IOCB Research Data Management Policy

IOCB emphasizes the importance of making research results widely accessible and reusable, adhering to the principle of "as open as possible, as closed as necessary." This commitment enhances the quality of research, fosters collaboration, and increases impact, benefiting both the research community and individual researchers. Recognizing research data as integral to the research process, the policy aims to ensure that data management practices adhere to the FAIR principles (Findability, Accessibility, Interoperability, and Reuse of digital assets), promoting research quality and integrity.

This policy intends to identify the basic principles of good practice when generating, storing, backing up, and sharing research data, allowing for accuracy, authenticity, reproducibility, and interoperability. As the nature of conducted research at IOCB varies, the policy addresses key aspects of good data management applicable to all. In addition, it recognizes key roles and associated responsibilities of all employees involved in research.

• Data Management: Generally, the way data are organized, documented, stored, and preserved.
• Data Lifecycle: It describes the entire process of data management, breaking it down into individual phases inseparably associated, from data planning to retention.
• Project: The term in this policy is used to define a funded research work.
• Research Data: The term encompasses any information or materials that are collected, observed, generated, or used during the research process, including but not limited to raw data from laboratory instruments or any other sources, physical and digital lab books, graphs, videos, images, algorithms and scripts, and graphic models. Research data can be characterized as any information that has been collected, observed, generated, or created to validate or reproduce research findings.
• Metadata: Metadata provides key information on data and datasets, clarifying data they are associated with on content, context, authorship, quality, or security while requiring a fraction of storage space in comparison with raw data.
• FAIR Principles: The FAIR data principles stand for digital assets that are Findable, Accessible, Interoperable, and Reusable. The FAIR approach aims at enhancing machine-actionability, considering the increasing reliance of researchers on computers and machines due to the ever-growing amount of information.
• Data Management Plan (DMP): It is a document that specifies what data will be created in a project, how it will be managed, described, secured, curated, and outlines the plans for sharing and preserving the data during and after the research project. The DMP should be reviewed and updated regularly to reflect potential changes.
• Repository: A repository is a digital online storage for storing and sharing the results of creative activities (e.g., publications or data).
• Persistent Identifier: A long-lasting reference to a unique entity which is version-controlled. Persistent identifiers may be used, for example, for digital objects (e.g., DOI, handle), programs or databases (e.g., git, RCSB PDB), researchers (e.g., ORCID, ResearcherID), organizations (e.g., ROR), or other entities.
• Research Staff: In this policy, the term includes all individuals engaged in research led by IOCB, group leaders, scientific and technical staff, and students employed by IOCB or directly associated with IOCB research activity. Roles with respective responsibilities are described in section 5.

Research data will be managed to the highest standard throughout the data lifecycle. Research Staff will make every reasonable effort to manage their research data in line with FAIR principles. No part of the Data lifecycle must infringe Intellectual Property Rights, General Data Protection Regulation, Ethical regulations, or Cybersecurity Act, and must follow all relevant legal, institutional, and contractual requirements.

1. Data Collection and Storage

   1. It is the responsibility of the Research Staff to store all relevant research data securely to prevent unauthorized access and accidental or intentional data loss.
   2. Standardized metadata and format should be stored in a trusted repository. If no limitations are imposed, the metadata should describe the scope of data, its purpose, author and date, type, used software, and access limitations.
   3. It is the responsibility of the core facilities' Research Staff that manage the instruments to supply relevant metadata to the service users. The Research Staff should understand metadata standards unique to their academic discipline.
   4. An agreement covering data protection must be written if research data containing sensitive information are imported to/exported from IOCB.
   5. Research Staff are strongly encouraged to create and regularly update a DMP for their projects, even though their grant projects may not require it, to deliver complete and accurate data.
   6. Research Staff are accountable for ensuring data are obtained in an ethical manner.

2. Data Retention

   1. All published data are stored on at least two independent storage mediums, for instance, on a physical device and a network cloud, in distant physical locations for a recommended minimum length of ten years from its official publication or longer depending on the project-specific requirements. In the event of a contractual obligation to delete any data earlier, such information would be provided in the updated research DMP.
   2. Published research data should be assigned persistent identifiers in a searchable source if applicable.

Research data should be made available for access and reuse as widely as feasible, by the principle “as open as possible, as closed as necessary”. When Research Staff share their data, they should adhere to the following principles.

1. Research data are to be shared along with metadata to provide sufficient information on their provenance and to increase their findability and reusability.
2. Metadata of shared data should include references, via persistent identifiers unless unfeasible, to other related outputs and entities.
3. Research data should be shared preferentially using persistent identifiers to allow for their trackability.
4. Where appropriate, publishing research should include a data availability statement that outlines how the underlying data may be accessed (e.g., License).
5. An appropriate license to identify conditions for data reuse should be assigned in line with Intellectual Property Rights and potential statutory and contractual obligations. It is recommended to use open licenses such as Creative Commons Attribution (CC BY).
6. During any kind of collaboration, it is necessary that Research Staff care for and adequately contractually ensure intellectual data protection.
The contract shall be prepared by IOCB TECH on request of the Responsible Person.
7. Research data should be shared via a trusted repository or a suitable platform that is established within the research field.

1. IOCB

   The institute recognizes its central role in providing the right conditions for researchers to manage their research data in line with its data policy and is specifically accountable for:

   1. Providing relevant research staff with adequate and up to date on demand training on research data management.
   2. Ensuring this policy is reviewed and updated if such a need arises.
   3. Providing infrastructure and services, including ethical support, to ensure that all research staff can comply with the requirements of this policy.
   4. Seeking new avenues for advancing data management at the institute.
   5. Appointing a data steward maintaining data control in data governance and master data management initiatives.

2. IOCB Group Leader (GL)

   IOCB supports the scientific advancement of all groups at the institute. Each group varies in applied standards and methodology to undergo research; however, good science practice is required to be the aim of all.

   The GLs are responsible for ensuring:

   1. They are familiar with the policy set in this document and promote conditions in their team fostering good data management.
   2. All team members have read the data management policy and must put it into practice.
   3. They do not violate the IOCB data policy.
   4. Report a serious violation of rules on data acquisition, storage, or sharing to the Ethics Committee.
   5. They are aware of the Data Steward (DS) role and support the positive development in the avenue of data management at IOCB by communicating ideas and suggestions to DS.
   6. They get involved in the decision-making process on enhancing research data management at IOCB.

3. Scientific and Technical Staff

   GLs may set the best practice for their team, although it is necessary to stress the importance of maintaining good data management by every single team member, including students, participating in research at IOCB. Therefore, it is fundamental to ensure all scientific staff partaking in research:

   1. Are familiar with the data policy set in this document and are obedient to their group unique data management rules as set by their GL, and the DMP governing the project they work on.
   2. They do not violate the IOCB data policy.
   3. They report a serious violation of rules on data acquisition, storage, or sharing to the Ethics Committee and, when possible, their GLs (see Whistleblower protection code).

This policy is to be reviewed and updated by the Data Steward and IOCB Research Data Management steering group. This policy and any future amends are suggested by the Data Steward or Research Data Management steering group and must be approved by the director.

• Code of Ethics for Researchers of the IOCB (S2023-01  ) (and Annex 2  )
• Rules for the Protection of Whistleblowers (S2023-07  )
• Intellectual Property Protection and Confidentiality of Information (S2020-03  )