D2.4 Data Management Plan

Data Management Plan Title of Deliverable: Data Management Plan Deliverable Number: D2.4 Type of Data: Plan Lead Beneficiary: KU Leuven Publishing Status Public Last Revision Date: [18/09/2025] by: Roxanne Wyns Verification Date: [DD/MM/YYYY] by: [Name] Approval Date: [DD/MM/YYYY] by: [Name] Document Name: RESILIENCE_WP2_D2.4_Data_Management_Plan_01.01_FINAL Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 2 Change History Version Number Date Status Name Summary of Main Changes 00.01 01/07/2024 DRAFT Initial Draft 1st draft for discussion with Data Unit members 00.02 05/08/2024 WORKING Working Version Review and inclusion of feedback from discussions with Data Unit Members 01.00 09/08/2024 FINAL 01.00_FINAL First version 01.01 18/09/2025 FINAL 01.01_FINAL Updated version, v1.1 Author(s) Name Beneficiary Role Roxanne Wyns KU Leuven Data Unit member, author Dries Bosschaert KU Leuven WP2 leader, author Saša Madacki UNSA Data Unit member, contributions to document Marte De Leeuw KU Leuven Data Unit member, contributions to document Michiel De Clerck KU Leuven Data Unit lead, contributions to document Distribution List Name Beneficiary Role Data Unit members Various BoD Various GenA Various Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 3 Table of contents 1. Glossary .......................................................................................................................................... 5 2. Executive Summary ........................................................................................................................ 7 3. Introduction .................................................................................................................................... 8 3.1. Scope .......................................................................................................................................... 8 3.2. Document overview .................................................................................................................... 8 4. Target audience and resource type ................................................................................................ 11 5. Open Science and FAIR principles within the context of RESILIENCE ............................................ 13 6. Best practices and guidelines for data producers ........................................................................... 15 6.1. Writing a Data Management Plan (DMP) ................................................................................... 15 6.2. Managing data according to RDM best practices ....................................................................... 17 6.3. Sharing data according to the FAIR principles ............................................................................ 18 7. Best practices and guidelines for data providers ............................................................................ 20 7.1. How to include information on collections on the RESILIENCE website ..................................... 20 7.2. How to deposit a FAIR compliant dataset in the RESILIENCE Zenodo community .................... 21 7.3. How to deliver metadata to ReIReSearch .................................................................................. 23 7.3.1. Data ingest agreement ...................................................................................................... 23 7.3.2. Data integration: accepted standards and protocols .......................................................... 24 1.1.1 Data rights holder, access and licence ................................................................................ 24 8. Putting the plan in action .............................................................................................................. 26 9. Annexes ........................................................................................................................................ 28 9.1. ReIReSearch Ingest agreement .................................................................................................. 28 9.1.1. Introduction ....................................................................................................................... 28 9.1.2. Administrative information ................................................................................................ 28 9.1.3. Ingest configuration information ....................................................................................... 30 9.1.4. Workflow ........................................................................................................................... 32 9.1.5. Maintenance (for information) ........................................................................................... 33 9.2. RESILIENCE PPP DMP (v02.00, July 2024) ................................................................................. 34 9.3. Metadata requirements Zenodo RESILIENCE community ......................................................... 43 10. Applicable Documents .................................................................................................................. 46 11. Revision Log .................................................................................................................................. 46 Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 4 List of Figures Figure 1: Argos DMP tool. Click top right to start a new plan, Click bottom right to select the ‘Default Blueprint’ template ................................................................................................................................... 16 Figure 2: ARGOS DPM tool. Selection of a description template in tab ‘4. Templates’ drop-down. ........... 17 Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 5 1. Glossary Application Profile (AP): An application profile (AP) describes how a standard is to be applied in a particular domain or application. Data Management Plan (DMP): A data management plan, or DMP, is a formal document that outlines how data will be handled during and after a research project. The purpose of writing DMP is to describe which research data you will generate and use in your research, and plan how to organise, document, store, preserve and share them, in line with ethical and legal requirements that apply. Most research funders require beneficiaries to write and implement a DMP. Dataset: A dataset is an organised collection of data, which in the context of research (infrastructure) is preferably made findable, accessible, interoperable and reusable (FAIR). DOI: A Digital Object Identifier is a persistent identifier used to uniquely identify an object. EOSC: The European Open Science Cloud will provide European researchers and others with a federated and open multi-disciplinary environment where they can publish, find and reuse data, tools and services for research, innovation and educational purposes. FAIR: Guiding principles that improve the Findability, Accessibility, Interoperability, and Reuse of digital assets. GLAM: GLAM is an acronym for galleries, libraries, archives, and museums and refers to cultural institutions with a mission to provide access to knowledge by making their primary sources accessible to researchers. Open Science (OS): An approach to the scientific process that focuses on spreading knowledge as soon as it is available using digital and collaborative technology. Open Science facilitates sharing and collaboration, thereby accelerating the discovery process, improving research quality, and making science more impactful and central to human and societal development1. Research Data Lifecycle: The research data lifecycle includes everything from planning how data will be collected, to publication, to long term data preservation, to possible reuses of data. Research Data Management (RDM): Research Data Management (RDM) refers to the handling of research data (collection, organisation, storage, and documentation) during and after a research activity. Good data 1 https://research-and-innovation.ec.europa.eu/strategy/strategy-2020-2024/our-digital-future/open-science_en Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 6 management helps ensure that researchers share their data in a FAIR way (findable, accessible, interoperable, and reusable)2. 2 https://scienceeurope.org/our-priorities/research-data/research-data-management/ Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 7 2. Executive Summary This document, titled Data Management Plan (DMP), constitutes Deliverable D2.4 within the framework of the RESILIENCE Preparatory Phase Project (PPP). Its primary objective is to establish recommended data management practices and guidelines tailored for researchers, data producers, and providers engaged in the Religious Studies community and the broader RESILIENCE ecosystem. Serving as a comprehensive and evolving reference, this DMP ensures that all data generated and handled within the RESILIENCE Research infrastructure meets high standards of quality, accessibility, and usability. It aims to foster a transparent and collaborative research environment, enhancing the visibility and reusability of data within the Religious Studies domain. This document outlines the intended target audience, presents the RESILIENCE Open Science policy, and details the use of Zenodo infrastructure. It also includes comprehensive templates, agreements, and application profiles to support effective data management practices. Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 8 3. Introduction 3.1. Scope This document entails version 1.1 of the recommended data management practices and guidelines for our members, associated partners, data providers and researchers affiliated to the Religious Studies community working with or depositing data to the RESILIENCE ecosystem. The Grant Agreement of the RESILIENCE Preparatory Phase Project (PPP) specifies that D2.4 Data Management Plan details “how to make data FAIR, including what data RESILIENCE manages, whether and how it is made accessible for verification and reuse, and how it will be curated and preserved”3. Though this deliverable is specified as document type “DMP – Data Management Plan” in the Grant Agreement, it goes beyond the scope of the RESILIENCE PPP DMP of which the initial version was delivered as part of WP6 – T6.2 in Month 64. The RESILIENCE PPP DMP specifically entails the data management within the Grant Agreement Project 101079792 and utilises the Data Management Plan template for Horizon Europe. An updated version of the RESILIENCE PPP DMP is provided in annex ‘III. RESILIENCE PPP DMP (v02.00, July 2024)’ of this document. D2.4 in its entirety goes beyond the scope of the Preparatory Phase project and the consortium members involved. It is intended to be a living document in which information can be made available on a finer level of granularity through updates as the implementation of the project progresses and when significant changes occur. This document provides the first set of recommended practices, guidelines and services for working with data according to the FAIR principles within the context of the RESILIENCE Research Infrastructure (RI). RESILIENCE will continue to monitor and adjust this document as the RI matures, and new services become available. 3.2. Document overview This document, titled "Data Management Plan," is identified as Deliverable D2.4 within the RESILIENCE PPP project framework. The primary goal of this document is to outline the recommended data management practices and guidelines for researchers, data producers, and data providers associated with the Religious Studies community and the RESILIENCE ecosystem. The Data Management Plan (DMP) serves as a 3 Grant Agreement Project 101079792 — RESILIENCE PPP, Part A - p17. 4 T6.3 Data Management: The Data Management Plan, devised and updated in the frame of T2.5, is translated into practice in T6.3. The activity of the task is to implement the DMP by ensuring that all the activities of RESILIENCE comply with it, not only as far as WP2 (services) is concerned, but also with regards to the other WPs. From: Grant Agreement Project 101079792 — RESILIENCE PPP, Part A – p11. Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 9 comprehensive guide to ensure that data handled within the RESILIENCE project adheres to high standards of management, accessibility, and usability. The document extends beyond the initial scope defined in the RESILIENCE Preparatory Phase Project (PPP) Grant Agreement, aiming to provide a living document that evolves with the project. The introduction outlines the objective of the DMP, emphasising the importance of making data FAIR (Findable, Accessible, Interoperable, Reusable). The target audience includes data producers, such as researchers and organisations that create or collect data within the context of the RESILIENCE project, and data providers, entities that supply primary and secondary data, such as libraries, archives, and museums (GLAM sector), which are crucial for the Religious Studies research community. It also considers research data management practices and tools relevant for the Religious studies community. The section on the Open Science and FAIR principles briefly touches on the RESILIENCE Open Science policy. It continues to discuss important existing tools that play a vital role in ensuring that the data is managed according to the FAIR principles and remains accessible and reusable over time. For data producers, the document outlines the importance of creating a DMP early in the project, providing templates and tools like ARGOS for DMP creation. It offers recommendations for using appropriate metadata standards, organising files, securing storage, and adhering to legal and ethical guidelines. References to relevant guidelines for sharing data according to the FAIR principles are provided, including the use of persistent identifiers, rich metadata, and open licences. Data providers are guided on how to include information on collections and datasets on the RESILIENCE website, the requirements for submitting datasets to the RESILIENCE Zenodo community, ensuring compliance with metadata standards and open licensing, and the process for contributing metadata to the ReIReSearch platform, including standards, protocols, and legal requirements. By leveraging the usage of the Zenodo, and EUDAT B2DROP infrastructures, RESILIENCE ensures that data management practices are robust, scalable, and aligned with the principles of Open Science. These tools and services are integral to the project's commitment to making research data findable, accessible, interoperable, and reusable, thereby enhancing the overall quality and impact of the research conducted within the Religious Studies community. Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 16 this point RESILIENCE does not have its own DMP template in ARGOS as there are already several high quality templates available for reuse. Relevant templates for our community are: o Horizon Europe: The Argos instance of the Horizon Europe template.15 o Science Europe: The Science Europe template based on the RDM Practical Guide.16 o Data Management Plan Template - University of Bologna: Template prepared by the Data Stewards of the University of Bologna to support researchers in drafting a DMP. o IOSSG Template for ITSERR: Template inspired by the work done by the IOSSG Data Management Plan Checklist. It was created by a project affiliated to RESILIENCE, ITSERR17, to support EU Horizon and Next Generation EU Research Projects.18 Researchers can ‘Start a new Plan’ and then select the ‘Default Blueprint’ in the right bottom corner. Figure 1: Argos DMP tool. Click top right to start a new plan, Click bottom right to select the ‘Default Blueprint’ template The next step is to complete the required information under ‘1. Main Info’, ‘2. Funding’ and ‘3. Licence’ and select a description template from the drop-down ‘4. Templates’ to add the required details. For more guidance on ARGOS, see the table below. 15 https://ec.europa.eu/info/funding-tenders/opportunities/docs/2021-2027/horizon/temp-form/report/data-managementplan_he_en.docx 16 https://scienceeurope.org/our-resources/practical-guide-to-the-international-alignment-of-research-data-management/ 17 The purpose of the ITSERR project is to strengthen the RESILIENCE RI in its preparatory phase. The project is funded by the Italian Ministry of Research with NextGenerationEU programme. https://www.itserr.it/ 18 https://sites.google.com/view/iossg/materialimaterials Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 17 Figure'2:'ARGOS'DPM'tool.'Selection'of'a'description'template'in'tab'‘4.'Templates’'drop-down.' Resource name Link Research Data Lifecycle intro https://ukdataservice.ac.uk/learning-hub/research-data-management/ Research Data Lifecycle video https://youtu.be/OL_Vd9dd-AQ?feature=shared ARGOS - Start your DMP https://argos.openaire.eu/home ARGOS - User guide https://argos.openaire.eu/user-guide ARGOS - Tool tutorial https://www.youtube.com/watch?v=FNQ88o1VX1c Practical DMP guidance https://www.dcc.ac.uk/dmps Example DMPs https://www.dcc.ac.uk/resources/data-management-plans/guidance-examples 6.2. Managing data according to RDM best practices This section includes information on the use of appropriate metadata standards and open file formats, good file organisation and storage practices, and proper data handling according to data privacy, intellectual property rights and ethical guidelines. The RESILIENCE community is encouraged to: ● Use widely adopted standards in social science and humanities. For instance, Dublin Core, TEI, DDI, CIDOC CRM etc. An overview of standards and vocabularies can be found on https://fairsharing.org. This platform provides among others an overview of curated resources on data and metadata standards with a possibility to filter on standards applicable to social sciences and humanities. ● Use standard, interchangeable or open data formats to ensure long-term accessibility and usability of data (e.g.CSV instead of MS Excel). Cf. ‘Preferred file formats’ references in table below. Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 18 ● Organise files in a clear (folder) structure and use clearly named and version-controlled file names throughout the research project. It is important to develop procedures before data gathering starts. ● Select secure storage that provides regular back-ups. Don’t store data on local devices (laptop, USB) as you risk losing it (e.g. theft, crash). Use the storage solutions offered by your organisation (e.g. institutional Microsoft OneDrive storage). Researchers who don’t have access to secure institutional storage solutions can also use the EUDAT B2DROP service which offers a 20GB free storage space for researchers in a secure environment19. ● Handle data according to privacy (GDPR, personal identifiable information), ethical (research involving human participants) and legal regulations (copyright, 3rd party rights). Resource name Link General guidance on RDM https://ukdataservice.ac.uk/learning-hub/research-data-management/ Guidance on RDM in Humanities https://campus.dariah.eu/resource/posts/dariah-pathfinder-to-data-managementbest-practices-in-the-humanities General guidance on data standards https://www.kuleuven.be/rdm/en/guidance/data-standards Knowledge clip on data standards https://kuleuven.mediaspace.kaltura.com/media/Data+description/1_xrq5kkur Overview of standards and vocabularies https://fairsharing.org; https://www.dcc.ac.uk/resources/subject-areas/socialscience-humanities Preferred file formats https://dans.knaw.nl/en/about/services/easy/information-about-depositingdata/before-depositing/file-formats, https://www.kuleuven.be/rdm/en/rdr/fileformats File organisation system https://www.kuleuven.be/rdm/en/guidance/data-standards/file-organisation Legal and ethical guidance https://www.kuleuven.be/rdm/en/guidance/legal-ethical/legal_ethical 6.3. Sharing data according to the FAIR principles Key elements of the FAIR principles are rich metadata for findability, a persistent identifier for permanent access, the usage of standards and standard/open file formats for interoperability, the application of a licence and provision of documentation for reuse. Repositories such as Zenodo support the FAIR principles 19 https://eudat.eu/service-catalogue/b2drop Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 19 by providing a Digital Object Identifier (DOI), allowing for rich metadata descriptions on the dataset level, as well as Creative Commons licences. Submitting a dataset to the RESILIENCE community on Zenodo will undergo quality control and will require minimal registration of metadata compliant with the DataCite metadata schema20 and a selection of an open licence with exceptions allowed for legal opt-outs being privacy, intellectual property rights, ethical aspects, and aspects of dual use. Creating a DMP in the early stages of project planning and managing data according to research data management best practices are crucial steps to guarantee FAIRness at the time of deposit and publication of a dataset in a repository such as Zenodo. The section below provides links to relevant learning resources on the FAIR principles and the publication of datasets in the RESILIENCE Zenodo community. For more details on the latter, cf. annex ‘IV. Metadata requirements Zenodo RESILIENCE community’. Resource name Link FAIR principles https://www.go-fair.org/fair-principles/ Guidance on the FAIR principles https://www.kuleuven.be/rdm/en/guidance/fair Knowledge clip on the FAIR principles https://kuleuven.mediaspace.kaltura.com/media/FAIR+data/1_fasgyfas How to deposit and publish on Zenodo https://help.zenodo.org/docs/deposit/create-new-upload/ How to submit a published record to a community https://help.zenodo.org/docs/share/submit-to-community/ RESILIENCE - REligious Studies Infrastructure: tooLs, Innovation, Experts, conNections and Centres in Europe https://zenodo.org/communities/resilience-ri/records?q=&l=list&p=1&s=10 D2.11 Master Data Management https://zenodo.org/records/15599787 20 Zenodo's metadata is compliant with DataCite's Metadata Schema minimum and recommended terms, with a few additional enrichments. Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 20 7. Best practices and guidelines for data providers Data providers supply or make primary and secondary data available to our community of researchers for reuse. Important data providers for RESILIENCE are libraries, archives and museums (GLAM sector) as they hold valuable collections that form the basis of research in Religious Studies. Data providers can contribute to RESILIENCE in several ways: ● Offer information on available collections via a dedicated webpage on the RESILIENCE website. ● Deposit a FAIR compliant dataset in the RESILIENCE Zenodo community. ● Deliver rich metadata to ReIReSearch (https://reiresearch.eu/), the Religious Studies collection discovery platform. Thet details on how to contribute data as a provider can be found below. It’s important to note that the integration or deposit of data resources in the RESILIENCE ecosystem does not indicate direct ownership or control by RESILIENCE. The rights statement and licence information provided with the resource indicate how a resource can be used by the community. RESILIENCE has a strong preference for data being made available under open licences such as CC0 (public domain), CC BY, CC BY-SA or in second order CC BY-NC, CC BY NC-SA. For more details on these Creative Commons licences see https://creativecommons.org/share-your-work/cclicenses/. 7.1. How to include information on collections on the RESILIENCE website The RESILIENCE website provides an overview of existing datasets (manuscripts, documents, rare books, archives, databases …) for the study of religion, available at RESILIENCE partners and other institutions: https://www.resilience-ri.eu/datasets/. Some of the datasets are also findable via the unified discovery environment ReIReSearch. The current overview has been established with input collected from the consortium members and researchers of the community and is expected to continuously grow with new references being added. Collection holders can reach out to the general contact address [email protected] with a request to include relevant datasets on the website. They should include the following information in their requests: ● Title of the collection/dataset/database ● A short description of the collection/dataset/database demonstrating its relevance for Religious Studies Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 21 ● Link to the catalogue of the collection/dataset/database in case of open access and/or link to a webpage with more information on the collection/dataset/database Preferably these collections are also offered in a machine actionable way according to the principles of ‘Collection as Data’21, though many of the RESILIENCE users will give preference to interaction via user interfaces. When receiving a new request, the RESILIENCE Data Unit will review the request for inclusion on the website, consulting the necessary experts on collections within the consortium and if their feedback is positive, the collection data will be published on RESILIENCE website. 7.2. How to deposit a FAIR compliant dataset in the RESILIENCE Zenodo community There are currently two RESILIENCE communities available on Zenodo: 1. RESILIENCE PPP – This community is a closed-access community dedicated specifically to the publication of outputs related to the RESILIENCE PPP project, such as project deliverables and related documentation22 23. 2. RESILIENCE – Religious Studies Infrastructure: Tools, Innovation, Experts, Connections and Centres in Europe – This is an open-access community designed to archive and share materials related to religious studies with a broader audience24. We encourage members of our community to submit datasets and other relevant research outputs to the open RESILIENCE community. By doing so, we can collaboratively build a dedicated space for publicly accessible religious studies research. For the deposit of datasets in the Zenodo community, the same conditions apply as those stated above for data producers (cf. ‘5.3 Sharing data according to the FAIR principles’). Submitting a dataset to the RESILIENCE community on Zenodo will undergo quality control. Dataset submissions by data providers must consider: ● The minimal registration of dataset metadata in Zenodo compliant with the DataCite schema (cf. Annex IV. Metadata Requirements Zenodo RESILIENCE Community). 21 A workflow to publish Collections as Data: the case of Cultural Heritage data spaces 22 https://cordis.europa.eu/project/id/101079792 23 RESILIENCE PPP community – project specific: https://zenodo.org/communities/resilience/records?q=&l=list&p=1&s=10 24 RESILIENCE community – open: https://zenodo.org/communities/resilience-ri/records?q=&l=list&p=1&s=10 Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 22 ● The usage of applicable domain standards such as MARC XML for Libraries, EAD XML for archival data, LIDO XML for heritage data. Dublin Core XML or Schema.org JSON-LD can be used as common denominators as well as other well-established standards in the GLAM sector.25 Metadata can in addition be added in a CSV format. For many researchers in the domain of Religious Studies this will be more effective as it requires less technical skills to work with. In this case the structure will be flat instead of hierarchical. Column headers as well as documentation should therefore clearly specify the meaning of the headers and relation (mapping) to the original standard. ● The usage of open file formats.26 ● The availability of documentation such as a ReadMe file that facilitates the interpretation and the usage of the data in research.27 ● The availability of licence information. Datasets will only be accepted if provided with a licence such as CC0 (public domain), CC BY, CC BY-SA that allow reuse without restriction. In a second order CC BY-NC and CC BY-NC-SA can be considered if motivated. Datasets must be made openly accessible in Zenodo apart from legal opt-outs being privacy, intellectual property rights, ethical aspects, and aspects of dual use. Data providers must have the authority (e.g. being the rights holder, having written consent) to share the data under the given licence. References to documentation on how to deposit to Zenodo and submit to a community can be found in section ‘5.3. Sharing data according to the FAIR principles’ and the annexes section. Parties interested to upload and deposit datasets to the RESILIENCE community as a data provider can reach out to the general contact address [email protected] with a request to include relevant datasets on Zenodo. This communication should include: ● A short description of the dataset. ● A short motivation why the provider is seeing inclusion in the RESILIENCE Zenodo community. ● The standards and formats used. ● The rights status and applicable licence information. 25 An overview of relevant standards for the GLAM sector can be found here: https://meta.wikimedia.org/wiki/GLAM/Metadata_standards_and_Wikimedia. 26 Cf. https://dans.knaw.nl/en/about/services/easy/information-about-depositing-data/before-depositing/file-formats; https://www.kuleuven.be/rdm/en/rdr/file-formats for an overview of recommended file formats 27 More information on ReadMe files: https://www.kuleuven.be/rdm/en/guidance/documentation-metadata/README Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 23 ● A link to available online information if available. The RESILIENCE Data Unit will review the request for inclusion in Zenodo, consulting the necessary experts on collections within the consortium, and get back to the provider to start the submission process. 7.3. How to deliver metadata to ReIReSearch ReIReSearch (https://reiresearch.eu/) addresses the growing need of scholars in Religious Studies to discover more data, regardless of location with a platform where disparate digital resources and databases are searchable in a unified and standardised way. It’s a discovery platform bringing together metadata from different collection holders or data providers. Data providers can have the metadata of their relevant collections included in the platform. The metadata should be sufficiently rich to support optimal discovery and preferably contain a persistent link to a digital representation, though metadata only contributions are also accepted. At this point the data types accepted include books, manuscripts and journal articles metadata. In time, additional types such as archival records and research dataset descriptions will be added to the platform. Data providers who want to have their collections discoverable via ReIReSearch can reach out to the general contact address [email protected] with a request to include relevant datasets on ReIReSearch. This first request should contain information on the content and technical state so the Data Unit can review the request and set up a virtual onboarding call to discuss the details. Below are the basic content-, legal-, and technical conditions for inclusion into ReIReSearch28. 7.3.1. Data ingest agreement Each dataset provider must fill out a detailed ingest agreement (cf. annex ‘I. ReIReSearch Ingest agreement’) that stipulates the exact definitions regarding data delivery, licensing, contact information etc. 28 Cf. annex ‘I. ReIReSearch Ingest agreement’ of this document and Annex ‘8.2 ReIReSearch application profile’ described in D2.11 Master Data Management https://doi.org/10.5281/zenodo.15599787. Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 24 7.3.2. Data integration: accepted standards and protocols To be integrated in ReIReSearch, the data must be mapped to and delivered in an agreed data format for the ReIReSearch platform. The data will then be imported into the central data pool, from which indexes are built and data can be delivered to users when searched.29 ReIReSearch currently accepts data delivery in the following standards: ● METS XML ● MARC XML ● Schema.org JSON-LD In time more metadata standards such as EAD XML will be accepted. Only basic metadata is required to contribute data: a link to the original record and to a digital representation (when available), an identifier and a name for the record are the minimal requirements. Details on the required (mandatory), recommended and optional metadata elements can be found in the annexes section ‘I. ReIReSearch application profile’. Data can be delivered using OAI-PMH, via FTP transfer or via REST API (Schema.org JSON-LD only). 1.1.1 Data rights holder, access and licence Data providers can only deliver metadata for integration into ReIReSearch when they are the rights holder of the data or if they have the explicit written approval of the original rights holder. This declaration must be attached to the ingest agreement. At this point in time only openly accessible datasets are accepted in line with the RESILIENCE Open Science policy: ● Metadata should be in the public domain (CC0) or have a creative common CC BY or CC BY-SA licence. Exceptions for CC BY-NC and CC BY-NC-SA can be considered. 29 Federated search is since December 2023 no longer supported due to the high technical maintenance and the often problematic integration such as combined sort options. All metadata should be delivered for integration into the datahub index which ensures a speedy delivery of search results and overall optimal integration results. Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 25 ● Digital representations are preferably shared under an open licence and should be openly accessible.30 Legal opt-outs of open access are allowed in case of privacy, intellectual property rights, ethical aspects, and aspects of dual use. 30 Login to view is accepted, but registering for an account should be easy and free of charge. Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 32 Please select one of creative commons: https://creativecommons.org/share-yourwork/licensing-types-examples/. For metadata CC0, CC-BY and CC-BY-SA are preferred. Exceptions considered are CC-BY-NC and CC-BY-NC-SA. If the licence is included in a specific metadata element in the export file, please mention the element name. Licence information for the linked digital representations (e.g. images, PDF …) in the collection/dataset Please select one of creative commons: https://creativecommons.org/share-yourwork/licensing-types-examples/ or specify where to find the licence information. For digital representation CC0, CC-BY and CC-BY-SA are preferred. Exceptions considered are CC-BY-NC and CC-BY-NC-SA. More restrictive rights statements and licences are only allowed in case of the following legal opt-outs: privacy, intellectual property rights, ethical aspects, and aspects of dual use. If the licence is included in a specific metadata element in the export file, please mention the element name. Example: https://creativecommons.org/publicdomain/zero/1.0/ KU Leuven Libraries offers the available data that was created through digitisation of public domain library materials to the public as open data. More specifically, this concerns the consultation copies of those items from the KU Leuven Libraries collection that date from before 1901. Everyone interested may download and freely use these images. https://bib.kuleuven.be/english/BD/digit/digitisation/imagesas-open-data 9.1.4. Workflow Responsible organization for the mapping work Not applicable. At this point mapping and data transformation should happen by the data provider. What metadata standard and export format are used Select one from the list and remove what does not fit. ● MARC XML ● METS XML ● DC XML ● Schema.org JSON-LD Example: MARC XML Data transfer protocol and access information Select one from the list and remove what does not fit. Currently accepted: FTP API OAI-MPH Example: MARC XML Provide documentation available on the metadata standards and data export methods (e.g. OAI endpoint) used Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 33 All data should be provided in UTF8 character encoding https://en.wikipedia.org/wiki/UTF-8 9.1.5. Maintenance (for information) Procedure for the update of aggregated datasets This includes adding new records to a previously submitted dataset. Partners can provide an updated version of a dataset when required by mailing to reiresearch.he[email protected]. The email must include the following information - Data provider ID - Data set ID - Short motivation for update - Are records removed? - Are records added? - Will you be delivering the entire dataset again or provide a delta (only the updated, deleted and/or new records)? Important notice: Data for update should preferably be provided in the same standard as the original transfer. Removal of dataset Partners can contact RESILIENCE [email protected] in case a dataset needs to be removed. Data providers must include reasons for removal and mention the data set ID created by the system (cf. Administrative information). Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 34 9.2. RESILIENCE PPP DMP (v02.00, July 2024) This document contains the data management plan (DMP) for RESILIENCE PPP, which sets out the parameters for archiving, accessing and disseminating the data generated by the project. The DMP defines the guidelines for dealing with the types of data produced and is kept up to date during the project, making it an effective means of work for those activities of the project that collect, create or disseminate data. This document contains the intermediate DMP, referred to as ‘RESILIENCE PPP DMP – v02.00, July 2024’. This plan is based on: Data management plan template for Horizon Europe34. Administrative details PROJECT Project number: 101079792 Project acronym: RESILIENCE PPP Project name: RESILIENCE Preparatory Phase Project DATA MANAGEMENT PLAN Date: [19/07/2024] Version: DMP version 2 Project Data Contact: Roxanne Wyns; [email protected] Description of the project35: RESILIENCE (Religious Studies Infrastructure: tooLs, Innovation, Experts, conNections and Centres in Europe) is a distributed Research Infrastructure that entered the ESFRI Roadmap in 2021. Its mission is to address the challenge of creating a larger, structured involvement of excellent scholars who innovatively produce competencies, knowledge, approaches, and impact within the scientific domain of Religious Studies. The main objective of the RESILIENCE Preparatory Phase Project (PPP) proposal is to bring the RI to the completion of its Preparatory Phase, which started in 2021 and will end in 2025. The work includes legal, governance, financial, technical, strategic, and administrative aspects carried out in 6 work packages. The primary outcomes of the PPP are the setting-up of the legal and financial frameworks of the functioning of the RI; the preparation of signature-ready documents towards the implementation phase; the completion of the RESILIENCE service catalogue, and the establishment of legal agreements and technical frameworks for their operation. 1. Data summary 34 https://ec.europa.eu/info/funding-tenders/opportunities/docs/2021-2027/horizon/temp-form/report/data-managementplan_he_en.docx 35 RESILIENCE PPP, Grant agreement ID: 101079792, https://cordis.europa.eu/project/id/101079792 Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 35 Will you re-use any existing data and what will you re-use it for? State the reasons if re-use of any existing data has been considered but discarded. The project mainly reuses data and information generated during the planning and implementation of other ESFRI Research Infrastructures that is openly accessible as well as relevant information already gathered during the RESILIENCE Design Phase project36. It concerns the usage of relevant information related to the establishment and running of research infrastructures such as documents on governance, policy, services etc. These serve as relevant examples and background information in preparation towards becoming an ERIC. What types and formats of data will the project generate or reuse? The project generates and reuses textual and numeric data, mainly in MS Office formats. The use of open formats, such as .csv, etc. is encouraged. What is the purpose of the data generation or re-use and its relation to the objectives of the project? The data collected or generated as part of RESILIENCE PPP is intended to support and document the activities necessary for planning and building a research infrastructure (RI) in the field of Religious Studies. What is the expected size of the data that you intend to generate or re-use? The storage needed for the data created and gathered for the execution and management of this project and all its work packages will be limited in size since it will mainly concern textual data and some image material. Some audio and video recordings of online meetings and workshops will be stored as well. We estimate a max. size of 20 GB. What is the origin/provenance of the data, either generated or re-used? Most data results from the actions undertaken by the RESILIENCE PPP consortium to develop a sustainable RI environment for researchers in Religious Studies. This is data coming from dissemination and communication, networking, coordination, support services, surveys and dialogues with stakeholders, learning exercises etc. This type of data rarely relates to scientific publications so in the strict sense does not concern research data. In addition there might be a very limited amount of computer source code resulting from the development activities by project partners, who contribute to the development of the IT architecture of the RI, though this is not a part of the planned objectives and required deliverables. To whom might your data be useful ('data utility'), outside your project? Public data can be useful for other projects aiming to design, plan and build a RI or for others interested in an overview of the field of Religious Studies and service providers focusing on humanities. 2. FAIR data 36 RESILIENCE, Grant agreement ID: 871127, https://cordis.europa.eu/project/id/871127 Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 36 2.1 Making data findable, including provisions for metadata Will data be identified by a persistent identifier? Public deliverables, reports, plans etc. will be published on the RESILIENCE community in Zenodo and will receive a DOI which is a mandatory field for each record. Data and documents created by the RESILIENCE PPP consortium as part of daily activities of the RI are stored and managed using Google Drive services. This data is only findable to the consortium. This data does not relate to research publications. Will rich metadata be provided to allow discovery? What metadata will be created? What disciplinary or general standards will be followed? In case metadata standards do not exist in your discipline, please outline what type of metadata will be created and how. RESILIENCE PPP does not create research data related to scientific research publications. Public deliverables, documents and reports produced in the framework of the preparatory phase project will be made findable and accessible via Zenodo and be assigned basic metadata. Zenodo's metadata is compliant with DataCite's Metadata Schema minimum and recommended terms, with a few additional enrichments. Specific actions and their results, as well as other outputs, are also disseminated and made accessible via the dedicated project website. Working documents for internal use will not require metadata because they are intended for people involved in the project. For this, clear naming conventions for files and folders are implemented and sufficient. Will search keywords be provided in the metadata to optimise the possibility for discovery and then potential re-use? Data and documents with a public status accessible via Zenodo will be provided with search keywords. Documents for internal use will not be assigned keywords because it is intended for people involved in the project. For this, naming conventions for files and folders should suffice. Will metadata be offered in such a way that it can be harvested and indexed? Metadata of each record published in Zenodo is indexed and searchable directly in Zenodo's search engine immediately after publishing. Metadata of each record is sent to DataCite servers during DOI registration and indexed there. 2.2 Making data accessible Repository: Will the data be deposited in a trusted repository? Public deliverables, documents and reports produced in the framework of the preparatory phase project will be deposited in Zenodo as part of the RESILIENCE community. Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 37 Have you explored appropriate arrangements with the identified repository where your data will be deposited? Not applicable. RESILIENCE PPP does not produce data files larger than the allowed 50 GB deposit per record in Zenodo. Does the repository ensure that the data is assigned an identifier? Will the repository resolve the identifier to a digital object? Zenodo assigns a DataCite DOI to each record. Data: Will all data be made openly available? If certain datasets cannot be shared (or need to be shared under restricted access conditions), explain why, clearly separating legal and contractual reasons from intentional restrictions. Note that in multi-beneficiary projects it is also possible for specific beneficiaries to keep their data closed if opening their data goes against their legitimate interests or other constraints as per the Grant Agreement. RESILIENCE PPP will not create research data as such. It is a project related to the design of a RI in Religious Studies. When relevant and possible (e.g. there are no IPR or privacy issues) the consortium will make data and documents related to the design of the RI with a public status findable and accessible using Zenodo. Personal data from survey results or workshops that cannot be anonymized will not be made openly available and will be protected in accordance with GDPR. Will the data be accessible through a free and standardised access protocol? (meta)data are retrievable by their identifier using a standardised communications protocol (OAI-PMH and REST API.) Emargo, restrictions on use, data access committee Not applicable. All public deliverables and reports will be shared under a CC-BY licence in Zenodo and will be openly accessible. Metadata: Will metadata be made openly available and licenced under a public domain dedication CC0, as per the Grant Agreement? Yes, metadata is publicly accessible and licensed under public domain. No authorization is ever necessary to retrieve it. How long will the data remain available and findable? Will metadata be guaranteed to remain available after data is no longer available? Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 38 There is currently no limit on the availability of (meta)data published in Zenodo. RESILIENCE has no intention of removing the published data. Will documentation or reference about any software be needed to access or read the data be included? No, all file formats will be open and accessible with standard software. 2.3 Making data interoperable What data and metadata vocabularies, standards, formats or methodologies will you follow to make your data interoperable to allow data exchange and re-use within and across disciplines? Will you follow community-endorsed interoperability best practices? Which ones? The project does not collect or create research data as such. User stories, statistical information and textual information for the design and preparation of the project are gathered and created in conventional Office formats. In case any type of other data is collected or created, conventional standards and vocabularies will be used. In previous phases RESILIENCE has preferred Schema.org for the normalisation of the (meta)data from primary and secondary sources. Code is managed using Git, though this is not applicable for this phase of the project as no development work is included in the GA. Will your data include qualified references to other data (e.g. other data from your project, or datasets from previous research)? Not applicable. References will be limited to project deliverables and reports (PDF) from the RESILIENCE design phase and ReIReS project. 2.4 Increase data re-use How will you provide documentation needed to validate data analysis and facilitate data re-use (e.g. readme files with information on methodology, codebooks, data cleaning, analyses, variable definitions, units of measurement, etc.)? RESILIENCE does not create research data. The information gathered will be used to inform project deliverables with subsequent reference to the source. Information on methodology, templates and information collected are described in detail as part of the deliverables and data annexes are uploaded when applicable (e.g. CSV file with collected user stories). Any necessary documentation will be provided in textbased form (readme file). Will your data be made freely available in the public domain to permit the widest re-use possible? Will your data be licensed using standard reuse licences, in line with the obligations set out in the Grant Agreement? All documents defined with a public status will be shared under the CC-BY licence. Sufficient information and metadata will be provided for interpretation. Code will, if possible (e.g. other licence types when reusing Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 39 existing ecosystems or proprietary software may occur), be licensed under OSI approved licence. The source code will be documented according to established practices. Documentation will be provided in text-based form. Will the data produced in the project be useable by third parties, in particular after the end of the project? Yes, all RESILIENCE output and deliverables will be published under a CC-BY licence. Will the provenance of the data be thoroughly documented using the appropriate standards? Yes, when applicable. RESILIENCE mainly references other RI project deliverables, policy documents etc. and does not collect research data. E.g. PROV Family of Documents (https://www.w3.org/TR/provoverview/) defines a model, corresponding serialisations and other supporting definitions to enable the inter-operable interchange of provenance information in heterogeneous environments such as the Web. Describe data quality assurance processes. The cloud storage is organised according to working units and purpose of the document, to be maintained by the corresponding WU leaders. The storage offers a detailed history of all changes made in a library and each document contains a change history. For publication of public deliverables and reports on Zenodo, sufficient metadata needs to be added for proper findability. WP6, responsible for the DMP, will review metadata quality upon submission of deliverables and reports for upload to the RESILIENCE community on Zenodo. When will the data be made available for re-use? If an embargo is sought to give time to publish or seek patents, specify why and how long this will apply, bearing in mind that research data should be made available as soon as possible. RESILIENCE PPP will not create research data. Most of the data created and collected will pertain to the setup of a research infrastructure and will therefore only be shared after the end of the project. Further to the FAIR principles, DMPs should also address research outputs other than data, and should carefully consider aspects related to the allocation of resources, data security and ethical aspects. RESILIENCE PPP does not create research data. This DMP therefore applies to the broad sense of outputs such as deliverables and reports produced in the context of the preparation of establishing the RI as an ERIC. 3. Other research outputs RESILIENCE PPP does not create research data or other research outputs such as protocols or models. At this point no software is being created within the context of the project but the same principles and open licences apply as specified for project deliverables and reports produced, though code will be published in Github instead of in Zenodo. Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 40 4. Allocation of resources What will the costs be for making data or other research outputs FAIR in your project (e.g. direct and indirect costs related to storage, archiving, re-use, security, etc.) ? RESILIENCE does not create or collect research data and mostly generates textual information in relation to the preparation of the RI establishment. Most outputs will therefore be PDFs. The dissemination of public deliverables will be done via Zenodo which is free of charge. Working documents are stored on Google Drive which is free of charge. Proper management and organisation of files (e.g. folder management, file naming conventions) is part of each consortium member's task and will require minimal effort. How will these be covered? Note that costs related to research data/output management are eligible as part of the Horizon Europe grant (if compliant with the Grant Agreement conditions) Not applicable. Minimal effort for file management and organisation is taken care of as part of the PMs assigned to each project member. Who will be responsible for data management in your project? KU Leuven is responsible for data management together with the WP leaders, who produce and collect relevant information as part of their work package. The WP leaders are responsible for sharing any important changes to the conditions stated in the DMP with KU Leuven. KU Leuven is responsible for the DMP and its updates. The WP leaders are responsible for maintaining file storage related to the activities of their WP. KU Leuven together with WP6 leader FSCIRE is responsible for informing them about the DMP and reminding them of their responsibilities. How will long term preservation be ensured? Discuss the necessary resources to accomplish this (costs and potential value, who decides and how, what data will be kept and for how long)? Zenodo guarantees the preservation of both data files and metadata free of cost for an unlimited period of time. Of course deliverables are also uploaded to the EC funding & tender platform, providing an additional copy. 5. Data security What provisions are or will be in place for data security (including data recovery as well as secure storage/archiving and transfer of sensitive data)? Data will be stored in an external cloud storage. Data and documents created by the consortium as part of the construction and daily activities of the RI are stored and managed using Google Drive storage. Public deliverables and project outcomes will also be uploaded and made available via Zenodo. Document Title: D2.4 Data Management Plan Status: FINAL Version: 01.01 41 Zenodo guarantees the preservation of both data files and metadata. Google Drive maintains backups of primary data for disaster recovery and business continuity purposes — for example, hardware failure, data center outage, or natural disasters like earthquake, hurricane and so on. Will the data be safely stored in trusted repositories for long term preservation and curation? Zenodo does not do long term preservation (conforming to the OAIS standard) but does take care of fixity checks and guarantees long term storage. Zenodo itself does not provide curation though uploads submitted to the RESILIENCE community on Zenodo will be checked on metadata completeness and quality. 6. Ethics Are there any ethical or legal issues that can have an impact on data sharing? Not applicable. Some data, mainly from surveys related to user needs for the RESILIENCE RI, will be created in collaboration with participants. Respondents will be fully aware of the nature and purpose of the research and the type of data collected. They will participate on a voluntary basis and any results shared will be fully anonymized and/or shared in an aggregated method as part of deliverables. 7. Other issues Do you, or will you, make use of other national/funder/sectorial/departmental procedures for data management? If yes, which ones (please list and briefly describe them)? Not applicable Name conventions and versioning Documents will be named following this naming convention: ● RESILIENCE _[WP number]_[Title]_[VersionID]_[Draft/Final status]. ● For deliverables, the number of the deliverable precedes the title: RESILIENCE_ [WP number]_[Deliverable number_[Title]_[VersionID]_[Draft/Final status] ● The minutes of meetings include 'MM' after 'RESILIENCE'. In repositories used by the consortium, folders are structured according to work units. For the storage of data and working documents, the folders are structured according to task. This will help those working for the consortium find what they need. Versions of documents, both deliverables and other documents, both public and confidential, should be inserted in the table Change History in the RESILIENCE document template. ● The first version of the document is always: ID: 00.01 / Name: First draft / Status: DRAFT