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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 research data management plan

Select ‘Plan 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 UNSW researchers and HDR candidates through the planning process.

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

ResData Dashboard


Save draft

To create and save a draft plan, either:

  • Select a project from the InfoEd list
  • OR
  • Select ‘Create new project’ and enter the name of the project in the ‘Project title’ field.

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’.

Plans draft

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 an RDMP or post-project storage allocation form.

Dashboard Data management


Project Details

Select a project

This is a mandatory field.

InfoEd projects

Only projects administered by InfoEd are available for selection. Unfunded or external projects may not appear. To manually enter a project, see ‘Non-InfoEd projects’ below.

Projects with the following InfoEd Proposal Status are available for selection:

  • Successful (GMO Account Opening Request)
  • Successful (GMO Release Pending)
  • Successful (OPS Awaiting GALF)
  • Successful (OPS Create/Update TRIM)
  • Successful (Personnel Not Commenced)
  • Successful Under Mgmt
  • Closed
  • Closed (Not Executed)
  • Final Reports Pending
  • Pending Closure (GMO Review)
  • Pending Closure (RFO Finance Review)
  • Pending Closure (OPS Review)

Enter a project reference number or keywords from the title of the project into the search box and select it from the list. The system will recognise the InfoEd sponsor program number or proposal number. For example, LP091234567, APP0912345, DP091234567 or RG091234.

Select a project field


If you are not a Lead Chief Investigator (LCI) or listed as a ‘person’ on the InfoEd record, a message will appear asking you to request permission to create a plan for the project. Select ‘Request permission’ and the request will be sent to the LCI for approval.

request permission validation alert


Alternatively, enter keywords for the project into the search box and select ‘Browse project/grants’. The ‘Browse project/grants’ window will appear. From here, you can filter by personnel and year. Selecting a project name will expand the list to display further information about the project or grant.


Browse project window

Select the button next to the relevant project. As on the project governance tab, if you are not listed on the InfoEd record for the project, a message will appear enabling you to request permission from the project LCI to create a plan for this project.


green authoriation required pop-up

Select ‘Back to plan’ to continue.

Non-InfoEd projects

For non-InfoEd projects, create a plan by selecting ‘Create new project’.

Create a new project button


Project title

This is a mandatory field.

If a project from the InfoEd list is selected, the project title appears in this field.

For non-InfoEd projects, enter the name or title of the project.

Project title field


Start date/End date

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

The start date is the date the project commenced, as stated in the Funding Agreement. The end date is the estimated date the project will conclude. If the project has completed, enter the date the project concluded.

Start and end dates field


Project Lead Chief Investigator

A project Lead Chief Investigator (LCI) is the UNSW staff member with overall responsibility for the project including intellectual, ethical and financial matters.

If a project from the InfoEd list is selected, the LCI appears in this field. For non-InfoEd projects, the field does not appear and an LCI must be added under ‘Project personnel’. It is mandatory for each plan to have an LCI.

Project lead chief investigator field


Project affiliation

This is a mandatory field.

If a project from the InfoEd list is selected, the affiliation of the LCI appears in this field.

For non-InfoEd projects, select the faculty where the project is based. If the project involves multiple faculties, select that of the LCI.

Project affiliation field


Contact details

This is a mandatory field.

Select ‘Email’ or ‘Phone number’ from the dropdown menu and enter details for the primary contact person of the project into the adjacent field.

Contact details field


Project description

This is a mandatory field.

If a project from the InfoEd list is selected, the project description automatically appears in this field. Add more information about the project in the ‘Add an additional description’ field, if required.

If you intend to request storage in the UNSW Data Archive (see Storage), be aware that the description will be searchable in the UNSW Data Archive once storage has been allocated.

For non-InfoEd projects, enter a brief description of the project.

Project description field


Fields of Research (FOR) subject code(s)

The Fields of Research (FOR) codes allow research to be categorised by discipline. The FOR codes are one component of the Australian and New Zealand Standard Research Classification (ANZSRC) system. The ANZSRC is the collective name for a set of three related classifications developed for use in the measurement and analysis of research and experimental development (R&D) undertaken in Australia and New Zealand. The ANZSRC replaces the Australian Standard Research Classification (ASRC) and was released on 31 March 2008.

Suggested FOR code(s)

If a project from the InfoEd list is selected, FOR codes from the InfoEd project record will appear above the search box. Select the checkbox to add them to the plan.

Enter a keyword or FOR code and select from the options.

Fields of Research codes

Add an FOR code by selecting the add button.

Add button

Remove an FOR code by selecting the delete button.

Trash button


Project personnel

A person or researcher, defined in the UNSW Research Code of Conduct, refers to “All UNSW staff, conjoint appointments, and visiting appointments undertaking research at UNSW, including staff classified as ‘professional and technical’ and casual staff undertaking research.”

InfoEd projects

If a project from the InfoEd list is selected, persons associated with the project appear below the search box. Adding or removing UNSW personnel does not update or change the InfoEd record.

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.

Project personnel field

Add a person by selecting ‘Add person’.

Add person button

Remove a person by selecting the delete button.

Trash button

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:

  • Lead Chief Investigator (LCI): Primary researcher or person responsible for the project. An LCI has read/write access to the plan. It is mandatory for each plan to have an LCI.
  • Research Project Manager (RPM): Nominated by the LCI to manage or administer the project. An RPM has read/write access to the plan
  • Contributor: Researcher who contributes to a project. A Contributor has read-only access to the plan.
  • Reader: Research or administrator who is not a direct contributor to the project. A reader has read-only access to the plan.

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 (LCI) Read/write: View, edit and create plan Read/write: Search, download and upload data; create folders
Research Project Manager (RPM) Read/write: View, edit and create plan Read/write: Search, download and upload data; create folders
Contributor Read-only: View plan Read/write: Search, download and upload data
Reader Read-only: View plan Read-only: Search and download data

Funding information

For information about grant funding schemes, please consult the UNSW Grants Management Office.

If a project from the InfoEd list is selected, the designated ‘Grant ID’ and ‘Funding body’ will appear in the appropriate fields.

For non-InfoEd projects, complete the following fields:

  • Funding body: Enter the name of the funding body for the project.
  • Amount awarded: Enter details of funding awards.

Funding information fields


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.

Have you obtained ethics approval field


Also, if 'Yes' is selected answer the additional questions

Is future re-use of the data permitted?

This field is mandatory

Future reuse

Data classification

If known, what is the highest secure data classification that applies to any component of the data?

Data Classification

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

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

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 data privacy conditions apply?

This is a mandatory field.

Data privacy conditions are required when personal information is being collected.

Section 2.4 of the UNSW Privacy Management Plan states “Privacy applies only to personal information and applies irrespective of who provided it to the University. Privacy is a broader concept than confidentiality and relates to an individual’s ability to control the extent to which their personal information, enabling identification, is available to others.”

Privacy safeguards are required to ensure that the University complies with the State Records Act 1998 (NSW) and recognises that “the level and type of security will depend respectively, on the sensitivity of the personal information and the medium in which it is stored.”

Select ‘Yes’ if privacy conditions apply to the data and complete the following field:

  • What data privacy safeguards are, or will be, in place to prevent unauthorised disclosure? Select from the dropdown menu:
    • Anonymised: Identifying information is removed.
    • De-identified: Identifying information is removed but the means exist to re-identify individuals.
    • Sanitised: Identifying information is destroyed.
    • Encryption: Identifying information is encrypted.
    • Secure storage: System of securely storing data is in place.
    • Other: If ‘Other’, describe the privacy safeguards that are in place to prevent unauthorised disclosure.

Do data privacy conditions apply


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

The last two sections relate to the re-use of the data, whether this is allowed and this is a mandatory field. And finally the Data classification is asked for, the highest or most secure that applies to any of the components

Intellectual property, copyright and ownership

Identify the intellectual property owner(s)

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. Please refer to the UNSW UNSW Intellectual Property Policy. In general, for all research carried out during a researcher's employment with UNSW the IP and copyright owner is UNSW. For research involving multiple institutions/parties, UNSW may be an IP and copyright owner.

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.

Are data owned by a third party 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 retention

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.

If UNSW Data Archive storage is requested, completion of the ‘Storage affiliation’ section is required.

UNSW Data Archive storage field


Storage affiliation

This is a mandatory field.

Verify that the faculty, school or centre that appears automatically is an accurate record of the data storage affiliation. If the data storage affiliation differs from what appears, manually select the correct faculty, school or centre from the dropdown menus.

UNSW Data Archive Storage affiliation field


Data organisation and documentation

Data collection, 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.

An RDMP is a living document which should be reviewed periodically and updates as the project progresses/changes.


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’.

Plans completed