’re kind of a little worried are unaware or unsure if that’s the kind of place where we should put our John Chodacki: Our resources. And so there’s these different dynamics that are at play. And what we’re really trying to do with this conferences, you know, one just reassure the library community that there is a very practical and and John Chodacki: impactful way for libraries to contribute and the other is really to to very clearly articulate select this practical no nonsense approach is like just articulate exactly what John Chodacki: That value can be and how close it is to where we already are as a library community. John Chodacki: We are many times, either through those dynamics or just through our own day to day work we we forget that libraries are very much at the center of this idea of research data because it does rely on our traditions of stewardship and John Chodacki: And cataloging and metadata and Information Science, so we John Chodacki: We wanted to make sure that we could address the questions that were brought up from things like the Dear Colleague letter that are very much couched in these science to science terminology John Chodacki: But we wanted to bring that and demystify that down to, how can librarians talk about it and be involved in the conversation.

26:59 - John Chodacki: And I think that’s one of the things that was very telling about our discussion is that John Chodacki: You know, as we broke it down stakeholder by stakeholder, it was very easy to see that librarians already know these things, even if the the terminology is a little jargon ish if it’s like John Chodacki: You know seems a little techie or a little bit too much about research officer grant office inner workings. John Chodacki: So I think one of the nice things about this board here is that we’re seeing, you know, there is this real understanding that librarians are involved in things like not just John Chodacki: Consulting around data manager plans, but actually interested in the inner workings of the information within it and how it can impact different departments on campuses and within the library. John Chodacki: And that you know libraries are obviously involved in kids and persistent identifiers, but really understanding that those persistent identifiers are not just in themselves, kids, they are John Chodacki: packages of metadata that can travel and be linked to other entities. Again, these are all concepts that we work on within libraries, all the time. John Chodacki: And once we demystify that kind of the way periods and activity MPs and everything kind of are being discussed out in the wild, through our DNA and other places we can really see John Chodacki: A clear home and a place for librarians to remain involved in the in the discussion.

28:18 - John Chodacki: And so I would say that we were very successful in creating a very no nonsense. Practical Guide. So I would recommend John Chodacki: Everybody taking a look at it and I would, you know, thank you to AOL for the leadership on putting together the toolkit. John Chodacki: It is something that actually can be grabbed leveraged librarians who even maybe don’t have as much information around research data can definitely John Chodacki: Leverage it and can quickly understand how they can be involved in the conversations on their campuses and it gives context to specific stakeholders that you’re working with. Kacy Redd, APLU: And so I just put up the final slides so we can have to switch back to Judy of the sort of where you can find more which we also dropped into the chat. Kacy Redd, APLU: So the, I guess the only other things will say please check out the resources and I’ll put a plug in for a UN a PL us Kacy Redd, APLU: Accelerating public access to research data, a part work.

So we’re looking in the New Year to have our 29:30 - Kacy Redd, APLU: Guide out to the community. So sometimes February ish spring will say spray go just like you know spring, early spring of 2021 Kacy Redd, APLU: And are working on a second summit, so we will be sharing that out with our communities. So look for that we Kacy Redd, APLU: A UN a pill. You have worked with a RL on this report because we do really see the value of the Kacy Redd, APLU: Library and community and our thinking about how can this be across campus effort right it’s going to take a lot and they take a lot of hands. Kacy Redd, APLU: With a lot of expertise and ownership of different parts of the puzzle and just trying to come together and have them a coherent right cohesive systemic way to support researchers and doing this work so Kacy Redd, APLU: I’m not seeing any questions come through the question and answer piece or the chat so Kacy Redd, APLU: We want to just say thank you all for coming and pass it back to see AND I ARE SEEING EYE folks. Diane Goldenberg-Hart (CNI): Excellent. Thank you. Thank you so much for that wonderful talk.

We really appreciate hearing about your work in this area and thank you so much for coming to see and I and sharing it with our community. Diane Goldenberg-Hart (CNI): We’re just about at time. So I’m going to go ahead and close down the session with thanks to our panelists thanks to our attendees. Diane Goldenberg-Hart (CNI): I’m going to turn off the recording now, but I will invite our attendees who are still with us. If you want to Diane Goldenberg-Hart (CNI): Hang around and have a chat with our speakers, please feel free to do so, just raise your hand and I’ll be happy to turn on your microphone and with that. Thanks everyone. Take care. Hope to see you back at sea and I soon. Bye. .