A JISC-funded Managing Research Data project

I am very pleased to announce that our Research Data Management policy, which was one of the main objectives of the Orbital project, has been approved by the university’s Research Committee. The process of drafting the policy began in April 2012 as a collaborative effort between Orbital team members from the Centre for Educational Research and Development, The Library and the Research and Enterprise Office. Comments were then solicited from the Director of ICT, the Director of Research and Enterprise and the University Librarian. The draft was then presented to the Research Committee, which requested that the policy be discussed with the Senior Management Team due to its resourcing implications. This meeting took place in October 2012 and as a result, SMT requested that the College Research Directors were consulted on the Policy and agreed that a Business Case for Research Data Management (to effectively ‘underwrite’ the policy) should be put together. The Business Case was presented to SMT and accepted in January 2013. Following discussion with the Research Directors and further re-drafting, the policy was approved today.

This completes the formal objectives of the Orbital project and places us in a position where we have a Business Case, Policy and a new ‘Research Information Services’ team that is being formed to meet the expectations and aspirations of our researcher community and our funders.

I’m immensely excited that the following Grade 7 developer job at the University of Lincoln (initially for a fixed term of two years) is now open for applications. Please contact me if you’d like to discuss the role. If you don’t know Lincoln, it’s an interesting, historic small city and the University’s waterside Brayford Pool campus is a very nice place to work.

You can download the job description document, and apply online, at:

http://jobs.lincoln.ac.uk/vacancy.aspx?ref=LR4068

Research Information Services Developer

Brayford Library Team

Location: Brayford
Salary: From £30,424 per annum
This post is fixed term for two years
Closing Date: Sunday 30 June 2013
Reference: LR4068

We are seeking to appoint an innovative and enthusiastic software developer, with demonstrable experience and understanding of research in an HE environment.

Based in the Library, and reporting to the Head of Electronic Library Services, this exciting new role will lead on coordinating and developing the University’s services and resources for the researcher community, including support for Open Access publishing and research data management.

You can expect to contribute towards significant institutional change in the way research information and research data is managed, analysed and disseminated at the University of Lincoln.

Working closely with other colleagues within the Library, ICT and the Research Office, you will be responsible for leading the technical design and development of research information services at Lincoln, including research data management, bibliometrics and research intelligence, research dashboarding, and the University’s Institutional Repository.

You must have an excellent understanding of the technologies and programming languages used in developing data-driven web services to support research. You will also have successfully managed projects, have good communication skills, and enjoy working as a member of a team in a busy environment.

You must able to take initiative, be well organised and have a proven ability to prioritise and meet tight deadlines. A familiarity with the current UK research environment is also essential.

Potential applicants are encouraged to contact Paul Stainthorp <pstainthorp@lincoln.ac.uk>for an informal discussion on 01522 886 193 or pstainthorp@lincoln.ac.uk.

In August 2012, the Orbital project made the decision to adopt CKAN as part of a technical infrastructure for RDM. In February, due to interest from other universities, we held a workshop in London that looked more closely at ‘CKAN4RDM’. At the end of May, I presented a paper on the use of CKAN for RDM at two conferences: OpenAIRE/LIBER (Ghent, Belgium) and IASSIST (Cologne, Germany).

The paper has been available for comment on Google Docs for over two weeks and viewed by over 200 people. I specifically asked the CKAN-DEV, CKAN-DISCUSS and CKAN4RDM mailing lists, as well as conference attendees to provide feedback on the paper. The conference sessions were very well attended (I guess 400 people must have heard me present the paper across both occasions) and from conversations afterwards, the paper seems to have generated a decent amount of interest as well as raise the awareness of CKAN among data librarians and data archivists.

The paper can now be downloaded in its final form from the Lincoln Repository and my conference presentation slides are below. I hope that my recommendations lead to the further use and development of CKAN for the management of research data. Do join the CKAN4RDM mailing list if you’d like to discuss this further.

With the Orbital project at its end, and plans for a University research information / research data service afoot, I’m reviewing the excellent work carried out by our (now-departed) developers Harry Newton and Nick Jackson – work which linked up CKAN, the Orbital ‘bridge’ application, and the Lincoln Repository (EPrints) using SWORD – described in earlier blog posts here and here.

“One important piece of work that we’re undertaking at the moment in Orbital is the facility to deposit the existence of a dataset, from CKAN and the University’s new Awards Management System (AMS), into our (EPrints) Repository via SWORD – at the same time requesting a DOI for the dataset via theDataCite API. The software at the centre of this operation is what we refer to as Orbital Bridge.”

This deposit workflow is now broadly working as it should – I think only a few tweaks would be necessary now to turn this into a working tool for the University of Lincoln.

Most urgent is the need for the University to sign up with the DataCite DOI service, which would secure a DOI for each dataset record deposited from CKAN and hence formally published by the University. This subscription should form part of the new research information service.

The underlying code could be used for other SWORD-enabled deposit from sources of metadata (e.g. the Library’s discovery system, Find it at Lincoln), to the Lincoln Repository as the University’s bibliographic ‘system of record’.

Warning: this is an extremely screenshot-heavy blog post! Click on any one of the screenshots below to view a larger image.

Here’s a step-by-step walkthrough of the entire process of adding a dataset to CKAN, and depositing it as a record in the Lincoln Repository.

  1. Go to the Researcher Dashboard at: https://orbital.lincoln.ac.uk/ and click on “Sign In”.
    Screenshot from the Researcher Dashboard
  2. Enter your staff accountID and password to sign in to the Researcher Dashboard.
    Screenshot from the Researcher Dashboard
  3. Once you have been signed in and returned to the Researcher Dashboard, click on your name (in the top right-hand corner) and then click on “My Projects”.
    Screenshot from the Researcher Dashboard
  4. You will see an overview of your research projects – both funded projects (derived from the AMS), and unfunded projects you have added locally. Click on the name of the project you want to add data to.
    Screenshot from the Researcher Dashboard
  5. You will be taken to a page for that research project. On the right-hand side of this page, under the heading “Options”, click on “Create Research Data Environment”.
    Screenshot from the Researcher DashboardImage7
  6. You will be taken to the University’s CKAN research data platform, where a page/group will have been created which corresponds to your project in the Researcher Dashboard. Sign in to CKAN using your staff accountID (there is currently no single sign-on between the Researcher Dashboard and CKAN) and password and you should be returned to the same page. However you will probably be sent instead to the CKAN home page, in which case you will have to look again for your project under the “Groups” menu.
    Screenshot from CKAN
  7. Toward the top of the project screen in CKAN, click on “Add Dataset” > “New Dataset…”.
    Screenshot from CKAN
  8. Fill in the form with information about the overall dataset, including the following fields:
    • Title
    • URL
    • License (N.B. US spelling!)
    • Description
      Screenshot from CKAN
  9. Then click on “Add Dataset”
    Screenshot from CKAN
  10. If you now click on “Further information” tab on the left-hand menu, you can add the following additional information about the dataset (this is not obvious from the initial dataset form):
    • Author
    • Author email
    • Maintainer
    • Maintainer email
    • Version
    • Summary [of changes]
      Screenshot from CKAN
  11. To attach individual data document(s)—which CKAN refers to as “resources”—to the dataset, scroll down the page and click on “Upload a file” (there are other options) > “Choose file” > “Upload”.
    Screenshot from CKAN
  12. Then fill in the form with the following basic information about the “resource”:
    • Name
    • Description
    • Format
    • Resource Type
    • Datastore enabled (ticked by default)
    • Mimetype
    • Mimetype (Inner)
    • “Extra Fields” (user-defined, or used by Orbital)
      Screenshot from CKAN
  13. To deposit a record for this dataset in the Lincoln Repository, go back to the Orbital Researcher Dashboard at: https://orbital.lincoln.ac.uk/ and navigate to your project. Toward the bottom left of the page you should now see a table containing the dataset(s) you have created in CKAN for this project. Choose which dataset you want to deposit, and hit the “Publish to Lincoln Repository” button.
    Screenshot from the Researcher Dashboard
  14. The Researcher Dashboard will then display a deposit form containing the following fields (some of which should be being autopopulated from CKAN fields but which do not appear to be):
    • Title
    • Description
    • Type of Data
    • Keywords
    • Subjects
    • Divisions
    • Metadata visibility [Show|Hide]
    • People
      Screenshot from the Researcher Dashboard
      “Publishing will publicly announce the existence of your dataset on the Lincoln Repository, as well as start the process of long-term preservation of your data.“Usually you should only publish a dataset either at the end of a research project, or if the data is being cited in a paper. Publishing a dataset will place some restrictions on the changes you can make to the dataset in the future, such as removing your ability to delete the data. It will also generate a DOI, which allows your dataset to be uniquely identified and located using a simple identifier.“Please check the information in this form and make any necessary changes, as this is the information which will be entered into the published record of the dataset.“If you have any questions about this process please contact a member of the research services team for advice or assistance.”
  15. When you hit the “Publish Dataset” button, the dataset record from CKAN will be used to create a record in the Lincoln Repository. The record will be submitted for review by the Repository team, who will then make it live. N.B. for the time being, you will see an error “Validation errors: [doi] is a required string” – this happens because the University does not currently have access to the live DataCite DOI service, which would secure a DOI for each dataset record deposited from CKAN. This should form part of the new research information service.
    Screenshot from the Researcher Dashboard
  16. Here’s an example of a record in the Lincoln Repository, created from a CKAN dataset and made live by the Repository team.
    Screenshot from the Lincoln Repository

Problems with the deposit process as it currently stands:

  1. Permissions are not correctly cascaded from a project the Researcher Dashboard to a group in CKAN.
  2. There is currently no single sign-on between the Researcher Dashboard and CKAN.
  3. When CKAN challenges a user to log in to a group, they should be redirected back to the group page after logging in – instead they get sent back to the CKAN home page, in which case they will have to look again for their project under the “Groups” menu.
  4. A minor one – in CKAN “License” (noun) appears in US spelling (should be “Licence”).
  5. In order to add all the information needed to deposit a dataset from CKAN, user has to click  “Further information” tab on the left-hand menu (this is not obvious from the initial dataset form).
  6. Some of the field labels in CKAN are a bit opaque or use technical terms (“Mimetype”) which could do with explanation.
  7. When depositing to EPrints, some of the deposit fields should be being autopopulated from CKAN fields – this does not appear to be happening. The fields affected are:
    • “Description” (could be derived from CKAN dataset/resource Description fields)
    • “Type of Data” (could be derived from CKAN resource Format field)
  8. Repository records created from CKAN have the data “Creator” attached, but not the “Maintainer”.
  9. Repository records created from CKAN don’t have a link back to the CKAN dataset (should go in the EPrints “Official URL” field) – this will be required to provide access to the data.
  10. After deposit, users see the error message “Validation errors: [doi] is a required string” – the University does not currently have access to the live DataCite DOI service, which would secure a DOI for each dataset record deposited from CKAN.

In February, Joy Davidson and Kerry Miller from the Digital Curation Centre visited Lincoln to run a workshop around ‘Data Management Planning’. The workshop was aimed at staff who support researchers at Lincoln and was very well attended by 14 colleagues from the Library and Research and Enterprise. Both Joy and Kerry gave presentations, which are available below. We were very pleased with the way the workshop went and continue to work with the DCC on the use of DMPOnline and integrating it with our Researcher Dashboard.

DMP Online

RDM Policy Overview