Hannah DeLacey explains how to outsmart data problems
Is losing your research data your worst nightmare? Hannah DeLacey, data steward at Leiden Law School, explains how she helps researchers with their data management and shares a few quick wins.
As Leiden Law School’s data steward, can you tell us about your role?
‘I advise our researchers on how to collect, protect and store their data. I help them consider these issues at the start of their research project, so that hopefully they don't run into problems at a later stage. I’ve also written a Data Management Protocol for the faculty, which will soon be shared. This gives researchers guidance and helps to clarify the requirements to be met in relation to data management. Besides these tasks, I’m also a member of the ethics committee.’
What types of data do researchers at our faculty use?
‘Some researchers only use data from standard source research, but others opt for other ways to conduct research – perhaps using interviews, surveys, experiments and observations, or obtaining data from external organisations such as Statistics Netherlands. These research methods are sometimes conducted at other locations, not just from behind a computer, and this can increase the risk of issues with the data. Third parties might also be involved in this type of research – for example, lawyers, judges, victims of crime, professionals in the criminal justice system, workers within certain sectors, migrants, students and prisoners. This can involve vulnerable people and the information they share with the researchers can be sensitive.’
What issues can arise when handling data?
'All sorts of problems. It doesn't even have to be something drastic like a data breach where data is hacked. It’s more likely that a person accidentally deletes, misplaces, overwrites or loses data. Some of these problems seem quite basic, but they’re actually really important and it’s good to think about them at the start of your research project.'
Quick wins with data
Save files under a logical name after downloading
If you’ve downloaded a file, save it directly to a folder. Give it a logical name instead of using the original document name. Then, you can quickly find the file later on.
Encrypt data
For sensitive data, use Veracrypt. This software is free and open source. A new guide has just been released on how to use this software on the new Windows 11 laptops. Thomas van Beek, the faculty’s Information Manager, can help install Veracrypt.
Choose the right software
Researchers are only allowed to use software from software suppliers approved by the university. Otherwise, there’s a risk that data ends up on servers outside the European Union where the information is less well protected. This is particularly important for researchers who are working with personal data. Useful tools to help you make the right choices for software and storage are Tool Picker and Storage Finder.
How do you help researchers?
'All research projects are different and so are the needs of researchers. But I can give them feedback – for example, on the best way to collect data, store it, and protect the privacy of participants in the research. This lowers the risk of problems arising with the data. I can also advise on how to make it more difficult to link data back to a specific individual – for instance, by replacing identifiable data with pseudonyms.'
What is a data management plan and how can you help with it?
'When starting a research project, every researcher has to write a data management plan (DMP). This document sets out how you will collect and store your data and also how you will try to limit the risk of something going wrong with that data in advance.
I can help with the DMP and I’m actually required to do so in two situations. If researchers would like a review to be done by the ethics committee, I have to approve their DMP before it’s sent to the committee. Certain grant applications also require researchers to submit a DMP that has been reviewed by a data steward. In such cases, researchers can send me a draft of their DMP and I’ll help them to finalise it before it’s submitted to the review committee or the grant provider.
The DMP is a living document that is updated over the course of a project – for example, when new researchers join, new research methods are added or the data is stored elsewhere. The DMP also helps other people to make decisions about the research data in the future. The DMP must be kept for at least 20 years after the project completion. Researchers can send me a copy of their DMP so that it is saved and a copy is added to their project file.'
How can people obtain more information?
'People can always come to me for advice. I also teach PhD students about the best way to look after their research data. Other researchers are welcome to join these sessions too. The next training course is scheduled for autumn. If you keep an eye on the course agenda on the staff website, you can register for the course once the exact date is announced.'
Data Horror Escape Room
Every year around Halloween, a Data Horror Week is organised by various Dutch universities in which our university also participates. The aim is to draw attention to what can go wrong when handling data – and how to prevent these problems. For example, real-life data ‘horror stories’ are shared, like how people lost their data. A Data Horror Escape Room has even been created, so that people can experience what they have to be aware of when working with data.