ECHOES Ethics and Data Management Plan (D1.2)

ECHOES Project 101157364 – D1.2 Ethics and Data Management Plan European Cloud for Heritage Open Science Deliverable D1.2 Ethics and Data Management Plan HORIZON-CL2-2023-HERITAGE-ECCCH-01 Horizon Innovation action Authors: Paolo Cignoni (CNR) © 2025 by the authors, the ECHOES consortium. This work is licensed under a “CC BY 4.0” license. Project start 1 June 2024 Project duration 60 months Document Identifier 10.5281/zenodo.17513615 ECHOES Project 101157364 – D1.2 Ethics and Data Management Plan 1 Deliverable Information Project Number 101157364 Acronym ECHOES Full title European Cloud for Heritage OpEn Science Project URL https://www.echoes-eccch.eu/ EU Project Officer Christian WILK Change log Date Version Author Change 01/12/24 V0.1 Paolo Cignoni First Draft based on the EU template 19/12/24 V0.2 Paolo Cignoni, Eliana Siotto First draft submitted to the Steering Committee 20/12/24 V0.3 Dimitris Kotzinos, Carlos Andujar Comments and proposition of new structure 09/01/25 V0.4 Paolo Cignoni Restructured to follow extensive comments 11/01/25 V0.5 Paolo Cignoni Restructured to follow the Steering Committee suggestions 17/01/25 V0.9 Paolo Cignoni Candidate Version 21/01/25 V1.0 Paolo Cignoni, Léna Czech, Areti Damala First Version 21/01/25 V1.1 Xavier Rodier Proofreading Deliverable D1.2 Title Ethics and Data Management Plan Work Package WP1 Title Project Management Submission date 22/01/2025 Pages 14 Keywords Data Management, Data Protection, Project Data Lead Partner CNR Responsible Author Paolo CIGNONI (CNR) Authors (Partner) Paolo Cignoni, Eliana Siotto, Marco Potenziani (CNR) Contributors Dimitris Kotzinos (CNRS-CYU), Carlos Andujar (UPC), Léna Czech, Areti Damala, Xavier Rodier (CNRS) ECHOES Project 101157364–D1.2 Ethics and Data Management Plan 2 Disclaimer: Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or the European Research Executive Agency. Neither the European Union nor the granting authority can be held responsible for them. ECHOES Project 101157364–D1.2 Ethics and Data Management Plan 3 Abstract The D1.2 Ethics and Data Management Plan (DMP) outlines the strategies for managing data and ensuring ethical compliance throughout the ECHOES project lifecycle. Designed as a living document, it will be updated to reflect the evolving needs and activities of the project. The DMP focuses on the data generated during the development and implementation of the European Collaborative Cloud for Cultural Heritage (ECCCH), ensuring alignment with Open Science and FAIR principles (Findable, Accessible, Interoperable, Reusable). Key considerations include: • FAIR implementation: Ensuring data and metadata are accessible, interoperable, and reusable with persistent identifiers and robust metadata standards. • Data categorisation: Differentiating between procedural (PD), personal (ID), communication/outreach (OD), coding (CD), and external (ED) data and addressing their specific management needs. • Data security: Implementing measures such as encryption, two-factor authentication, and regular updates to prevent misuse. • Ethics and GDPR compliance: Safeguarding personal data and privacy in full accordance with EU regulations. The DPM underpins the ECHOES's commitment to transparency, sustainability, and collaboration, ensuring that the ECCCH becomes a trusted and enduring platform for the Cultural Heritage community. ECHOES Project 101157364–D1.2 Ethics and Data Management Plan 4 Table of Contents List of abbreviations ................................................................................................................................. 5 1. Introduction ........................................................................................................................................... 6 1.1 Purpose and Scope of the Document .................................................................................................... 6 1.2 Data Summary .......................................................................................................................................... 6 1.3 ECHOES Data Details ................................................................................................................................ 7 1.4 Management of ECHOES data ................................................................................................................ 9 2. FAIR data ................................................................................................................................................ 9 2.1 Findability: Making data easy to locate, including provisions for metadata ...................................... 9 2.2 Accessibility: Defining the conditions of access to the data .............................................................. 10 2.3 Interoperability: Making data readable, usable, adaptable, and easy to integrate ........................ 10 2.4 Re-usability: Fostering data use, re-use, and enrichment ................................................................. 11 3. Allocation of resources ....................................................................................................................... 11 4. Data security ........................................................................................................................................ 12 5. Ethics ..................................................................................................................................................... 12 References ............................................................................................................................................... 13 ECHOES Project 101157364–D1.2 Ethics and Data Management Plan 5 List of abbreviations Abb. CD Coding and Implementation Data DPO Data Protection Officer ED External Data FAIR Findable, Accessible, Interoperable, Reusable GDPR General Data Protection Regulation ID Personal and Individual Data IP Intellectual Property OD Communication and outreach Data OSI Open-Source Initiative PD Procedural Data PID Persistent Identifier ROR Research Organization Registry ECHOES Project 101157364–D1.2 Ethics and Data Management Plan 6 1. Introduction 1.1 Purpose and Scope of the Document This document aims to ensure that project activities are conducted in accordance with the principles of research ethics and that the data management performed is compliant with the open science and FAIR principles, with gender equality and non-discrimination, with the Do No Significant Harm principle, and with GDPR requirements. The ECHOES project aims to establish the European Collaborative Cloud for Cultural Heritage (ECCCH). While the ECCCH infrastructure will store significant amounts of CH data, this Data Management Plan (DMP) will specifically address the data generated during the development and implementation of the ECCCH, rather than the diverse cultural heritage data that will be contained within it as detailed in the next sections. This distinction is present also in the Grant Agreement document; so, this DMP will focus on the data produced by ECHOES and related to building the ECCCH digital ecosystem, and not on the data and metadata that will be stored, processed, or visualised in it. This document will be updated at M18 to reflect the evolving needs and activities of the project. 1.2 Data Summary To clarify the concept, in the following we will describe: • ECCCH Data: This refers to the vast and varied cultural heritage data that will be collected, stored, processed, and analysed within the ECCCH platform. This data originates from diverse sources, such as museums, archives, libraries, and research projects, and includes various formats like text, images, 3D models, and audiovisual content. The ECCCH will provide tools and services for managing, accessing, and analysing this data, including features for semantic enrichment, data integration, and collaborative research. • ECHOES Data: This refers to the data generated during the ECHOES project itself, that is specifically related to the development, implementation, and management of the ECCCH infrastructure that we are in charge of implementing. This list is detailed in the next subsection 1.3. The DMP will outline how this project-specific data will be managed according to FAIR principles, ensuring it is findable, accessible, interoperable, and reusable. It will specify data formats, metadata standards, storage solutions, and access protocols for this data. In essence, in a very simplified way, one can think that the ECCCH will act as a digital ecosystem for cultural heritage data, and this DMP focuses on the data produced for building, maintaining and governing this digital ecosystem. The DMP ensures transparency and good data management ECHOES Project 101157364–D1.2 Ethics and Data Management Plan 7 practices within the ECHOES project, enabling the ECCCH to function as a reliable and sustainable platform for the long-term preservation and accessibility of cultural heritage. 1.3 ECHOES Data Details The ECHOES DATA that includes the data and meta-data that we will produce, manage and distribute to build the ECCCH digital ecosystem can be classified as follows: a. PROCEDURAL DATA (PD): Data (and meta-data) related to implementation procedures and governance structure (e.g., progress reports, procedural protocol, minutes, recommendations and decisions). Some of this type of data is not made public (e.g., board nominations including personal data, see below), reference will be made to the sources. b. PERSONAL AND INDIVIDUAL DATA: Data (ID) (and meta-data) from individuals. The ECHOES project will collect personal data from the following types of activities: i. Via surveys and questionnaires and/or within the organisation of stakeholder events, ii. By monitoring the activities on the ECCCH infrastructure to assess the quality of the available instruments and software tools, iii. Via user studies for the continuous assessment of the ECCCH infrastructure, iv. By people registering on the web site, to the newsletter(s) and other online activities, v. By capturing and abstracting workflows and best practices, vi. By people registering to the events organised by the project. The processing and management of this personal data and the protection of privacy in the management of recorded information (audio and/or visual), electronic communications, as well as in public communication networks is in full compliance with General Data Protection Regulation (GDPR). c. EXTERNAL DATA (ED): collected background data, like the data, reports, and documents collected from other existing projects. This kind of data collection, like the one carried out in Task 3.1, that focuses on conducting a comprehensive gap analysis to identify existing datasets, tools, and workflows from previous projects that align with the needs of the communities identified in WP4, is crucial to ensure that the ECHOES project builds upon existing work and resources. We will manage this data strictly according to the rights and obligations of the source creator. d. IMPLEMENTATION AND CODING DATA (CD) Data, code and technical documentation written or adapted for the implementation of the platform, like the one that will be stored on the project or the partners GitHub repository. e. COMMUNICATION AND OUTREACH DATA (OD): Data (and meta-data) from outreach and communication activities related to the ECHOES project. This type of data includes open ECHOES Project 101157364–D1.2 Ethics and Data Management Plan 8 access scientific publications, grey literature publications, policy briefs and reports, project presentations, videos, images, recordings of internal and external events, project website and social media content, newsletters, platform-usage data (metrics from the website and social media). For further information, please refer to deliverable “ECHOES D2.2 Communication Dissemination, Exploitation Plan”. Using this classification, we can better detail the data concerned by this DMP by considering the data generated, produced, collected and/or managed in the various WPs as follows: • Project management and coordination documents will be considered PD (WP1 and all WPs); • Project Communication, Dissemination, Engagement and community building assets, and training materials are classified as OD (WP2, WP5); • Stakeholders’ collection and analysis of the expectations and needs of the cultural heritage communities for designing the platform (WP3, WP4) like user surveys, and results coming from the participation to focus groups and workshops will be considered ID and ED; • Technical specifications, design documents, and developer documentation of the ECCCH platform (WP6, WP7, WP8) and the code written or adapted for the implementation of the platform (WP6, WP7, WP8, WP9) will be considered CD; small test datasets to be used for demonstration purposes will also be considered CD and distributed accordingly. Their choice will also be also affected by the needs of a liberal distribution; • Data collected during the process of evaluation and monitoring of the ECCCH infrastructure performance and impact (WP9) will be considered ID; • Research and development activities related to specific components of the ECCCH, such as the Heritage Digital Twin (HDT) concept and the Knowledge Base (WP7), will be considered PD or OD, while the actual content and structure of the Knowledge Base, that will be one of the key elements of the ECCCH infrastructure, will be considered ECCCH data; • The implementation of the ECHOES Cascading Grants Programme (WP3), which will fund external projects contributing data and applications to the ECCCH will generate two main class of Data; project proposals, their evaluation and connected activities to the implementation of the grant programme will be considered PD; on the other hand the data produced by the activities of the projects financed by Cascading Grants will be considered ECCCH data if they populate the infrastructure or CD if the contribute with new tools; • Governance structure setup and long-term management will be considered PD (WP10, WP11). It should be noted that we are aware of gender bias/issues and that we are committed to avoiding it as much as whenever it is needed like in the generation, management and re-use of data, metadata and other ECHOES outputs. Whenever possible and not needed for reasonable research purpose, gender-disaggregated data are to be collected and analysed.