FLI Knowledge Transfer File (KTF) for Researcher Offboarding

FLI KTF v2025-09-02 1 FLI Knowledge Transfer File (KTF) for Researcher Offboarding TEAM AND RESEARCHER INFORMATION TEAM DETAILS Department Group / lab / team name Project PI (Principal Investigator(s)) Project Data Manager RESEARCHER DETAILS Researcher name Position or title Affiliation period DEADLINES Last day at FLI Due date for KTF handover FLI KTF v2025-09-02 2 ABOUT THE KNOWLEDGE TRANSFER FILE (KTF) PURPOSE OF THE KTF This document is intended to record important data resources and lab materials used in your research. When a team member is leaving the group/lab, this form helps to transition these resources and processes to other group/lab members. The documentation collected should include annotation of important data location details, usage information, and referencing additional sources as needed. KTFs are an invaluable resource to navigate a team’s work and quickly look up where things are stored and who has access. Properly protecting research data and materials is a fundamental obligation, grounded in the values of Good Research Practice (see FLI GRP guidelines1), stewardship, integrity, and commitments to the providers and sources of the data and reagents. Additional information about research data management (RDM) can be found online, e.g., Data Management Expert Guide2 and Research Data Management Intro Series: Coffee Lectures & Espresso Shots3. USING THIS FILE It is strongly advised to start this process early to avoid time pressure shortly before leaving the research group. This should include setting a date for handover with the KT-Officer (see/use section ➪ Deadlines). To get an overview of the required steps and information, please refer to the ➪ Checklist and ➪ Table of Contents. For each of the KTF questions, use the space or tables provided to relay the relevant usage information for others on your team. If you need space or more table lines, append pages or a spreadsheet as required, indicating to which question / section you are providing additional information. In this case, tick the checkbox at the end of the table/description and indicate where to find the continuation. The KTF often asks to indicate which project a piece of information belongs to by referring to project IDs (defined in Section ➪ 1.1 Projects) instead of writing a full project name every time. If a project has an ID outside of this KTF, use it; if not, provide a running number for referencing purposes within this file. If any of the KTF questions are not applicable to your work (e.g., not working in a lab and thus having no lab protocols / ELN entries) do indicate this clearly with “NA”. 1 FLI Good Research Practice (GRP) guidelines: https://doi.org/10.5281/zenodo.8276433 2 CESSDA Research Data Management Expert Guide: https://dmeg.cessda.eu/Data-Management-Expert-Guide 3 Research Data Management Intro Series: Coffee Lectures & Espresso Shots: (https://doi.org/10.5281/zenodo.7573694) FLI KTF v2025-09-02 3 If specific data files were included as part of a scientific publication, please cite the publication, with a DOI (Digital Object Identifier) or PubMed ID, if possible. If proprietary data would be inaccessible to team members, ensure the data is converted to an open or common file format (e.g., .csv, .txt) and exported to a shared location, prior to your departure. IMPRINT PUBLISHED BY: Leibniz-Institut für Alternsforschung – Fritz-Lipmann-Institut e. V. (FLI) ( 039a53269) AUTHORS: Dr. Susann Groth, Dr. Lisa Schindler ( 0009-0001-5175-6129), Dr. Michael Reuter, and Dr. Jeanne Wilbrandt ( 0000-0002-0363-3837) DESIGN: Dr. Jeanne Wilbrandt DOI: LICENSE: This work is licensed under CC BY 4.0. For the license text, please visit: http://creativecommons.org/licenses/by/4.0/. REVISION HISTORY Date By Modification summary 2025-02-10 to 2025-02-20 JW, SG, MR, LS Adapted from template from https://osf.io/c7xmv by Julie Goldman 2025-06-17 JW Ingesting adaptions, incl. restructuring doc; adding tables, customized descriptions, checklist 2025-09-02 JW Ingesting adaptions from first implementation FLI KTF v2025-09-02 4 TABLE OF CONTENTS TEAM AND RESEARCHER INFORMATION .................................................................................................................................. 1 Team Details ....................................................................................................................................................................................................... 1 Researcher Details ............................................................................................................................................................................................. 1 DEADLINES ........................................................................................................................................................................... 1 ABOUT THE KNOWLEDGE TRANSFER FILE (KTF) ....................................................................................................................... 2 Purpose of the KTF ............................................................................................................................................................................................. 2 Using this File ..................................................................................................................................................................................................... 2 Imprint ................................................................................................................................................................................................................ 3 Revision History .................................................................................................................................................................................................. 3 TABLE OF CONTENTS ............................................................................................................................................................. 4 CHECKLIST FOR DATA AND KNOWLEDGE TRANSFER ................................................................................................................. 5 1. PROJECTS, FUNDING, AND COLLABORATORS ...................................................................................................................... 6 1.1. Projects and their status on Departure ..................................................................................................................................................... 6 1.2. List of Team Members Taking Over Roles and Responsibilities ............................................................................................................... 6 1.3. Grant Funding ............................................................................................................................................................................................. 7 1.4. Collaborators .............................................................................................................................................................................................. 7 2. DATA DOCUMENTATION ..................................................................................................................................................... 8 2.1. Wet-Lab Work Documentation in the Electronic Lab Notebook (ELN) .................................................................................................... 8 2.2. Dry-Lab Work Documentation ................................................................................................................................................................... 8 2.3. Security and Intellectual Property Restrictions ........................................................................................................................................ 8 2.4. Data Management Plans ............................................................................................................................................................................ 9 2.5. Data (Re-)Usage Requirements .................................................................................................................................................................. 9 3. DATA LOCATION & ORGANIZATION .................................................................................................................................... 10 3.1. Digital Data Location and Backups .......................................................................................................................................................... 10 3.2. Digital Data Organization ......................................................................................................................................................................... 10 3.3. Analogous Data (Sample) Location and Organization ........................................................................................................................... 11 4. PUBLISHED AND/OR PUBLICLY SHARED DATA, TOOLS, REAGENTS, AND ORGANISMS ............................................................. 11 4.1. Publications .............................................................................................................................................................................................. 11 4.2. Published Datasets ................................................................................................................................................................................... 11 4.3. Published Code ......................................................................................................................................................................................... 12 4.4. Published Experimental Protocols and Data Analysis Methods ............................................................................................................ 12 4.5. Deposited Laboratory Reagents, Cells, and Model Organisms .............................................................................................................. 13 5. UNPUBLISHED MANUSCRIPTS, DATA, AND TOOLS .............................................................................................................. 13 5.1. Unpublished Manuscripts ........................................................................................................................................................................ 13 5.2. Unpublished Datasets .............................................................................................................................................................................. 13 5.3. Unpublished Tools / Software / Code ...................................................................................................................................................... 14 6. ADDITIONAL FILES AND DOCUMENTATION ......................................................................................................................... 14 6.1. Presentations and Posters ....................................................................................................................................................................... 14 6.2. Form Sheets and Animal Research Licenses ........................................................................................................................................... 14 6.3. Other Documentation ............................................................................................................................................................................... 15 7. LABORATORY MATERIALS ................................................................................................................................................. 15 7.1. Reagents, Cells, and Model Organisms .................................................................................................................................................... 15 7.2. Biosafety and Intellectual Property of Lab Materials ............................................................................................................................. 16 7.3. Materials and Reagents Leaving the Lab ................................................................................................................................................. 16 8. COMMENTS ..................................................................................................................................................................... 16 FLI KTF v2025-09-02 5 CHECKLIST FOR DATA AND KNOWLEDGE TRANSFER £ Data and metadata are organized in an understandable folder structure £ Findable READMEs support navigation by pointing to relevant information / data locations, etc. £ Data, metadata, and documentation files are stored in fliDA £ ELN entries organized in understandable structure and complete £ Copied what you want to take with you £ Cleaned your digital work space £ Cleaned your lab space: samples, reagents, etc. are appraised, organized/trashed, locations are indicated £ Responsibilities / access rights are transferred £ List of people access rights have been transferred to is complete £ KT-Officer approved data package and documentation (incl. ELN) £ KT-Officer approved lab space £ KT-Officer approved list access transferrals ( ➪ Section 1.2) £ KT-Officer approved KTF completeness (incl. potential addendum) Comments: ……………………………………………………………………………………………………… Date: ………………………… Signatures: ……………………..….. …………………………….. Leaving Researcher KT-Officer FLI KTF v2025-09-02 6 1. PROJECTS, FUNDING, AND COLLABORATORS Basic information on your project(s), their status and your role in it (1.1) as well as who will take over which parts, roles, or responsibilities (1.2). If you received grant funding, this information needs to be recorded (1.3). List your (internal and external) collaborators and what they contributed to your work (1.4). 1.1. PROJECTS AND THEIR STATUS ON DEPARTURE List your projects and give them IDs for reference throughout this document, which roles/responsibilities are yours, and their status (i.e., finished, continuing, or decision pending). Project ID Project name Roles / responsibilities Status 1 Example First author, meeting coordinator continuing [_] Table continues at: ………………………………………. 1.2. LIST OF TEAM MEMBERS TAKING OVER ROLES AND RESPONSIBILITIES If a project continues or if there are persistent responsibilities, indicate names and email addresses of who will take over the role/responsibility and what data they will have access to. Transfer can only be marked as completed when the other person is informed and confirmed that they are able to access what they should. Be precise with this information, it is important to ensure compliance continuity for project modifications and team data access, especially if you are a proxy, primary contact, PI, or a delegate on Agreements, Data Safety, or IRB/ESTR records. Project ID – Role/responsibility Name Email Access given to Transfer completed? 1 - Meeting Coordinator Max Doe [email protected] List of collaborators yes [_] Table continues at: ………………………………………. FLI KTF v2025-09-02 7 1.3. GRANT FUNDING Was your work grant funded? If so, provide grant information such as funding agency, grant number (if available) and title, runtime dates, and which projects are related/based on this funding (referring to IDs from ➪ 1.1 Projects). Funder Grant ID Short grant title Runtime (YYYY-MM-DD – YYYY-MM-DD) Rel. project ID(s) [_] Table continues at: ………………………………………. 1.4. COLLABORATORS List collaborators who directly contributed to datasets and materials remaining in the lab/at the FLI. Include name and email addresses for each collaborator as well as the project ID (referring to IDs from ➪ 1.1 Projects) or general topic of the collaboration, and to which datasets/resources they contributed to. Name Email Project ID/topic Contributed to [_] Table continues at: ………………………………………. FLI KTF v2025-09-02 8 2. DATA DOCUMENTATION 2.1. WET-LAB WORK DOCUMENTATION IN THE ELECTRONIC LAB NOTEBOOK (ELN) If the FLI ELN (RSpace) was used, provide information about the projects for which ELN entries are present (referring to IDs from ➪ 1.1 Projects), where to find these entries, and who will have access to it after you leave. User name Project ID(s) Name(s) of ELN notebook(s) / project folder(s) Transferred access to [_] Table continues at: ………………………………………. If you utilized a paper lab notebook or a non-ELN tool (like Notion) to document the lab work, scan / upload the documentation to the ELN and indicate the location above. If you published lab protocols, please provide the information in ➪ Section 4.4 . 2.2. DRY-LAB WORK DOCUMENTATION Did you collect or store experimental and/or data analysis documentation outside of an ELN or lab notebook? Include any additional documentation (e.g., survey instruments) relevant to the projects that will remain in the lab. Indicate where they will be stored and who will retain access. …………………………………………………………………………………………………………………...... ……………………………………………………………………………………………………………………... ……………………………………………………………………………………………………………………... [_] Description continues at: ………………………………………. 2.3. SECURITY AND INTELLECTUAL PROPERTY RESTRICTIONS Please list any concerns about security or intellectual property restrictions on notebooks, data, or other research materials. If applicable, include relevant data use agreement (DUA) conditions. Include ongoing and/or closed processes of patenting or in relation to the CF Technology Transfer. FLI KTF v2025-09-02 9 …………………………………………………………………………………………………………………...... ……………………………………………………………………………………………………………………... [_] Description continues at: ………………………………………. 2.4. DATA MANAGEMENT PLANS Indicate the location and access status of all relevant data management plans. …………………………………………………………………………………………………………………...... ……………………………………………………………………………………………………………………... ……………………………………………………………………………………………………………………... [_] Description continues at: ………………………………………. 2.5. DATA (RE-)USAGE REQUIREMENTS List what is required to (re)use your data. If relevant, include non-standard tools and where to find information on how you used them (i.e., version, parameters/settings, calls, etc.). Describe any internal lab protocols and operation procedures that others on the lab study team will need to perform. If these are not covered by lab / institute SOPs (need to be listed here if they are), create an ELN entry and refer to it here. …………………………………………………………………………………………………………………...... ……………………………………………………………………………………………………………………... ……………………………………………………………………………………………………………………... …………………………………………………………………………………………………………………...... ……………………………………………………………………………………………………………………... ……………………………………………………………………………………………………………………... …………………………………………………………………………………………………………………...... ……………………………………………………………………………………………………………………... ……………………………………………………………………………………………………………………... …………………………………………………………………………………………………………………...... ……………………………………………………………………………………………………………………... ……………………………………………………………………………………………………………………... …………………………………………………………………………………………………………………...... ……………………………………………………………………………………………………………………... ……………………………………………………………………………………………………………………... …………………………………………………………………………………………………………………...... ……………………………………………………………………………………………………………………... ……………………………………………………………………………………………………………………... …………………………………………………………………………………………………………………...... [_] Description continues at: ………………………………………. FLI KTF v2025-09-02 16 7.2. BIOSAFETY AND INTELLECTUAL PROPERTY OF LAB MATERIALS Describe any biosafety or IP restrictions on cells, mice, and other reagents relevant to the project you are leaving in the lab. Indicate ID and location of relevant form sheets, if you fill them in. …………………………………………………………………………………………………………………...... ……………………………………………………………………………………………………………………... …………………………………………………………………………………………………………………...... [_] Description continues at: ………………………………………. 7.3. MATERIALS AND REAGENTS LEAVING THE LAB Are you taking any lab materials or reagents relevant to this project with you? If so, please describe. Include details of the cells, model organisms, and lab reagents that you will take with you. …………………………………………………………………………………………………………………...... ……………………………………………………………………………………………………………………... …………………………………………………………………………………………………………………….. …………………………………………………………………………………………........................................ …………………………………………………………………………………………………………………...... [_] Description continues at: ………………………………………. 8. COMMENTS …………………………………………………………………………………………………………………...... ……………………………………………………………………………………………………………………... …………………………………………………………………………………………………………………….. …………………………………………………………………………………………........................................ …………………………………………………………………………………………………………………...... …………………………………………………………………………………………………………………...... ……………………………………………………………………………………………………………………... …………………………………………………………………………………………………………………….. …………………………………………………………………………………………........................................ …………………………………………………………………………………………………………………...... …………………………………………………………………………………………………………………...... ……………………………………………………………………………………………………………………... …………………………………………………………………………………………………………………….. …………………………………………………………………………………………........................................ …………………………………………………………………………………………………………………...... …………………………………………………………………………………………………………………...... ……………………………………………………………………………………………………………………...