Guides, Examples and Vocabularies

Data Management Plan Models

» for Survey Research (shorter version)
» for Survey Research (detailed version)
» for Research Collecting Qualitative Interviews (short)
» for Research Collecting Qualitative Interviews (detailed)
» for Research Collecting Newspaper Editorials (detailed)

A Model Data Management Plan for Survey Research (short)

Dataset reference and name

[Subject of the research] in Finland 2015: Survey

Dataset description

Data will be collected using a postal survey. Survey questions will cover [main subject areas of the research]. The survey will be posted to a representative sample of 3,000 Finnish- and Swedish-speaking people aged 15-79 years living in Finland. It is expected to have around 40-50% response rate.

Processing, standards and metadata

Data will be processed and analysed using SPSS. Variables and value names will be constructed logically following the data processing guidelines of the Finnish Social Science Data Archive. Once ready and checked, a copy of the anonymised dataset will be sent to the data archive. Storage and backups of data files will be managed by [university name] IT Services during the research project. Possibilities for continued use of the data will be ensured by carefully documenting data collection methods as well as the contents of the dataset. For documentation, the project will use an international metadata standard called Data Documentation Initiative.

Ethics and privacy

The direct identifiers of respondents (names and contact information) will be stored separately from the data and will be destroyed after the anonymised dataset has been checked and validated.

According to the guidelines of the Finnish Advisory Board on Research Integrity this project does not need an ethical review by ethic committee. When informing respondents, the persons responsible will make sure that respondents understand that the data will be anonymised and that data will be collected not only for the primary project but also for the purpose of subsequent sharing with the research community.

Data sharing

At the very beginning of the research project, the members of the research team will decide and agree on the tasks, responsibilities and rights relating to data collection, data management and data use.

During the three first years of the project, the data will be used primarily by the research team members. Information on the data collected will be supplied on the project web site, and the related metadata will be published in the Finnish Social Science Data Archive’s data catalogue. Requests for the use of the data by others will be approved by the research team. Permission for data use will be granted if there is no overlap of research questions with the primary research.

After the three years have passed, the data will become openly available for others for study, teaching and research purposes via the Finnish Social Science Data Archive.

Archiving and preservation

The data generated in the research will be archived at the Finnish Social Science Data Archive. The data archive is responsible for curating, preserving and disseminating the dataset. The data will be distributed free of charge for research, teaching and study. For users who do not speak Finnish, the archive translates the data (question texts and response categories) into English on request, free of charge.

A Model Data Management Plan for Survey Research (detailed)

Data Collection

Data will be collected using a postal survey. Survey questions will cover [main subject areas of the research]. The survey will be posted to a representative sample of 3,000 Finnish- and Swedish-speaking people aged 15–79 years living in Finland. It is expected that a response rate of around 40–50% will be achieved. The survey is to consist of approximately 50 questions, most of which are multiple choice questions.

Data will be processed and analysed by using [e.g. SAS/SPSS/Stata/Excel]. Backup copies will also be preserved as CSV files.

Data security

The project will utilize the centralised storige service of the IT Administration of [the university/organisation]. The data in the storage service is backed up on a regular basis. The access to the data is organised through personal user accounts managed by user administration.

Documentation and Quality

The collected data will be documented during and after the project to enable data archiving for further purposes. Documentation will be done according to the Data Management Guidelines of the FSD. When the data are archived, the FSD will create substantive metadata of the dataset in compliance with the DDI Data Documentation Initiative. DDI XML standard allows the tagging of content, which facilitates preservation and enables effective data sharing and search precision, improving the possibilities of reusers to find the data through different metadata catalogues.

Data files and variables will be named consistently. Variable names are short and follow the numbering of questions in the survey questionnaire. Project members will check for and correct values out of range. Data entered into a computer/statistical software are checked against a few randomly selected questionnaires. Variables will be recoded by using syntax to ensure all the changes can be tracked afterwards. In addition, the project members will ensure that values are determined for missing data and that actual data values fall within the range of expected values.

The preconditions for ethics review are set by the Finnish Advisory Board on Research Integrity. This study does not involve elements that would require ethics review. Research participants will be informed according to ethical principles and notified about anonymisation and archiving of research data. The data will be anonymised following the guidelines of the Finnish Social Science Data Archive.

The research team will draw up an agreement specifying the tasks, responsibilities and rights relating to data collection, data management and data use. The agreement will be binding to the team members and potential collaborators. When the research data are archived at the FSD, researchers will retain the ownership, copyright and related intellectual rights to the deposited dataset. The archive provides an example citation for all datasets. The citation always includes the name of the dataset, authors and their organisation(s). The deposit agreement for archiving will be made at the end of the research project. The FSD requires reusers of data to cite the archived datasets in all publications and presentations for which the data will be used.

Data Sharing and Long-Term Preservation

During the first three years of the project, the data will primarily be used by the members of the research team. Information on the data collected will be supplied on the project website. Researchers wishing to cooperate with the project can be given access to de-identified data if they join the project as partners and the project accepts the partnership. The research partnership will be based on a written agreement.

A data matrix based on survey responses will be archived at the Finnish Social Science Data Archive (FSD) after the completion of the project. The FSD is a national resource centre which preserves digital research data in a reliable manner and enables the reuse of the data online for registered users. The FSD has been awarded the Data Seal of Approval (DSA). All services of the data archive are free of charge. The FSD assigns persistent URN identifiers (PIDs) to all archived datasets. Because the data will be anonymised, registered users of the FSD may reuse the data for research, teaching and study purposes.

A Model Data Management Plan for Research Collecting Qualitative Interviews (short)

Research data will be collected by interviewing 30 individuals belonging to the target group. Their interviews will be recorded as audio files.

The research team will draw up an agreement specifying the tasks, responsibilities and rights relating to data collection, data management and data use. The agreement will be binding to the team members and potential collaborators. Audio file processing, creation of backups, and data protection will be planned and implemented carefully.

The audio-recorded interviews will be transcribed into text files. Any personal data that may allow identification of research participants will be removed. Data collection methods and data content will be carefully documented to enable subsequent data sharing. Basic information about each interview will be included in the transcribed text files.

The audio files will be destroyed after the original research has been completed. The transcribed text files will be archived at the Finnish Social Science Data archive for research, teaching and learning purposes. Research participants will be informed of the archiving before data collection.

A Model Data Management Plan for Research Collecting Qualitative Interviews (detailed)

Data Collection

Data will be collected by interviewing 25 people [of the target group]. Each interview will last approximately one and a half hours, the total data comprising approximately 40 hours of audio recordings. Audio data files will be preserved in [e.g. FLAC/MP3 format] and text transcriptions will be processed and saved using [e.g. ODT, TXT].

Data Security

The project will utilize the centralised storage service of the IT Administration of [the university/organisation]. The data in the storage service is backed up on a regular basis. The access to the data is organised through personal user accounts managed by user administration.

Documentation and Quality

The collected data will be documented during and after the project to enable data archiving for further purposes. Documentation will be done according to the Data Management Guidelines of the FSD. When the data are archived, the FSD will create substantive metadata of the dataset in compliance with the DDI Data Documentation Initiative. DDI XML standard allows the tagging of content, which facilitates preservation and enables effective data sharing and search precision, improving the possibilities of reusers to find the data through different metadata catalogues.

Data files will be named so that all files referring to a single interview (e.g. audio, transcript) can be easily found. Audio files will be transcribed systematically and consistently by implementing predefined transcription guidelines. When transcribing, the speaker demarcations will be indicated clearly so that it is easy to see each time the speaker changes. Basic information about each interview will be included in the transcribed text files. A separate text document will be created including a list of data files (the number of files and their names) and contextual files (interview questions, informed consent, information sheet).

The preconditions for ethics review are set by the Finnish Advisory Board on Research Integrity. This study does not involve elements that would require ethics review. Research participants will be informed according to ethical principles and notified about anonymisation and archiving of research data. The data will be anonymised following the guidelines of the Finnish Social Science Data Archive.

The research team will draw up an agreement specifying the tasks, responsibilities and rights relating to data collection, data management and data use. The agreement will be binding to the team members and potential collaborators. When the research data are archived at the FSD, researchers will retain the ownership, copyright and related intellectual rights to the deposited dataset. The archive provides an example citation for all datasets. The citation always includes the name of the dataset, authors and their organisation(s). The deposit agreement for archiving will be made at the end of the research project. The FSD requires reusers of data to cite the archived datasets in all publications and presentations for which the data will be used.

Data Sharing and Long-Term Preservation

During the first three years of the project, the data will primarily be used by the members of the research team. Information on the data collected will be supplied on the project website. Researchers wishing to cooperate with the project can be given access to de-identified data if they join the project as partners and the project accepts the partnership. The research partnership will be based on a written agreement.

The audio files will be destroyed after the original research has been completed. The transcribed text files will be archived at the Finnish Social Science Data archive (FSD). The FSD is a national resource centre which preserves digital research data in a reliable manner and enables the reuse of the data online for registered users. The FSD has been awarded the Data Seal of Approval (DSA). All services of the data archive are free of charge. The FSD assigns persistent URN identifiers (PIDs) to all archived datasets. Because the data will be anonymised, the access for reuse through data archive will cover research, teaching and study purposes for registered users of the FSD.

A Model Data Management Plan for Research Collecting Newspaper Editorials (detailed)

Data Collection

Data will be collected from editorials in Helsingin Sanomat, Turun Sanomat and Aamulehti in the years 2005, 2010 and 2015 to study [the issue researched]. It is expected that approximately 100-150 suitable editorials will be collected and preserved for analyses. Editorials from newspapers will be preserved in PDF/A format.

Data security

The project will utilize the centralised storage service of the IT Administration of [the university/organisation]. The data in the storage service is backed up on a regular basis. The access to the data is organised through personal user accounts managed by user administration.

Documentation and Quality

The collected data will be documented during and after the project to enable data archiving for further purposes. Documentation will be done according to the Data Management Guidelines of the FSD. When the data are archived, the FSD will create substantive metadata of the dataset in compliance with the DDI Data Documentation Initiative. DDI XML standard allows the tagging of content, which facilitates preservation and enables effective data sharing and search precision, improving the possibilities of reusers to find the data through different metadata catalogues.

A directory will be created for the editorials of each newspaper, and editorials are preserved as separate files in the directories. File names will include basic bibliographic information of each editorial. A separate document will be created including the list of all editorials, their bibliographic information and file names.

The preconditions for ethics review are set by the Finnish Advisory Board on Research Integrity. This study does not involve elements that would require ethics review.

The editorials are copyright protected. FSD has an agreement with Kopiosto Copyright Society that allows material collected by researchers for their research but created by others to be long-term preserved in the FSD for further research use.

The research team will draw up an agreement specifying the tasks, responsibilities and rights relating to data collection, data management and data use. The agreement will be binding to the team members and potential collaborators. When the research data are archived at the FSD, researchers will retain the right to be referred as creators of the selected and documented dataset. Each editorial will include bibliographic information including the name of the author. The archive provides an example citation for all datasets. The citation always includes the name of the dataset, authors and their organisation(s). The deposit agreement for archiving will be made at the end of the research project. The FSD requires reusers of data to cite the archived datasets in all publications and presentations for which the data will be used.

Data Sharing and Long-Term Preservation

During the first three years of the project, the data will primarily be used by the members of the research team. Information on the data collected will be supplied on the project website. Researchers wishing to cooperate with the project can be given access to data if there is no overlap on research questions.

All the editorials collected will be archived at the Finnish Social Science Data Archive (FSD) after the completion of the project. The FSD is a national resource centre which preserves digital research data in a reliable manner and enables the reuse of the data online for registered users. The FSD has been awarded the Data Seal of Approval (DSA). All services of the data archive are free of charge. The FSD assigns persistent URN identifiers (PIDs) to all archived datasets. Since the editorials are copyright-protected, the data may only be reused for research purposes by registered users of the FSD.

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updated 2016-08-24