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The repository develops and provides guidance for managing, sharing, and reusing research data to promote responsible data sharing in support of ...
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Reviewer Entry Reviewer 1 Comments:
Reviewer 2 Comments: Accept.
Institutional repository
Reviewer Entry Reviewer 1
Comments: Accept. Reviewer 2 Comments: Accept.
DR-NTU (Data) is the institutional open access research data repository for Nanyang Technological University (NTU), supported by the NTU Library and Centre for IT Services (CITS) [1]. The repository was launched in November 2017, following the NTU Research Data Policy’s [2] requirements for research data management, where final research data produced by research projects conducted at or under the auspices of NTU must be deposited in data repository and made available for sharing. The repository accepts final research data from multidisciplinary research. It is listed in Re3data.org [2] and OpenDOAR [3]. The repository is built on an open source web application called Dataverse [4], which is developed and used by Harvard University.
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Reviewer Entry Reviewer 1 Comments: Accept. Reviewer 2 Comments: Accept.
Faculty, research staff, and students affiliated with Nanyang Technological University (NTU) may deposit their final research data in DR-NTU (Data) in order to make their data discoverable, accessible and reusable [1]. NTU is a research-intensive public university in Singapore. It has 33,000 undergraduate and postgraduate students in the colleges of Engineering, Business, Science, and Humanities, Arts and Social Sciences, Graduate College, and School of Medicine [2].
References:
Reviewer Entry Reviewer 1
Comments: Accept. Reviewer 2 Comments: Accept.
o Datacite for DOI minting (through Global Dataverse Community Consortium)
Reviewer Entry Reviewer 1 Comments: Accept. Reviewer 2 Comments: Accept.
Reviewer Entry Reviewer 1 Comments: Reviewer 2 Comments: Not applicable.
o DR-NTU (Data) contributes its metadata to the DataCite search and disseminating services [1]. o DR-NTU (Data)’s metadata are open for harvesting from discovery platform such as Ex Libris Central Discovery Index [2]. o DR-NTU (Data) is indexed in Web of Science Data Citation Index as well, providing citation counts for the datasets [3]
References:
Reviewer Entry Reviewer 1
Comments: Accept. Reviewer 2 Comments: Accept.
ORGANIZATIONAL INFRASTRUCTURE
1. Mission/Scope
4 – The guideline has been fully implemented in the repository
Reviewer Entry Reviewer 1 Comments: 4 – The guideline has been fully implemented in the repository Accept. Reviewer 2 Comments: 4 – The guideline has been fully implemented in the repository Accept.
DR-NTU (Data) encourages data sharing, and by default applying CC-BY-NC license to deposited datasets, as stated in the NTU Research Data Policy [1].
If depositors choose to use license which is different from the default, they must describe their license and terms in the dataset’s Terms of Use [2], in order to inform others about any conditions for accessing and re-using their data. Depositors can maintain access control over their dataset by restricting files and granting access to specific people or group of people. Access can be granted to each file, to all files in a dataset, and to all files in a collection of datasets (a dataverse).
For downloaders, they need to abide by the applicable data usage license agreement attached to the dataset [3]. Downloaders are not required to register or having an account in DR-NTU (Data), except for restricted data-files which require depositor’s approval.
DR-NTU (Data) does not accept the deposit of sensitive research data, which includes individual’s identifiable data [4].
Reference:
Reviewer Entry Reviewer 1
Comments: Reviewer 2 Comments:
3. Continuity of access
3 – The repository is in the implementation phase
Reviewer Entry Reviewer 1
Comments: 3 – The repository is in the implementation phase Accept. Reviewer 2
Comments: 3 – The repository is in the implementation phase Accept.
In 2016, the Library was given strategic initiative funding by the University for Research Data Management headcounts. These manpower resources were to be part of a newly set up Research Data Management (RDM) Team in the Library then. Part of the RDM Team’s key area of responsibilities was to develop the institutional research data repository. After the launch of the data repository in late 2017, the RDM Team has since grown to the current 6 FTE headcounts. The University understands very well the importance of fulfilling its obligations toward the university Research Data Policy as well as funders. It believes that the RDM support must continue in a sustainable approach. Since 2021, the University has shifted the funding source for the RDM support (which includes data repository) that is undertaken by the Library from strategic initiative funding to operational funding. This is a clear demonstration of the University’s commitment and undertaking for the university research data repository as part of its operations, and this expectation is clearly articulated in the University Research Data Policy.
DR-NTU (Data)’s mission is to preserve and make available research data deposited in there. All practices and procedures carried out by DR-NTU (Data) are to ensure preservation and continued access to existing and new data deposited, consistent with our mission. DR-NTU (Data) liaises with depositors to ensure adequate data and documentation are provided to ensure usability of data and licence agreements for distribution and preservation. The DR-NTU (Data) Collection Guidelines [2] say that DR-NTU (Data) reserves the right to review, transfer, and remove unpublished datasets, which have been deposited for more than 10 years. The guaranteed preservation period for unpublished data would be 10 years. For published data, DR-NTU (Data) strives to ensure long-term continued access.
As a unit within the NTU, we can rely upon the institutional obligations of The University for both long term continuity and infrastructure support. DR-NTU (Data) does not have agreements currently with other archives or institutions in provision of data in the event of its cessation.
Continuous Improvement: DR-NTU (Data) still requires a concrete succession plan to ensure continued access to its datasets in the event of cessation of operations. The following are planned improvement items: a. Explore possibilities for secondary custodian and/or reciprocal custodian [timeline 2022-24] b. Have an agreement with other archive or institution in provision of data access in the event of cessation of operations [timeline 2024-2025]
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“User Uploads must be void of all identifiable information, such that re-identification of any subjects from the amalgamation of the information available from all of the materials (across datasets and dataverses) uploaded under any one author and/or User should not be possible. Specifically, User Uploads cannot contain social security numbers; credit card numbers; medical record numbers; health plan numbers; other account numbers of individuals; or biometric identifiers (fingerprints, retina, voice, print, DNA, etc.). The only exceptions for when identifiable information is allowed are when: a. the information has been previously released to the public; b. the information describes public figures, where the data relates to their public roles or other non-sensitive subjects; or c. all identified subjects have given explicit informed consent allowing the public release of the information in the dataset”
b. At the point of dataset creation and publishing: Automatic email from system will be sent to depositors. The email reiterates that deposited files cannot contain identifiable information.
This information is also provided in Depositor Guidelines [3] and related FAQ [4]. If depositor deposits deidentified or anonymised datasets, they are requested to notify DR-NTU (Data) Managers.
Guidance on appropriate deidentification and anonymisation techniques is provided in Sensitive Data Guide [5] and Anonymisation Guide [6].
DR-NTU (Data) Managers proactively curate deposited datasets at the earliest possible opportunity for potentially disclosive or sensitive data and reach out to depositors to ensure that the terms of informed consent for data sharing and other contractual/legal requirements allow for open data sharing. Assistance is provided to depositors, on anonymisation/de-identification techniques to ensure data is no longer sensitive and all identifiers removed. De-identified files will be put under access restrictions with relevant terms of access provided by depositors. When deemed necessary, DR-NTU (Data) Managers will deaccession or delete published dataset [1 – Deaccession and Deletion].
References:
Reviewer Entry Reviewer 1
Comments:
Reviewer 2 Comments:
5. Organizational infrastructure
4 – The guideline has been fully implemented in the repository
Reviewer Entry Reviewer 1 Comments: 4 – The guideline has been fully implemented in the repository Accept. Reviewer 2 Comments: 4 – The guideline has been fully implemented in the repository Accept.
DR-NTU (Data) is hosted by the Nanyang Technological University (NTU). As the NTU Research Data Policy requires the sharing of final non-sensitive research data in the repository (or external subject specific open access data repositories), the University would need to ensure that adequate funding and sufficient number of qualified staff are available to manage and provide services for the use of the repository [1]. The repository is currently managed by a team of 3 Full Time Equivalent (FTE) data librarians [2], who are supported by 2 FTE support staff and 1 FTE IT staff. The Data Librarians hold either a master or doctoral degree.
The University Research Data Management Group (RDM Group), whose members include Associate Vice President (Infrastructure and Programmes), Research Integrity Officer, Research Support Office Director, Research Integrity & Ethics Office Director, and Data Librarians, provides advocacy, higher-level governance, and strategic decision making. The Group conducts 3-4 meetings per year, discussing and advising matters related to research data management within the university.
Since the launch of the Research Data Policy in mid-2016 and subsequent launch of the repository DR-NTU (Data) in late 2017, the University has been providing funding to the Library for additional 2-3 new FTE Data Librarians to undertake the
Reviewer Entry Reviewer 1 Comments: 4 – The guideline has been fully implemented in the repository Accept. Reviewer 2
Comments: 4 – The guideline has been fully implemented in the repository Accept.
DR-NTU (Data) has an ongoing expert guidance and feedback from
libraries, where members discuss and share their practices concerning research data management.
References:
Reviewer Entry Reviewer 1
Comments: Reviewer 2 Comments:
DIGITAL OBJECT MANAGEMENT
7. Data integrity and authenticity
4 – The guideline has been fully implemented in the repository
Reviewer Entry Reviewer 1 Comments: 4 – The guideline has been fully implemented in the repository Accept. Reviewer 2 Comments:
4 – The guideline has been fully implemented in the repository
Reviewer Entry Reviewer 1
Comments: 4 – The guideline has been fully implemented in the repository Accept. Reviewer 2 Comments: 4 – The guideline has been fully implemented in the repository Accept.
As a generic repository, DR-NTU (Data) does not put any limitations on the field of study represented in the data to be deposit. However, the repository has the Collection Guidelines [1] which guide the selection of data for archiving. If the deposited data is not in line with the Collection Guidelines, the DR-NTU (Data) Managers, who are typically Data Librarians, shall liaise with the depositor to discuss possible action, which may range from moving the data file to other repository or storage, to deaccessioning of dataset. The process of removing dataset is described in the Collection Guidelines – Deaccession and Deletion. A tombstone landing page with basic citation metadata will always be accessible with the existing persistent identifiers [2].
The Collection Guidelines require depositors to provide enough data and metadata/data documentation so that others can understand and (re)use the data. DR-NTU (Data) requires depositors to fill up mandatory metadata fields necessary for creating dataset citations that follow Force11’s data citation principles.
After deposit, each dataset in DR-NTU (Data) is curated by DR-NTU (Data) Manager, following the workflow outlined in Curator Guidelines [3]. The Manager shall check and communicate with the depositors when the metadata is insufficient or incorrect. The Manager also makes suggestions to depositors, and whenever necessary, makes changes to the metadata.
Recommended File Format list is available within the Collection Guidelines [1]. The Manager makes suggestion to depositors to convert their data files if they are not in the recommended format. DR-NTU (Data), however, accepts data in all formats, and makes it clear that the repository cannot guarantee the long-term digital preservation if the data is not in the recommended format.
References:
Reviewer Entry Reviewer 1
Comments: Reviewer 2 Comments:
9. Documented storage procedures
4 – The guideline has been fully implemented in the repository
Reviewer Entry Reviewer 1 Comments: 4 – The guideline has been fully implemented in the repository Accept. Reviewer 2 Comments: 4 – The guideline has been fully implemented in the repository Accept.
DR-NTU (Data) infrastructure is operated and managed by the NTU Centre for IT Services and has the same level of service quality and operational security as all other application services at the university. NTU Centre for the IT Services is responsible for the infrastructure with sufficient performance and storage space for production and development server.
NTU is committed to taking all necessary precautions to ensure the stability and security of system administration and operations. This includes vulnerability management, patch management, and backup and restoration procedures.
DR-NTU (Data) is still in the process of implementing the preservation plan. The plan is currently residing on intranet and a copy is shared with Reviewers. Public version of the plan is expected to be ready by end of 2022.
The Preservation Plan [1] covers two repositories:
The Preservation Plan [1] outlines the mandate, roles and responsibilities, operating principles, procedural accountability, preservation strategies, preservation levels, and recommended file format. The Plan draws on Open Archival Information System (OAIS) Reference Model and Library of Congress Digital Collection Management. The Plan emphasises that retention, preservation and access of research data must comply with the national regulations (e.g. Singapore Personal Data Protection Act), as well as institutional policies (e.g. NTU Data Governance).
The preservation strategies include Bit level preservation, Fixity checking, Normalisation, and Format migration. The preservation levels are as follow:
The preservation levels correspond to the level of curation performed (R0), in the following ways:
risk of format migration. The Preservation Level 3 is in line with Level C Curation (Enhance curation, e.g. conversion to new formats). In other words, Level C Curation only takes place when the object meets the criteria of Preservation Level 3.
Currently, DR-NTU (Data) assures long-term access to files and content using strategy as described in Requirement 9.
The General Terms of Use describes the agreement between depositor and DR-NTU (Data) [1]. By agreeing to the Terms, the depositor gives DR-NTU (Data) permission and required licenses to make the deposited content available for archiving, preservation, and access within the repository. The depositor also grants DR-NTU (Data) the right to convert the deposited files and metadata to any medium or format and make multiple copies of the deposited dataset for the purposes of preservation and accessibility.
Depositor must agree and accept the General Terms of Use, upon registration for DR-NTU (Data) account. Salient points on User Uploads, which include repository services, restrictions, licenses and permissions, and submission agreement are auto emailed to depositor, upon creation of each dataset.
Continuous Improvement The implementation of Preservation Plan still requires improvement, especially in periodic risk-assessment where obsolete file format can be detected, and subsequently migrated. The following are planned improvement items: a. Risk assessment via file format identification and validation. The repository’s software, Dataverse, recognises and categorises most of file types. However, there are several file types which are not detected by Dataverse yet. Ideally, improvement would include additional detection, by Redetect command, API endpoint, or other methods [timeline 2021-2022] b. Risk assessment via community of practice. Workshops and engagement activities may include, in the future, discussion on preservation and file formats widely used in specific subject [timeline 2021-2022]
References:
Reviewer Entry Reviewer 1
Comments: Reviewer 2 Comments:
11. Data quality
