Open Science for Arts, Design and Music/DMP

Research Data Management / Data Management Plan of the project Open Science for Arts, Design and Music.

Last update: November 2024, Iolanda Pensa

Policies and requirements

Objective of the project Open Science for Arts, Design and Music

The project aims at supporting the Swiss disciplinary field of arts, design and music in implementing the swissuniversities Open Access action plan 2021-2024 in collaboration with key stakeholders. More specifically the project involves a network of Swiss schools of art design and music and it develops centralised and local services. The centralised service produces guidelines and solutions for a selection of case studies with the support of a legal team, it produces webinars and training for the local staff, it involves Swiss institutions in international networks and it triggers Green, Gold and Diamond

Open Access among the publications in the field of ADM. At a local level, the different schools involved notify case studies, receive training and coaching to support their researchers, teachers and collaborators, to include Open Access and Open Data (i.e. copyright management, open licenses, multimedia formats, reviewing processes) within students’ curricula and to negotiate with national publishers specialised in ADM. The project contributes to alternative forms of publications and it participates to international initiatives: it implements in 2022 the guidelines, in 2023 training and coaching, and in 2024 the negotiations with institutional, national and international publishers.

Agreements

"The project and all its content are released under the Creative Commons attribution license (CC BY 4.0); data are released under the Creative Commons zero license (CC0). Attribution is provided to the specific authors and the project (with a link to the project full credits)." (Project description)-

Legal references and policies

FAIR data principles
CARE principles
swissuniversities policies related to brand and open science
SUPSI policies
- SUPSI policy related to the protection of personal data and Cantonal law (LPDP) under review * Federal law (nLPD) from 01/09/2023
- SUPSI Open Science guidelines: principle of open by default
- SUPSI open access policies

Guiding Principles

Open by default: As Open as possible, as closed as needed
Lawful and good faith in the use of data
Transparency: inform about how data is used
Define purpose and methods: Research Data Management / Data Management Plan
Proportionality: only use data you need
Delete unnecessary data
Ensure the security of the data which need to be protected

Documentation produced and collected during the different phases of the project


WPs / Activities	Data produced (primary data)	Data collected (secondary data)	Ethical issues, privacy, security, copyright issues
Coordination		Reports Administrative management: contracts, bills, mandates, CV... Slides of the meetings, recordings of meetings among the partners, meetings with the advisory board	Administrative data are confidential. CV and other personal data need to be erased as soon as possible. Important to use tools and storage systems recommended by the institutions (SUPSI for the leading organisation). Reports can be made available but they can not include confidential informations Slides of the meetings can be made available under CC BY 4.0 Important to use free and open software as much as possible (Meta-Wiki, BBB, zenodo, OSF...)
Guidelines	References Existing publications related to Open Science in CC BY or CC BY-SA Case studies produced by the partners	Documentation about research practices in the field of ADM Analysis of a selection of case studies produced with the support of legal advice Guidelines	We want the guidelines to be as open as possible and as easily reusable as possible. CC0 is the most suitable tool. We can provide a "recommended citation" The case studies are an important resource also for others
Training	Slides from speakers Documentation of training promoted by the partners	Recordings, text describing the event	Authorisations from the speakers Explicitly indicating the license on all documents and communications Important to make the videos available also outside proprietary social media
National publishers		Recordings - interviews with the publishers Case studies related to 3 publishers Case studies related to institutional publications	Explicitly indicating the license on all documents and communications Authorisations from the speakers
International publishers		Documentation about practices of publishers specialised in ADM in the field of Open Access List of publications	Explicitly indicating the license on all documents and communications Submitting the case study also to them for review and comments
Dissemination and communication		Website of the project Project pages in the websites of the partner institutions	Use of Meta-Wiki. Important also to make a backup of the pages on OSF for permanent storage.

Management of the data

Among the necessary actions:

changing formats (from proprietary formats to open formats)
requesting authorisation / informed consent
producing anonymised data
...

Data, documentation	Owner	Size estimate	Software, formats	License, terms	Ethics			Temporary storage	Collaboration with online open communities				Preservation plan
Data, documentation	Owner	Size estimate	Software, formats	License, terms	Privacy, confidentiality	Criticality (0-3)	Necessary actions	Temporary storage	Wikimedia Meta-Wiki	Wikidata	Wikimedia Commons	OSM	OSF (with DOI)	Zenodo (with DOI)
Administrative data

Methods


	Method	Instruments	Procedures	Quality measurement
Interactive visualisation
Qualitative interviews
Survey

Files structure and naming

File names are in English.

The structure of the folders is:

Project_15ra1osadm_OS-ADM
- 00_Administration of the project
  - Collaboration with swissuniversities: requests, administrative tasks, reports (including financial reports)
  - Collaboration with SUPSI: administative task, apertura codice progetto, requests
  - Collaboration with [name of the collaborator]: contracts, mandate...
  - Collaboration with [name of the partner]: contacts,
  - ...
- 01_Project description
  - Definitive project signed
  - Old versions of the project
- 02_Reports of the project
  - Intermediate reports
  - Final report
- 03_Presentations of the project
- 04_Reference materials
- Case studies
- Guidelines
- Training

Tools and repositories and how they are used in the project


Tool/repository	Description	Critical issues	Strenghts	Safety (0-3)	Use within the project
Zenodo	Repository for research outputs and data; generic.	Very difficult to find content on Zenodo	Compliant with SNSF requirements, FAIR data. Up to 50GB per record and max 100 files. Stable, reliable funder, easy to use.	0	For papers. Creation of a Zenodo project community. https://zenodo.org/communities/os-adm
OSF Open Science Framework	Repository for research outputs and data organised by project; generic.	More difficult and long to properly add metadata.	Compliant with SNSF requirements, FAIR data. Useful also as working environment. Possibility to link all the documentation of a project together and provide different kind of access (also restricted assess to research team).	1	All the documentation related to the project uploaded here. https://osf.io/fxuej/
Wikimedia GitLab	Git of the Wikimedia projects	Managed by the communities		0
GitHub	Git owned by Microsoft	No longer owned and managed by a non profit organisation		0
Toolforge	the Wikimedia Foundation hosting service for community tools https://admin.toolforge.org/ / https://wikitech.wikimedia.org/wiki/Help:Toolforge/Developing_successful_tools			0
LimeSurvey	an open and libre software for surveys https://meta.wikimedia.org/wiki/LimeSurvey			1
Microsoft OneDrive	Proprietary software. The system used by SUPSI as internal database and icloud.	Owned by Microsoft.	Privacy is assured according to the SUPSI agreement. Recommended by SUPSI for internal files. We can use it for confidential data (i.e. CV, administrative files).	2	Used for the current archive of the project by the SUPSI team. Backup of the data.
Files and folders on SUPSI servers	The system used by SUPSI.			2	Used to archive documents and for backups.
Files and folders on SWITCH				1
Google drive - free service		Owned by google. It doesn't guarantee any confidentiality or permanent archiving.		0
Wikimedia Meta-wiki	Wikimedia community website; content in CC BY-SA by default. It hosts also the Wikimedia research projects.	CC BY-SA is not the open tool normally used in research (it is more common to use CC BY)	Facilitate collaborate work. It expresses the explicit support to the Wikimedia projects. Content is by default under CC BY-SA.	0	Used to describe the project and to facilitate collaborative work on the project.
Wikidata	A Wikimedia project for open structured data, in CC0	CC0 is not the open tool normally used in research (it is more common to use CC BY)	Dissemination, facilitates reuse, visibility and collaborative work.	0
Wikimedia Commons	A Wikimedia project for multimedia data in public domain, CC0, CC BY, CC BY-SA or similar.		Dissemination, facilitates reuse, visibility and collaborative work.	0
OpenStreetMap (OSM)	A collaborative project for open geographical data.			0
Social media SUPSI	SUPSI uses a series of social media to communicate its initiatives.	Difficulty to coordinate
Calls, conferences and webinars on Teams	Proprietary software. The system used by SUPSI.			2
Calls, conferences and webinars on BBB BigBlueButton	Open source conference tool. Wikimedia Italia provided us for free the room BBB Open Science	The videos can be downloaded as separated video, audio and slides; the quality is good but it requires work to edit the video.	Open source tool more appropriate for an open science project.	2
Files and folders on personal computer		Important to guarantee backups and to add a safe and complex password to access data.		2
Files and folders on external hard drive		Risk to loose content if data are not migrated regularly to new supports.	For very confidential files it is better to avoid having them on the Internet.	2

Backups

Risks and mitigation plans


Risk	Mitigation plan

Terms and Conditions / Licenses

The project and all its content are released under the double license Creative Commons attribution license (CC BY 4.0) and Creative Commons attribution share-alike license (CC BY-SA 4.0).

Data are released under the Creative Commons zero license (CC0).

Attribution - How to cite the project and its documentation

Attribution is provided to the specific authors and the project (with a link to the project full credits).