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|Project |Research Data Collections Project |

|Title |Interview template |

|Version |1.0 |

|Date effective |5 November 2010 |

|Last updated |5 November 2010 |

|Scope note |Contains the questions asked in the research data interview along with usage guidelines. The first page|

| |contains a table of the fields which may be pre-populated by information from research administrative |

| |systems. In addition it has a helpful ‘setting the scene’ introduction. |

|Authorship |Research Data Collections Project Team |

|Contact |URL: |

| |Email: researchdata@monash.edu |

|Licensing |[pic] |

| |This document is licensed under a Creative Commons Attribution-NonCommercial 3.0 Unported License. |

|Project acknowledgement |This project is supported by the Australian National Data Service (ANDS) through the National |

| |Collaborative Research Infrastructure Strategy Program and by Monash University Library. |

Research Data Collections Project Interview Template

|Reference number (internal) | |

|Interview location | |

|Time/Date: | |

|Name of interview subjects |Title + Given names + PCI surname |

|Campus |Main campus |

|School |Department |

|Faculty |Faculty |

|Project title |Project title |

|Category (of research) |Category (of research) |

|Co-creators |Investigators |

|RM project No | RM project No |

|Grantor code |Grantor code |

|Fund source |Fund source |

|FoR code (6 digits) |FoR code assignments |

|Project funding last received |Year received |

|Final report due |Final report due |

|Ethics | |

|NLA identifier | |

|Creator on ARROW | |

|Project Abstract | |

Setting the scene

The goal of our project is to showcase Monash University research datasets and data collections through a new website called Research Data Australia.

We can look at this online :

Monash University Library is participating in this project because evidence is emerging that research data that can be discovered, cited and re-used raises the profile of researchers and can create new collaboration opportunities. We are also hoping this process will start preparing researchers for changes to the funding guidelines from ARC and NHMRC and other funding agencies, which increasingly encourage grant awardees to assess the future value of the data they are generating and consider depositing research data into trusted repositories and data stores.

You have a number of projects which have received public funding and we were hoping your research may have generated one or more data sets or a data collections that could be showcased. We are hoping to gather some information from you. If you are willing, one possibility is to use this information to create a catalogue record within the Monash University ARROW Repository. Once we have done that, the collection is automatically registered with Research Data Australia.

Before we get started, we want to reassure you that data collections that are registered with Research Data Australia do NOT have to be publicly accessible via the Internet.

We understand that many researchers have concerns about providing access to their data. We also recognise that legal, ethical, and commercial restrictions apply to many data collections, and that access could require a password, direct contact with the researcher, and in some cases even applying to the ethics committee or the governing group for the project.

Later in the interview we will talk to you about some different levels of access and will consider legal, ethical and commercial restrictions. If you ARE willing and able to share your data, some of the information that we gather today can be used to assess the suitability of your data for deposit into trusted Monash University repositories or data stores.

The interview should take about 45 minutes. Do you have any questions before we get started?

Questions are provided with usage guidelines.

1. Overview : what data was involved, who collected or created it, and how it was obtained and used

|1.1 Can you tell us briefly about the goals of a research project which would have a data set or data collection? |Description |

|Provides basis for abstract about the data collection | |

|1.2.1 What types of data did the project involve? |Type |

|[If multiple types and/or formats, establish is there more than one collection or sub-collection before proceeding. If there are multiple collections or sub-collections, may need to go through some of | |

|the questions more than once.] | |

|Examples may include survey, questionnaire, interview transcript, bibliography, index, annotations, statistical data and analyses, sound recordings, videorecordings, measurements, images, fieldwork | |

|notes. | |

|1.2.2 What formats were used for the data in the project? |File Formats |

|Examples may include doc, xls, xlsx, jpeg, SPSS, html, txt, csv etc. If the file format is proprietary, indicate the program and whether the software is readily available. | |

|1.3 Is the data referred to by a formal name? Title or alternative title e.g. subtitle |Title |

|[e.g. Interferome: The Database of IFN Regulated Genes; Australia and New Zealand Jewish Population Survey; Restoration Theatre Song Archive] | |

|Record a specific title rather than a generic title. Spell out acronyms (also need full title) and record short versions of long titles. | |

|Yes: |No: |Title |

|What is the full title? |What would be a suitable working title for the data? |Alternative Title |

|Are there also other ways that the data is referred to? |Prompt for variant of project name if necessary |Acronyms |

|1.4 Who collected or created the data during the project? |Creators / Contributors |

|Validate names, roles, faculties/departments from prepopulated list of researchers above including any co-resesearcher details. If an NLA identifier exists, confirm with researcher. e.g. |Roles / Affiliations |

|....... |Related Object – Party |

|1.5 Was all the data that you used newly created or collected, or did you source data from elsewhere? |Copyright / Ownership |

|Many projects will have a mixture. | |

|For new data |For existing data |Hardware and Software Requirements |

|How was the data collected or created? |Who provided the data? |Source Data |

|Was any special equipment or software involved? |How was the data provided to you? |Copyright / Ownership |

| |Did you derive new data from the source data? |Potential Re-use |

| |What were the terms and conditions associated with the use of the data and any derived data? | |

| |May need to address this later. | |

|1.6 How was the data processed or analysed for this project? |Hardware and Software Requirements |

|Was the quantitative data entered into Excel/SPSS and analysed? Were interviewees de- identified? |File Formats |

| |File Dependencies |

|1.7 Was the process of obtaining and using the data reviewed by a Human Ethics committee or other body? |Ethics – Privacy / Confidentiality /|

|Simply note for now. This is addressed in more detail later in the interview under Access Conditions. |Consent |

|1.8 Is the data or the process you used to obtain or analyse it, commercially sensitive in any way? |Commercial-in-Confidence |

|Simply note for now. This is addressed in more detail later in the interview under Access Conditions. | |

2. Timeline. Only apply this to data that has been collected or created, not third party data that has only been analysed.

|2.1 When did the data start being collected? |Creation Date |

| |Start Date |

|2.2 Are additions or amendments to the collection still being made? |State of Completion |

|If active: |If static: |State of Completion |

|When was it last added to or amended? |When was the data last updated? |Date Last Updated |

|How frequently is it being updated? | |End Date |

|When will it be complete? | |Updating Frequency |

|2.3 How long does the data need to be retained for? Standard retention periods are: |Retention Plan |

|5 years - Standard retention period | |

|7 years - Psychological testing or intervention with adults | |

|15 years - Medical research involving clinical trials | |

|25 years after date of birth of participants - Psychological testing or intervention with children | |

|If researcher is not sure, may need to prompt using standard retention periods above. | |

|2.4 Will the data be destroyed at the end of the retention period, or is it more likely to be retained because it has longer term value? |Disposal Plan |

|Prompt, if necessary, with common scenarios, such as controversial; wide public interest; uses an innovative technique for the first time; shifts the paradigm in this field of inquiry; costly or | |

|impossible to reproduce. | |

|If data will be destroyed: |If the data has longer term value: |Disposal Plan |

|Who will be responsible for making or reviewing the destruction decision? |Who will be responsible for making decisions about the data in the long term? |Contact Person / Asset Manager |

| |How might the data be used in the future, by you / the research team / others? |Affiliation |

3. Scholarly content : what the data covers

|3.1 Does the data relate to a particular time period? |Temporal Coverage |

|Dates/times or textual equivalent. | |

|3.2 Does the data relate to a particular place? |Geospatial Coverage |

|Coordinates or textual equivalent. | |

|3.3 Do you know the Field of Research Codes that relate to the data. |Field of Research |

|Validate from the list of FoR codes above. | |

|3.4 Have you catalogued, coded or ‘tagged’ or described the content of the collection in any way? | |

|If Yes: |If No: |Keywords / Subjects |

|Can you tell us more about how you have done this? |Can you think of words or phrases that are different from the Field of Research Codes that might help|Metadata Available |

|Was an existing list of discipline related keywords used? |someone that was searching for your data? |Metadata Specification |

|Has it been described according to a standard? |For example, keywords that are specific for your discipline? | |

| |Can you suggest keywords? Is there a thesaurus available? Common examples are: APAIS,MESH, ATED? | |

|3.5 Is there any other information or documentation you can provide about the content of the data collection? |Documentation |

|Examples may include surveys, notebooks, manuals,spreadsheets etc.How do you record analysis? Is the accompanying documentation print or electronic? | |

4. Physical characteristics: extent of the collection and how things are organised

|4.1 How many items are there? |Number of Objects |

|For example 100 interview sound recordings with transcripts or 1500 digital images of tissue samples. | |

|4.2 What would a typical item be in terms of size? What would the largest item be in terms of size? |Object Size |

|Record approximation of individual file sizes. | |

|4.3 What is the overall size of the collection? |Collection Size |

|Where possible record the amount of disk space. | |

|4.4 What approach did you take to organising or structuring the collection? |Collection Structure |

|Are the files in a folder structure that must be retained? Do they all have unique file names? Is it organised according to a standard? Are the files in a database or other stand alone application? Are |Metadata Available |

|these files digital or in paper form? Cross reference with 1.2.2 above. |Metadata Specifications |

|4.5 How have you approached naming or numbering the items within the collection? |Collection Structure |

|e.g. each item has an automatic number in the database |Metadata Available |

|e.g. each file has a name |Metadata Specifications |

|If each file has a name, has this name been constructed using any type of local system or type of standard? | |

|4.6 How important is the way the collection is organised or structured, in relation to interpreting the data? |File Dependencies |

|Do we need to leave it as you have organised it? Is any user likely to use individual files with out needing other files? | |

|For example a web site with data embedded. | |

|4.7 Is there any other documentation available about the way the collection is organised and structured? |Documentation |

|If there is, can a copy be provided? | |

5. Where the data is located

|5.1 Where is the master copy of the data located now? |Physical Address |

|Is the data held locally or on a secure university server? |Electronic Address |

| |Secure Storage |

| |Backup / Recovery |

| |Identifiers / Reference Numbers |

|5.2 Is the master copy secure in its current location? |Secure Storage |

|5.3 Are back-up copies stored in another location? |Backup / Recovery |

|5.4 Who has access to the data in its current location? |Access Conditions |

|5.5 Has a copy of the data itself ever been published, in a journal or a data archive or repository? |Access Conditions |

|This is about the data being published in its own right. It is not about published articles that refer to the data. (See 6.2 below) | |

|If Yes |If No |Identifiers / Reference Numbers |

|Do you have a reference number or citation for the publication? |Have you considered publishing the data in a repository or data archive? | |

|Any other details about the publication available? | | |

|If data is already accessible in a durable published form, we might just link to it rather than | | |

|ingest it. This might make some later questions redundant. | | |

6. How this data relates to other materials

|6.1 What other data collections and projects, if any, are related to this data collection? |Related Information – Data |

|Record DOIs (or other form of permanent identifiers). If not available, textual equivalent. |Collections |

|Would you have used the same data for more than one project? If yes, please record project details. | |

|6.2 What publications, if any, are associated with this data collection? |Related Information – Publications |

|This is about publications that refer to the data or arose from analysis of this data. | |

|An example would be a journal article that includes findings that refer to the raw data. | |

|6.3 Can you suggest other people, projects, organisations or information associated with the data that we have not already covered? |Related Information – Parties and |

|Information gathered will form the basis of Parties and Activities records. Record names of any other projects associated with the data. |Activities |

7. Providing access to the data

For this project, data does not have to be publicly available for a collections record to be registered on Research Data Australia. It is possible to link to data that is access-controlled.

Draft wording

The collection record will have some kind of Access statement that indicates that the owner/manager of this data collection may provide access to this data collection by negotiation and that a re-user could be required to indicate their intended use of the data, to meet any costs associated with providing access to the data, and to fulfil other terms and conditions as determined by the data owner/manage and also that use of the data may be subject to legal, ethical and commercial restrictions, requiring further permission from other individuals or groups, including ethics committees, project steering groups, and research participants.

These options include:

(i) Storing your data securely in a repository or data store and providing open access via a link. This option is good if you want to provide the broadest possible access to your data and there are no legal, ethical or commercial barriers to your doing so.

(ii) Storing your data securely in a repository or data store and providing controlled access e.g. through use of a password. You might want to consider this option if you can only make your data available to a certain set of people (e.g. those that worked on the project) but would still like to let other people know that the data exists.

(iii) Having researchers contact you (or someone else that you authorise) directly to arrange access to the data. This option might work for you if you are concerned about the way that your data might be used or if you would like to provide further context that would help someone to interpret the data. This option can also be used in cases where re-use is allowed but requires approval from a project steering group or human ethics committee.

|7.1 What mode/s of access do you think might be most appropriate for this data? |Access Conditions |

|Choose forn the options above or indicate any other preference. | |

8. Restricting access to the data

Legal requirements, ethics protocols and commercial arrangements sometimes mean access to data needs to be restricted. We would like to clarify some of these things with you, but there may well be things that we will need to consult you further about since this is a complicated area.

|8.1 Who owns the copyright / IP? |Copyright / Ownership |

|Any country other than Australia involved? | |

|Agreement in place that covers copyright / IP? e.g. funding agreement, contract, memorandum of understanding or collaboration agreement. | |

|If nothing in writing otherwise, Monash IP Framework can probably be applied? | |

|Likely to require a fairly open discussion around these topics. | |

|8.2 Are there any ethical requirements that mean access to the data is restricted? |Ethics |

|Privacy and personal information – are subjects anonymous, potentially identifiable, definitely identifiable? | |

|Confidentiality and consent – what level of disclosure of personal information did participants agree to? | |

|Cultural sensitivities e.g. indigenous participants. | |

|Any other ethical issues? | |

|Likely to require a fairly open discussion around these topics. There may be a requirement to make sure a reference to original ethics documentation exists. | |

|8.3 Are there any commercial restrictions on access to the data? |Commercialisation |

|Relates to an invention that might involve a patent? | |

|Might otherwise involve commercialisation? | |

|Agreement in place with a commercial partner, e.g. funding agreement, contract, memorandum of understanding or collaboration agreement? | |

|Are embargoes in place for a limited time period? | |

|If nothing in writing otherwise, Monash policies can probably be applied. | |

|Likely to require a fairly open discussion around these topics. | |

9. Re-use

|9.1 If the data was able to be shared, what types of re-use do you think would be most appropriate for this data? |Re-use, Reproduction, Copying, |

|All rights reserved – private research and study only, fair use, any other use requires contact for permission |Licensing |

|No rights reserved – the data can go into the public domain | |

|Some rights reserved | |

|Open licenses such as Creative Commons can give others broader permission given to copy / distribute / display subject to certain conditions. Licences include: | |

|Attribution / credit required | |

|Non-commercial use only | |

|No derivatives allowed, only exact copies | |

|Derivatives allowed, but only with same licence conditions (‘Share-Alike’) | |

| | |

|URL for Creative Commons: | |

10. Further Information

|10.1 Information not covered above: |

| |

|Our questions were prompts for the kinds of questions researchers need to think about and ask. |

|They also form the basis of a metadata record. |

|Record anything else here with these two aims in mind. |

|10.2 Do you know anyone else who has a data collection and would like to talk to us? |

|10.3 Questions about follow up at end of interview |

| |

|We’ll take the information you’ve provided today and write a summary of our findings. When we have created the metadata record in Research Data Australia, would you like us to send you the link? |

|Would you like to receive any information on data management services within Monash? |

|Yes / No |

10.4 Pilot only

As this interview was part of the pilot stage of our project, we’re keen to get your feedback on the issues we covered in the interview and the way the interview was structured and administered. We’d like to do this by ringing you in a few days, to ask you 6 to7 questions about today’s interview. Would you be prepared to do that?

Yes / No

Thank you again for your time.

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