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University research data management (RDM) policy

policy information

Last revised: November 2022

University Research Data Management (RDM) Policy

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1. Introduction

Research data is a valuable asset with a range of potential benefits to academic communities, the University, external bodies, and a wide array of audiences. The University recognises that appropriate research data management (RDM) can lead to an enhanced research practice, that respects specialist knowledge. The University supports the synthesis of new knowledge, and aims to facilitate collective and collaborative working practices for new knowledge production and insights.

RDM includes an array of functions running throughout and across the research lifecycle. These include, but are not limited to:

  • research data creation;
  • storage of research data during the research process;
  • curation of research;
  • preservation of research data;
  • provision of continued access to digital research data for a defined period.

The United Kingdom Research and Innovation (UKRI) Common Principles on Data Policy (UKRI, 2018) provide a baseline for systematic management of research data and the sharing of research data where appropriate. Alongside UKRI and individual Research Councils, many funding bodies now have research data management policies of their own.

This Policy aims to provide institutional support for systematic RDM in line with good scholarly and research practices and general funder principles and requirements. The University's commitment to improving our RDM practices and services aims to enhance the impact of our research through the provision of accurate, authentic, and reproducible research data that underpins the outputs produced by our research communities.

2. Scope

This policy applies to research projects approved by the University Research Ethics Committee (UREC) and conducted by University staff or postgraduate research students. Where there is external funding, any conditions of that funding supersede this policy.

Research data includes, but is not limited to, documents and documentation found in the form of text, spreadsheets, transcripts, photographs and images, film and video, audio, data files, database content, artefacts and ephemera. Where possible, researchers should maintain data in appropriately open file formats and standards in order to facilitate data access and sharing. Guidance on appropriate file formats is available from the UK Data Service (2019).

Not all research data may be suitable for long-term preservation. However, all data that underpins and supports research publications, outputs, and validates research findings should be preserved in accordance with FAIR principles (GO FAIR, 2019). This policy applies to data created through all forms of research and scholarship activity and may apply to data processed through these activities subject to licensing or other conditions.

3. Principles

The University is committed to the following principles of Research Data Management:

  1. The University actively supports the principle of open access to the research data of its researchers, wherever this is appropriate
  2. The University will endeavour to provide and support any necessary infrastructure to facilitate the deposit, storage and provision of continued access to digital research data assets.
  3. Researchers should routinely create a Data Management Plan (DMP) for any research project, and must do so for any project that requires University Research Ethics Committee (UREC) approval.
  4. The responsibility for RDM for any research project lies with all of the researchers participating in a given investigation or project.
  5. Appropriate training and support will be provided to academics and research students to build skills and capacity in RDM.
  6. All research data must be registered with the University, with metadata described on UWL Repository, whether it is hosted by the University or retained elsewhere.
  7. Control of research data, and any derivative intellectual property in collaborative projects, should be established before the start of a project.
  8. Research data should be processed in accordance with data protection legislation where applicable1.
  9. Research data should normally be retained for at least 10 years from the date of any publication which is based on it unless specific retention periods are specified by the funder(s), which will supersede this principle.
  10. Appropriate guidance, support and advice for RDM through the research lifecycle will be provided by Library Services, Research and Enterprise Operations, and IT Services.

1 Personal data collected for research purposes should be anonymised as soon as possible, and should be retained in accordance with the Research Data Management Statement.

4. Data Management Plans (DMPs)

DMPs in support of funding applications will be assessed by Library Services in order to ensure they are appropriate and realistic. All DMPs should address issues of data capture, curation (documentation and metadata), ethical and legal compliance, storage, backup, and selection of data for long term storage. Supporting guidance is provided by the Digital Curation Centre's checklist (DCC, 2014) and Library Services. DMPs must also adhere to any funder requirements where these exist.

5. Ownership and review

This policy is jointly owned and operationalised by the Director of Library Services, the Deputy Director of IT Services and the Head of Research and Enterprise Operations; and is reviewed periodically by URSEC. Regular reports will also be made to UREC as required.

6. Other relevant University policies

This Policy should be read in conjunction with the following University policies and guidance:

7. References