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UQ Research Data Manager

Provides information about how to use the UQ Research Data Manager (UQRDM) to store and manage research data for research projects.

What are the Australian Research Council (ARC) and National Health and Medical Research Council (NHMRC) data management requirements?

Since 2014, the ARC has required researchers to outline how they plan to manage research data arising from ARC-funded research in their grant applications. The outline should describe the researcher's plan for the management of data produced as a result of the proposed research, including but not limited to storage, access and reuse arrangements. This text is not expected to be more than half a page, and project-specific. These requirements are covered within the additional questions that appear once a record is "active". You can use your answers to these questions to fill in the data management section of your ARC funding application. You can do this by exporting the record to a PDF document - see instructions on how to export a data management plan. For further tips on completing the data management section of ARC grant applications, please refer to the Office of Sponsored Research tip sheet available on the ARC funding scheme webpages, and ANDS resources.

Unlike the ARC, the NHMRC does not have any formal data management requirements; however it has an open access policy, which encourages innovative open access to research data. "NHMRC acknowledges the importance of making research data publicly accessible and therefore strongly encourages researchers to consider the reuse value of their data and to take reasonable steps to share research data and associated metadata arising from NHMRC supported research". 

Is UQRDM suitable for storing sensitive data?

Yes - if your project has sensitive/confidential data, UQRDM's storage provider (UQ ITS) will ensure that this data is stored according to the relevant security and back up requirements. If you have concerns please contact ITS Support

Is there some standard text about UQRDM that I could adapt and use into my grant or ethics application?

Some standard text that you can use in your grant (e.g. ARC) or ethics (e.g. HREC) application is written below. However, it is strongly recommended that the paragraph be adapted to include details of your specific project (e.g. title, data retention etc.).

The data generated as a result of the proposed research project will be managed according to UQ’s Research Data Management Policy. This policy was developed to ensure that research data is properly managed according to recommendations made in The Australian Code for the Responsible Conduct of Research and applicable legislation. 

The research data for the proposed project will be managed via the UQ Research Data Manager (UQRDM). Project metadata such as the project name and the collaborators who will have access to the data, will be recorded in a project record within UQRDM. All project-related data will be stored in a durable format alongside this project metadata, which will be regularly backed up by secure ITS servers. Data will be accessible only to the collaborators recorded on the project record, and will be only accessible via their institutional usernames and passwords.

The project metadata will be maintained and updated accordingly throughout the project, a subset of which will be recorded in UQ’s open access repository (UQ eSpace), and harvested by Research Data Australia (RDA) following publication, or when the project is completed.

Managed dataset/s associated with this project metadata will also be available to view either by a DOI listed in the record (open access), or following a request to the authors (mediated access). This data will be retained for at least five years (Please check if it will need to be retained for longer, or adapt as per the legal requirements of your project, if relevant). 

I'd like more information about UQRDM for my ethics application, such as where the data is stored, how access is restricted etc.

Some details about storage location, access, encryption and third party security management are provided below. This information may be useful to include in your ethics application, when describing how you will store and manage your project's data. 

Storage location: The storage locations are determined by the type of project described in the UQRDM record, this will vary depending whether the project includes identified/de-identified data. The decision matrix determines the storage allocation and location choice. All data is kept within Australia. UQ ITS manages this process in compliance with relevant security and back-up requirements.

Access is password protected. For human identifiable data, access is further restricted to the Collaborators listed on the UQRDM record who can only access the data with their institutional credentials (share by link/share by email functionalities within UQRDM cloud are disabled).

Encryption: Data is encrypted in transit for both access to the data from a project share within UQ and via the cloud interface. The data is not guaranteed to be encrypted at rest.

Third party security management: a log of all the changes made to the project record is kept.