Research Data Management

Stage 1. Fill in data processing description.

• All Hanken students need to fill in the e-form Record of data processing activities for students.
• It is important that you identify your data types as different data types might have different data management requirements. Definitions of different data types are specified in the form.
• Follow the instructions in the form if you are handling sensitive or confidential data or data that require an Ethical review.

Stage 2. Inform your research participants/informants/respondents/subjects about data collection.

• Follow the instructions in the e-form Record of data processing activities for students.
• Use the different notes in the form to inform your research participants about data management, for example, how you handle direct identifier information and when you erase your data.
• If you plan to save and store your data for later and shared use in research other than completing your thesis/assignment (e.g., for a scientific publication), provide this information as well to your research participants.

Stage 3. Store and back up data securely during research in data storage services provided and maintained by Hanken (see Data storage and backup).

Stage 4: Delete the data no later than 12 months after the thesis is submitted.

• If you plan to store, reuse or share your data for academic purposes other than completing your thesis/assignment (e.g., for a scientific publication), discuss this with your supervisor.

- Researchers can follow the research data management flowchart to complete different RDM tasks:

- Or you can follow the following 6 data management stages in your research planning, active research and results sharing phases:

(1) Before data collection (during research planning phase)

Stage 1. Write and update continuously a data management plan (DMP). 

• Use Hanken's DMP template or other Public DMP templates (with Hanken's DMP guidance integrated)  in DMPTuuli to help you write and update a DMP (See DMPTuuli with Hanken's DMP guidance and DMP template).
• The DMP you create with DMPTuuli serves at the same time as a Record of Data Processing Activities, which you can share with participants/subjects/respondents of your research (if they ask for it). 
• Send your DMP to Hanken's Data Protection Officer dpo@hanken.fi.
• Note that if your study involves personal data, follow the procedures specified in the Guidelines for personal data management in research at Hanken.

Stage 2. You need to fill in the ethical review request e-form and submit to Hanken’s Research Ethics Committee if your study is one of the six types described in  Ethical review.

(2) Data collection and analysis (during active research phase)

Stage 3. You need to ask for consent from research participants if you collect personal data from them or if the personal data are received from a source other than the research participants. See Collecting personal data.

• Modify the consent message template (.docx file) to inform your research participants.

Stage 4. Organize data, store, back up and transfer data securely during research. 

• Organise your data in open and standard data formats, and tidy data's naming conventions, version control strategy and folder structures. See Data formats and organizing.
• Use data storage services provided and maintained by Hanken or CSC for data storage, backup and transferal. See  Data storage and backup.

(3) After data collection (sharing results)

Stage 5. Describe and publish the metadata of your data. It is recommended to use Fairdata Qvain metadata tool offered by the Ministry of Education and Culture and maintained by CSC. See Metadata and data documentation. 

Research data are to be archived and opened in national or international repositories when possible. See Data sharing and preservation.

• Define an appropriate access type (open, embargoed or restricted) to research data based on the feature of the data, your research process, need for the protection of trade secrets and other confidential data, and intellectual property agreements, as well as funders’ and publishers’ requirements.
• Data with personal information can only be opened anonymized. See Anonymisation and Personal Data by the Finnish Social Science Data Archive (FSD).
• If your data has long-term value, consider archiving your data in Fairdata-PAS maintained by the Ministry and CSC.

Stage 6. Register your dataset in Haris and add the persistent identifiers (e.g., DOI and URN) for your (meta)data.

Research Data Lifecycle (by DTU AIS Bibliometrics and Data Management - licensed under CC0 1.0).