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).

• The e-form helps you plan what your study aims to investigate and what data you need exactly for your investigation. If you need to collect and process personal data for your study:
  • Follow the Guidelines and procedures of personal data processing in studies and research at Hanken.
  • Define your study objectives and the clear, specified need for personal data processing, so that you will only collect the minimum amount of personal data necessary and proportionate to the accomplishment of your study tasks.
  • Click "Save the completed form as a file" after submitting the e-form. Edit the downloaded RTF file, so it can be suitable for your respondents. Choose the language that your respondents prefer.
• After being submitted, this privacy notice e-form also functions as the Record of processing activities which fulfils the record-keeping accountability (GDPR, Art. 30).  

 

Stage 2. Collect data for your study. When 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, back up, and transfer data securely during the study in data storage services provided and maintained by Hanken or CSC. 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). 

• A DMP is an important part of RDM and an essential tool for following good research practices. It specifies what and how the research data will be handled for your research project and identifies the key actions for ethical and legal compliance and FAIR data production before, during, and after your research project.
• Most of the research funders require a DMP as part of the funding application process (e.g., by Business Finland), after a positive funding decision (e.g., by the Research Council of Finland, formerly the Academy of Finland), or during the first six months of the project (e.g., by Horizon Europe).
• 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 Hanken's DMP template and DMP guidance in DMPTuuli to know how to get access to Hanken's DMP template and guidance texts.

 

Stage 2. Identify ethics and data protection issues in your research proposal.

• Follow all the relevant Ethical principles and guidelines and any applicable ethical review practices.
  • Check the six study types described in Ethical review to see if you need to request an ethical review statement by Hanken’s Research Ethics Committee before starting your research project.

• If your research involves personal data processing, follow the Guidelines and procedures of personal data processing in studies and research at Hanken to comply with data protection legislation.
  • Check the lists in Carry out a Data protection impact assessment (DPIA) when needed to see whether you are required to conduct a DPIA before your data collection and processing activities in accordance with the GDPR or national rules.

 

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

Stage 3. When 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 the 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 files' 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. Publish (meta)data in line with the FAIR data principles. See Data publishing and preservation.

• It is strongly recommended to use Fairdata Qvain metadata tool to describe and publish the metadata of your research data. See Metadata and data documentation.

  • Qvain is part of the Fairdata services offered by the Ministry of Education and Culture and maintained by CSC. Data described and published by Qvain are transferred automatically to both Etsin (research dataset finder, also part of the Fairdata services) and Finnish National Research Information Hub (research.fi, a service also commissioned by the Ministry and CSC).

  • Log into Qvain with your HAKA account, click CREATE DATASET, and fill in the form. 

  • It is through the metadata that your research data become visible, findable and first assessed for downloads and reuse. Creating appropriate and rich metadata is the key to making data truly open, understandable, and reusable.

  • Note that even if you cannot publish and archive your research data, because, e.g., your data contain personal information, sensitive personal data or confidential data, you can still publish the metadata of your data. 

  • Creative Commons CC BY 4.0 license is recommended for published (meta)data when possible.

• Research data are archived and opened in a national or international repository when possible. 
  • Recommended general repositories include:
    • Zenodo by the OpenAIRE project and CERN.
    • IDA, part of the Fairdata services by the Ministry and CSC,
    • Aila by the Finnish Social Science Data Archive (FSD), and 
  • 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. 
  • If your data has long-term value, consider preserving your data for more than 25 years in Digital Preservation Service for Research Data maintained by the Ministry and CSC. See Long-term pre­ser­va­tion of data.

• Open/FAIR  data can increase the visibility and impact of your research, facilitate disciplinary and interdisciplinary collaboration, improve data verifiability and research reproducibility, decrease duplication costs in data production, improve knowledge sharing, and contribute to attaining several SDGs. The openness and reuse of research data are recognised as part of a researcher’s academic merits. See Benefits of open data and data reuse.

 

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. The information you have registered in Haris about your datasets will be displayed on Haris public portal under Datasets. Please see Register your datasets in Haris LibGuide.

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