Research Data Management

- Students can follow the data management flowchart below to complete different RDM tasks:

- Or you can follow the following five data management stages to complete your RDM tasks:

Stage 1. All Hanken students need to fill in and submit the e-form The Study's Privacy Notice (in English, in Finnish, in Swedish).

• After submitting the e-form, click "Save the completed form as a file." Edit the downloaded RTF file, so it can be suitable for your respondents. Choose the language that your respondents prefer.
• After being submitted, this e-form also functions as the Record of processing activities which fulfils the record-keeping accountability (GDPR, Art. 30).  
• The e-form also helps you plan what your study aims to investigate and what data you need for the investigation. If you need to collect and process personal data for your study, figure out the objectives of your study and define the clear, specified need for personal data processing. Collect only the minimum amount of personal data necessary and proportionate to the accomplishment of your study tasks.

Stage 2. If your study involves personal data, follow the Guidelines and procedures of personal data processing in studies and research at Hanken. Before collecting personal data, you need to:

• Obtain consent from your respondents as the legal basis for the processing of their personal data (GDPR, Art. 6 (1) (a)).
  • Use Hanken's Consent to the processing of personal data template (in English, in Finnish, in Swedish) to obtain consent. 
• Provide all the mandated information in the Privacy notice to your respondents to fulfil the transparency requirement and information provision obligation (GDPR, Art. 12-14).

Stage 3. Store and back up data securely during the study in data storage services provided and maintained by Hanken. See Data storage, backup and transfers.

Stage 4. Anonymise the personal data so that your respondents are not identifiable in your thesis or course assignment. 

Stage 5. Erase all the personal data no later than 12 months after the thesis or course assignment is graded and approved.

- Researchers can follow the RDM flowchart below to complete different RDM tasks:

- Or you can follow the following six 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). 

• You can 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.

Stage 2. If your study is one of the six types described in Ethical review, you need to request for an ethical review by Hanken’s Research Ethics Committee.

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

Stage 3. If your study involves personal data, follow the Guidelines and procedures of personal data processing in studies and research at Hanken. Before collecting personal data, you need to:

• Obtain informed consent from the research participants, which is required by research ethics, for example, TENK's guidelines.
  • Use Hanken's Informed consent template (in English, in Finnish, in Swedish) to obtain informed consent. Choose the language that your research participants prefer.

• Provide all the mandated information in a Privacy notice to the research participants about the processing of their personal data.
  • Fill in and submit the e-form The Research's Privacy Notice (in English, in Finnish, in Swedish)  and provide the Privacy notice to your research participants to fulfil the transparency requirement and information provision obligation (GDPR, Art. 12-14).
    • After submitting the e-form, click "Save the completed form as a file." Edit the downloaded RTF file, so it can be suitable for your research participants.
    • After submission, this Privacy notice e-form also functions as the Record of processing activities which fulfils the record-keeping accountability (GDPR, Art. 30).  

Stage 4. Store, back up and transfer data securely, and organize your data during research. 

• Use data storage services provided and maintained by Hanken or CSC for data storage, backup, and transfers. See Data storage, backup and transfers.
• 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.
• Anonymise the personal data prior to publishing your research results and archiving your research data. See Anonymize data prior to publishing and archiving.

(3) After data collection (sharing results)

Stage 5. Describe and publish the metadata of your research 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 archived and opened in national or international repositories when possible. See Data publishing and preservation.

• Recommended general repositories include:
  • IDA, part of the Fairdata services by the Ministry and CSC,
  • Aila by the Finnish Social Science Data Archive (FSD), and 
  • Zenodo by the OpenAIRE project and CERN.
• 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. 
• If your data has long-term value, consider preserving 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) you have obtained from Qvain and/or the data repository for your (meta)data.

Research Data Lifecycle by DTU AIS Bibliometrics and Data Management, CC0 1.0.