Research Data Management

- Students can follow the data management flowchart (the PDF file below) to complete different RDM tasks:

 

- Or students can follow the following five data management stages to complete the 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 or 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:
  • Familiarize yourself with Hanken’s Guidelines and procedures of personal data processing in studies and research.
  • 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.

 

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.
  • Use Hanken's Consent to the processing of personal data template (in English, in Finnish or in Swedish) to obtain consent. 

• Provide the privacy notice to your respondents about the processing of their personal data.

 

Stage 3. Store, back up, and transfer data securely during the study in data storage services provided and maintained by Hanken or CSC.

 

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 (the PDF file below) to complete different RDM tasks:

 

- Or researchers can follow the following six data management stages in the research planning, active research and results sharing phases:

Before data collection (during research planning phase)

Stage 1. It is highly recommended to write a Data management plan (DMP). 

• 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 and guidance in DMPTuuli to help you write and update your DMP.

 

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

• Follow 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, familiarize yourself with Hanken’s Guidelines and procedures of personal data processing in studies and research.
  • Check the lists in Carry out a Data protection impact assessment (DPIA) when needed to see if you are required to conduct a DPIA before your data collection and processing activities in accordance with the GDPR and national rules.

 

During data collection and analysis (during active research phase)

Stage 3. When collecting personal data, you need to:

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

• Provide a privacy notice to your 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 or 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 research participants.

 

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. See Ensure secure 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 before publishing your research outputs. See Anonymize data prior to publishing and archiving.

 

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 
  • 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.