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Getting started 

About research data management plans

Creating a Research Data Management Plan (RDMP) allows UNSW researchers and HDR candidates to record metadata about research projects and associated research data. Completion of an RDMP (plan) is a requirement for allocation of storage in the UNSW Data Archive.


Create a new HDR research data management plan

Select ‘Plan HDR project' under ‘Managing data’ on the left side of the ResData dashboard. The tool for creating a plan will open in a new window. If prompted, disable pop-up blockers. The tool consists of seven tabbed pages guiding HDR candidates through the planning process.

Select ‘Next’ on the ‘About’ page to continue.

ResData Dashboard left menu


Save draft

To create and save a draft plan, select an HDR research area (‘Select project’) and complete the Project governance fields.

At the bottom of the page, select ‘Save draft’ and then select 'OK' in the pop-up message. Saving as draft will close the plan.

On the dashboard, the plan will be located under ‘Plans’ and the status will display as ‘Draft’.

Dashboard view detail draft HDR plan


Edit

To edit a plan, select ‘Edit’ from the dropdown Action menu on the dashboard. If another person on the project has the plan open, a pop-up message will display who is currently accessing the plan.


Exit

To exit the plan tool, select the ‘Exit’ button in the top right corner of any page and then select ‘OK’ in the pop-up message.


Dashboard

In the centre of the dashboard, the following will be displayed on the ‘Managing data’ tab:

  • Plans: Research data management plans you have created or been added to as project personnel, including draft and completed plans.
  • Post-project storage: Post-project storage allocation forms you have created or been added to as project personnel, including draft and completed forms.

Select the ‘Manage’ dropdown menu to view, export (to pdf), edit or check the storage status of a plan or post-project storage allocation form.

Dashboard view HDR plan


Project details;

Select an HDR research area

This is a mandatory field.

This section displays available HDR research areas. To create a plan for HDR research, choose the relevant research area by selecting ‘Select project’. Once selected, information about the research area will be imported into the plan.

Select HDR research area field

Research area

This is a mandatory field.

Research area is automatically populated based on the project selected.

Populated research area field


Project title

This is a mandatory field.

Enter the name or title of the project. This may be the working title of the HDR research or the thesis title.

HDR Project title field


Start date/End date

Use the calendar to enter the start and end dates of the project.

HDR start and end dates field


Candidate

This is a mandatory field.

Candidate name and affiliation are automatically populated based on enrolment. This field cannot be edited. If the candidate details are incorrect, please log a ticket with the IT Service Centre using error code [ResData:03].

HDR Candidate field


Project affiliation

This is a mandatory field.

Project affiliation is automatically populated based on enrolment. This field cannot be edited. If the project affiliation details are incorrect, please log a ticket with the IT Service Centre using error code [ResData:03].

HDR Project affiliation field


Contact details

This is a mandatory field.

Contact details are automatically populated based on enrolment. This field cannot be edited. If the contact details are incorrect, please log a ticket with the IT Service Centre using error code [ResData:03].

HDR Contact details field


Project description

This is a mandatory field.

Enter a brief description of the project into this field. E.G. an abstract or summary from a research proposal

Thesis title and abstract are automatically populated from the Student System and cannot be edited.

HDR Project description field


Project personnel

Persons associated with the project will automatically appear below the search box.

Persons associated with the project can be added or removed from the plan. Persons added or removed will be notified by email.

Adding a UNSW person

To add a UNSW person, enter their zID, last name or first name into the search box and select from the options.

HDR Project personnel field

Add a person by selecting ‘Add person’.

Add person

Remove a person by selecting the delete button.

Trash

Adding a non-UNSW person

To add persons who are not affiliated with UNSW, select 'Create person record'.

Create person record button

Enter the following details:

  • Title (Prof, Dr, Mr, Ms)
  • First name
  • Last name
  • Affiliation
  • Related identifier: Enter a unique identifier associated with the person such as an ORCID ID, a ResearcherID or a URL to a researcher profile webpage.

Add new person record field

Add a related identifier by selecting the add button.

Add button

Remove a related identifier by selecting the delete button.

Trash button

Add the person by selecting ‘Add person’.

Add person button


Role

Select the appropriate role from the dropdown menu next to the name of each person:

  • Contributor: Researcher who contributes to a project. A Contributor has read-only access to the plan.
  • Reader: Researchers or administrators with read-only access to the plan. Supervisor(s) for the research topic are added as Reader by default.

Role


Roles defined in the ResData Research Data Management Plan determine access to research data in the UNSW Data Archive. See the table below and the UNSW Data Archive website for more information.

Role ResData permissions Data Archive permissions
Lead Chief Investigator (HDR Candidate) Read/write: View, edit and create plan Read/write: Search, download and upload data to private and shared folders
Contributor Read-only: View plan Read-only: Search, download and upload data to shared folder
Reader (Supervisor default) Read-only: View plan Read-only: Search and download data in shared folder

Data governance, ethics and classification

Have you obtained ethics approval?

This is a mandatory field.

Select ‘Yes’ if ethics approval has been obtained and complete the following fields:

  • Number: Enter the UNSW ethics approval number.
  • Expiry date: Use the calendar to enter the date that ethics approval expires.
  • Additional information: Enter other relevant information.

Select ‘No’ if ethics approval has not been obtained, and fill in the additional fields that appear.

Have you obtained ethics approval field

Is future re-use of the data permitted?

This field is mandatory

This section allows you to describe the future re-use of your data, Do you give permission to others to use it for future work? How do you intend others accessing your data? Provide details in this section.

Future reuse

Data classification

This is a mandatory field

What is the highest/most secure data classification level that applies to any component of the data? For example, if your data contains personal information, the data is classified as ‘Sensitive’ or higher.

For information on data classification, please consult the Classifying your Research Data guide.

Data Classification

Will data be collected from human or animal participants?

This is a mandatory field.

Where research procedures involve humans or animals as research subjects, approval must be sought from the relevant Ethics Committee. Section 6 of the UNSW Research Code of Conduct provides guidance in this area. For more information, see Human Research Ethics at UNSW and Animal Research Ethics at UNSW.

Select ‘Yes’ if the data are collected from human or animal participants and complete the following field:

  • Describe the data to be collected from human or animal participants.

Will data be collected from human or animal participants field

Will the data relate to gene modification or ionising radiation

This is a mandatory field

Please refer to Research Ethics Compliance Support.

Gene radiation

Do the data contain personal information?

This is a mandatory field.

Personal information, as defined in section 2.1 of the UNSW Privacy Management Plan, consists of “information or an opinion (including information or an opinion forming part of a data base and whether or not recorded in a material form) about an individual whose identity is apparent or can reasonably be ascertained from the information or opinion”. The information does not have to directly identify an individual in order for it to be considered personal information.

Details of how personal information must be handled within UNSW can be found in the UNSW Privacy Management Plan.

Select ‘Yes’ if the data contain personal information and complete the following fields:

  • Has disclosure consent been, or will it be obtained? If ‘Yes’, describe disclosure consent arrangements including how consent was, or will be, obtained.
  • Does the consent form permit re-use of data for future research? If ‘Yes’, describe permissions for re-use in future research.

Do the data contain personal information field


Do the data contain confidential information?

This is a mandatory field.

Confidential information is often covered by a confidentiality agreement, imposed either by UNSW or a third party. This may include information that is commercial-in-confidence or could cause harm or loss to a third party if released.

Precautions must be taken to control access to confidential information. Section 9 of the UNSW Research Code of Conduct states that “Researchers are responsible for ensuring appropriate security for any confidential material in accordance with the UNSW Privacy Management Plan which complies with the NSW Privacy and Personal Protection Act 1998”.

Select ‘Yes’ if the data contain confidential information and complete the following fields:

  • Describe the extent of permitted use and the location of the confidentiality agreement.
  • What safeguards are in place to protect confidentiality?

Do the data contain confidential information field


Are the data culturally sensitive?

This is a mandatory field.

Culturally sensitive data may include data collected from or relating to cultural or ethnic groups, as well as that relating to youth or minority groups. Where research involves Aboriginal and Torres Strait Islander peoples, consider managing data in accordance with the National Health and Medical Research Council’s (NHMRC) Values and Ethics: Guidelines for Ethical Conduct in Aboriginal and Torres Strait Islander Health Research and the Australian Institute of Aboriginal and Torres Strait Islander Studies’ (AIATSIS) Guidelines for Ethical Research in Australian Indigenous Studies.

Select ‘Yes’ if the data are culturally sensitive and complete the following field:

  • Describe the measures in place to respect culturally sensitive information

Are the data culturally sensitive field


Intellectual property, copyright and ownership

Identify the intellectual property owner(s)

Intellectual property created in the course of research conducted at UNSW is covered by the UNSW Intellectual Property Policy. Details should be recorded of any intellectual property conditions that apply, or will apply, to material used in or created by the research. This may include intellectual property rights held by external bodies over the data used for the research, or shared intellectual property ownership between the University and a third party. Intellectual property refers to various rights including copyright and moral rights, patents, trademarks, and trade secrets and confidential material. Copyright refers specifically to the exclusive right to use a work by copying, publishing or transforming it into another format. For HDR candidates, IP and copyright belong to the candidate unless there are other arrangements.

Select 'UNSW' or 'Other'. If 'Other', identify the intellectual property owners by name and indicate any specific intellectual property arrangements.

Intellectual property owners field


Identify the copyright owner(s)

UNSW Library Copyright provides detailed information on copyright coverage, permissions and exceptions. Copyright information should be recorded for any material to be used or generated in the research.

  • Copyright owner: Select ‘UNSW’ or ‘Other’. If ‘Other’, enter details of the copyright owner.
  • Copyright year: Select the appropriate year for that copyright owner.

Copyright owners field

Add another copyright owner and year by selecting the add button.

Add button

Remove a copyright owner and year by selecting the delete button.

Trash field



Are data owned by a third party?

This is a mandatory field.

Where data are owned by a third party, information must be recorded about the source and type of licence for the data. This allows for management of the data within intellectual property and copyright restrictions.

Select ‘Yes’ if data are owned by a third party and complete the following fields:

  • Data ownership type: Select from the following options:
    • Purchase: Access licence purchased to reuse third party data.
    • Commercial license: Licence governing third party data with potential commercial value.
    • Open license: Customised or Creative Commons license allowing non-commercial reuse of third party data.
    • Other: If ‘Other’ provide details of any third party data ownership and usage agreements.

Third party ownership field


Are there pre-existing data?

This is a mandatory field.

Where pre-existing data are used in the research, information about the legal and storage details of the data must be recorded. This allows for management of the data within intellectual property, copyright and confidentiality restrictions.

Select ‘Yes’ if there are pre-existing data and complete the following fields:

  • Legal requirements of pre-existing data.
  • Storage details of pre-existing data.

Are there pre-existing data field


Are there additional requirements for the data?

This is a mandatory field.

This section is to be used if there are additional requirements for the storage or management of the data not covered elsewhere.

Select ‘Yes’ if there are additional requirements and complete the following field:

  • Details: For example, are there any other conditions of access to the data?

Are there additional requirements for the data field


Data storage 

Tools or applications

This is a mandatory field.

UNSW IT provides support for a range of data analysis software, including SPSS, SAS, MATLAB, LabVIEW, ANSYS, PRISM, NVivo, ESRI ArcGIS, Mathematica and ChemOffice. A complete list can be found on the UNSW IT website.

When considering data visualisation tools, look at whether the tool is likely to be available into the future and commonly used in the research community. Web-based tools may not be appropriate for confidential data.

List the hardware and software required to create, process or visualise data.

Tools or applications field


File formats description

This is a mandatory field.

File formats play an important role in how accessible, readable and meaningful digital data will be in the future. Choosing a suitable format helps avoid loss, deterioration and obsolescence. When considering file formats, look at whether it is non-proprietary, a publicly available standard and commonly used within the research community.

For assistance with file formats, please refer to relevant information from the Australian National Data Service or the Digital Curation Centre.

Select the file formats used for data associated with the project.

  • Audio/Video Interleaved Format (.avi)
  • Comma Separated Values (.csv)
  • Extensible Markup Language (.xml)
  • Joint Photographic Experts Group (.jpg)
  • Microsoft Excel (.xls)
  • MPEG-4 Media File (.mp4)
  • Network Common Data Form (.nc)
  • Plain Text File (.txt)
  • Portable Document Format (.pdf)
  • SPSS - Statistical Package for the Social Sciences (.sav)
  • Tagged Image File Format (.tiff)
  • Other: If ‘Other’, enter details of the file format.

File formats

Add a file format by selecting the add button.

Add button

Remove a file format by selecting the delete button.

Trash field


Backup procedures

This is a mandatory field.

Data backup procedures are essential for avoiding data loss and ensuring data are more likely to be accessible in the future. Consider how and where the data will be backed up, who will be responsible for the backup, and who will have access to the data.

Enter details of backup procedures, including how, where and how often the data will be backed up.

Backup procedures field


Data rentention

Retention period

This is a mandatory field.

UNSW's Retention periods for records relating to research states that “Retention periods detailed in retention and disposal authorities or in other authorities that mandate retention periods, are however minimum periods. If there is a demonstrated business need for continued retention of records they should be retained beyond these minimum periods for as long as they are still required.”

Select the appropriate retention period based on guidance from the UNSW Retention periods for records relating to research:

  • Permanently
  • Specific end date
  • Other: If ‘Other’, enter retention period details.

Retention period field


What is the plan for data storage after project closure?

This is a mandatory field.

If the data need to be stored in perpetuity in an institutional/disciplinary archive, repository, or data store, select from the following options:

  • Identify repository, archive or data store:
    • Institutional
    • Subject or disciplinary archive
    • Other: If ‘Other’, enter details of the repository, archive or data store.

UNSW has a Record Keeping Policy that provides more details related to storage of your data after project closure. The document can be found here.

Data storage after project closure field


Is storage in the UNSW Data Archive required?

This is a mandatory field.

For more information concerning UNSW Data Archive options and eResearch services, please consult the UNSW Data Archive website. If funding bodies, ethics committees or data owners require statements about data storage (e.g. server location or access restrictions), see the UNSW Data Archive FAQ page regarding grant or ethics applications.

Select ‘Yes’ to request data storage in the UNSW Data Archive.

UNSW Data Archive field


Storage affiliation

This is a mandatory field.

Storage affiliation will be automatically populated from your Student System record and cannot be edited.

UNSW Data Archive storage affiliation


Data organisation and documentation

Data creation, generation or use

Complete the following fields:

  • This is a mandatory field. Describe the anticipated types of data the project will generate and/or collect. Data may be in a number of different forms, such as graphs, tables, manuscripts, text, interview transcripts, videos, computer code and surveys.
  • Describe any procedures or plans for verifying or cleaning data.

Data collection, generation or use field


Will non-digital data be used?

Non-digital data may include laboratory notebooks, specimens, samples and consent forms. As with digital data, it is necessary to maintain records of non-digital data. The UNSW Procedure for Handling Research Material & Data states that researchers are responsible for keeping "...full, accurate and legible records of research methods, research data and primary materials (including laboratory notebooks and electronic data) in a durable, organised and accessible manner."

Select ‘Yes’ if non-digital data are used in the project and complete the following fields:

  • Describe the types of non-digital data
  • Select where non-digital data are stored - either ‘Within school or centre’ or ‘Other’. If ‘Other’, record details of the location.

Will non-digital data be used field


Documentation and metadata standards

Documentation and metadata provide context for the data and make it easier to understand and locate for future use. Data documentation includes data collection methods and procedures for data preparation such as cleaning, checking and transforming the data.

Metadata are structured information that describe, explain, locate or otherwise make it easier to retrieve, use or manage research data. For example, metadata might include the time and date data were created, creator details and data location.

Protocols for file directory and record organisation describe the practices in place to logically and consistently organise research data within a research group, School, or Faculty. Following good practice in conforming to or setting up protocols for research data organisation will ensure that research data easy is to locate and use. For more information, see University of Leicester tips for the organisation and structure of data/files.

Describe the documentation and metadata standards of the project by completing the following fields:

  • Describe any documentation that will be used to inform project personnel and/or secondary users about project methods, data collection and data preparation.
  • Describe the relevant metadata standards (for example data, metadata, and minimum information standards) that will be used in the project. Include discipline specific metadata standards if these are used.
  • Describe the protocols for the organisation of data and records (for example, digital folder, directory structures, physical filing systems).

Documentation and metadata standards field


File management

File management includes file naming conventions as well as versioning procedures. Describe any file codes, labels or identifiers that are used in file names. Brief, meaningful and consistent names make file management easier. Consider including researchers’ initials, date, file type and version. Also describe how versioning and version control are used to track the files. For more information, see JISC’s What makes a good file name?

Describe the file management conventions of the project by completing the following fields:

  • Describe the file naming conventions applied to the project (for example, codes, labelling and identifier schemes).
  • Describe the version control measures applied to your project including the specific identifier mechanism used.

File management field


Preview 

Use the preview page to review the complete plan before submitting it to ResData. Select ‘Edit’ on the bottom right of the page to return to each section to make changes.

To submit a plan, select ‘Submit’ at the bottom of preview and select ‘OK’ in the pop-up message to confirm submission.

Submit button

If a mandatory field has not been completed, warning messages will be displayed when you select ‘Submit’. Please return to the pages indicated by the messages and complete all mandatory fields.

Return to preview to submit.


Submit 

An acknowledgement page will be displayed confirming the submission of the plan. Select ‘Exit to Dashboard’ to return to the ResData dashboard.

acknowledgement

On the dashboard, the plan will be located under ‘Plans’, and the status will display as ‘Completed’.

Dashboard completed