Data planning

How a planned approach to data collection, storage and dissemination can help you troubleshoot potential problems early and maximise your impact.

At the design phase of a research project, researchers should undertake a process of decision-making and documentation of key research data management activities.

Introduction

It is common overseas for funding agencies to require a formal data plan as part of the funding application process.

Code for responsible conduct of reseach 2018

The Australian Code for Responsible Conduct of Research (2018) requires aspects of data management such as ownership, ethics, and retention and disposal to be well-documented by researchers.

Management of data and information in research 2018

The Management of Data and Information in Research supporting guide (published 2019) assists researchers to adhere to principles 2, 3 and 7 of the Code. The guide states: "A data management plan should be developed as early as possible in the research process and should include, but not be limited to, details regarding:

  • physical, network, system security and any other technological security measures
  • policies and procedures
  • contractual and licensing arrangements and confidentiality agreements
  • training for members of the project team and others, as appropriate
  • the form in which the data or information will be stored
  • the purposes for which the data or information will be used and/or disclosed
  • the conditions under which access to the data or information may be granted to others, and
  • what information from the data management plan, if any, needs to be communicated to potential participants.

Planning for the management of data, particularly for retention of research data, should include considerations of practicality and cost."

The Authorship supporting guide (published 2019) supports the implementation of the Australian Code for Responsible Conduct of Research (2018). The guide is intended to assist researchers to adhere to principle 4 and 6. Details are provided and covers:

  • Authorship criteria
  • Authorship accountability
  • Fair attribution
  • Formalised authorship arrangements
  • Acknowledging contributions
  • Resolution of disputes
  • Breaches of the code

Data planning at Monash University

Monash University encourages all researchers (including graduate research students) to undertake data planning at the start of each research project.

Any individual or group that wants to self-assess data management practices and try to improve them might also benefit from a data planning process which covers all the key points described in the Management of Data and information in Research supporting guide.

Academic staff data checklist The Library provides a Research Data Planning Checklist: [doc 1.12MB]

This checklist guides researchers through a comprehensive planning process that covers all the aspects of data management covered by the Code for Responsible Conduct of Research and the Monash University Research Data Management Policy.

This checklist has been designed so that you can easily identify which policies, procedures and guidelines apply, and find out where to go within the University for further advice. Support to complete the checklist is also offered as part of the Library's research data advice and planning services.

Benefits of data planning

A data planning process ensures that all aspects of data management are holistically explored at the start of a project. Short-term and long-term aims can be balanced, so that decisions made early in a project do not negatively impact on the ability to find and use the research data in future.

Effective management of data provides researchers with many benefits, including:

  • time saved through reduced duplication of effort
  • decreased risk of loss, theft or inappropriate use of data
  • good research practice ensures the integrity and quality of data
  • data can be understood and used now and in the future
  • helps researchers find and gain access to data management expertise and infrastructure offered at Monash
    University
  • increased researcher profile through data dissemination and re-use.

A data planning process is particularly important in the context of collaborative research projects. Researchers may identify areas of potential difficulty or conflict, and these can be resolved with colleagues and collaborators before they escalate into issues. Clarifying ownership of data, and ensuring early agreement on technical standards and frameworks across institutions, are an important part of establishing trust and ensuring that a project runs smoothly.

Lodging data management plans

Currently there is no internal requirement for Monash University researchers to centrally lodge a data management plan.

Researchers should retain a copy of the data management plan for their own records, and can use it as a discussion document when talking to collaborators, services providers and research administrators.

Given that international policy agencies and research funding councils are increasing their emphasis on data planning, the University is likely to consider making a formal data management plan a requirement for applying for internal research funding and for confirming PhD candidature. By building data planning into research projects now, researchers will be well-prepared for any future changes to policy and processes at Monash University and in the wider research environment.

Ongoing review

Data planning is an ongoing process: researchers should review their plan regularly during the life of a research project as data management requirements will evolve. Researchers may want to review plans annually, or when there are changes in technology, personnel and research methodologies that have implications for how the research data will be managed.