Data Management Needs Report
Introduction
This report reviews the management of research and teaching data at the School of Information and Communication Studies (SICS) at Charles Sturt University (CSU). This data is collected by SICS for evaluation and reporting purposes and the school aims to better understand how this data is currently managed.
To achieve this aim, this report proposes a preliminary needs assessment of staff services and support to help optimally manage their data output as it relates to: data type; identifying those within the university as an organisation who can provide the services and support; a survey and interview schedule designed to glean insights into issues, and to deliver a setting for participation from the creators and users of the data; and aspects of data governance that SICS should consider.
Organizational Context and Stakeholders
The School of Information and Communication Studies (SICS) is a school within the Faculty of Arts and Education at Charles Sturt University (CSU). University-wide stakeholders include the Research Office, the Division of Information Technology, and Office of the Deputy Vice-Chancellor (Research & Engagement). We will work to find additional appropriate stakeholders across the school and university who are best positioned to help us understand needs and find solutions as we progress.
Types of Data Collected at SICS
Research Projects: project documentation, funding agreements and budgets, deliverables, and reports.
Teaching: subject plans, Interact content, assignment information, subject reports and evaluations.
Dissemination: dissemination, outreach and media activities that include photographs from events, audio-visual materials from public presentations and press clippings featuring staff stories.
Questionnaire
The following questionnaire will be sent to all research and teaching staff in SICS via an app and the link to it will be distributed via CSU email. This questionnaire is a one-time survey and the data gathered is not designed to capture long-term trends (Given, 2008). To best understand the needs for staff data services and support efforts, the survey consists of open and closed questions that will provide both qualitative and quantitative response data. The open-ended questions give staff the opportunity to provide feedback about their personal experiences, opinions, and perceptions, if so motivated to do so (Given, 2008). Closed questions are generally easier and quicker for the participant to respond to, which is a consideration when designing the survey, and a strategy to encourage participation. A balance between obtaining as much information as possible from participants and making the survey quick to complete is considered in the survey design.
Given that there are different data management issues facing teaching and research staff, there will be no obligation to answer all questions and participants will be directed to skip any question that is not relevant to their work. The questionnaire survey results will be collected anonymously and will not include any identifying information about the staff to encourage participation and candor.
Question 1.
Have you created a data management plan for you research, teaching, or outreach/dissemination data?
Never | Rarely | Sometimes | Always |
Question 2.
The SICS provides me with the tools I need to manage the data I produce from either my research, teaching, or content used for dissemination, outreach, or media.
Don’t Agree | Somewhat Agree | Agree | Strongly Agree |
Question 3.
The SICS provides me with the information and/or tools to understand the file types I need to manage.
Don’t Agree | Somewhat Agree | Agree | Strongly Agree |
Question 4.
Please provide any specific feedback concerning the tools that you have been provided by SICS to carry out this data management.
Free text: |
Question 5.
How aware are you of your responsibilities as set out in the Research Data Management Policy?
Not Aware | Somewhat Aware | Aware | Very Aware |
Question 6.
How aware are you of the MyResearch tool that helps collect, store and manage a range of research management information for researchers, managers, administrators, higher degree research students and supervisors?
Not Aware | Somewhat Aware | Aware | Very Aware |
Question 7.
If you are aware of the MyResearch tool, how useful is it for managing your data?
Not Useful | Somewhat Useful | Useful | Very Useful |
Question 8.
Do you have any service, support, or guideline suggestions for SICS or CSU that would help support your data management efforts?
Free text: |
Question 9.
How aware are you of your obligations to manage your records in accordance with the Office of Governance and Corporate Affairs?
Not Aware | Somewhat Aware | Aware | Very Aware |
Question 10.
If you are aware of your obligations, how useful is the Office of Governance and Corporate Affair’s Processes, Tools and Classifications in helping you manage your records?
I am Not Aware | Not Useful | Somewhat Useful | Useful | Very Useful |
Question 11.
How useful are teaching analytics in improving your teaching practice and course design?
Not Useful | Somewhat Useful | Useful | Very Useful |
Question 12.
How aware are you of your responsibilities when handling the personal data of individuals under the Personal Data Breach Procedure policy?
Not Aware | Somewhat Aware | Aware | Very Aware |
Question 13.
How aware are you of your responsibilities laid out in the Records Management Policy?
Not Aware | Somewhat Aware | Aware | Very Aware |
Question 14.
Do you see any opportunities to improve the how we collect and manage data? This can include issues relating to data governance, policy, frameworks, technology, tools, methods, and communication within SICS or CSU.
Free text: |
Question 15.
When planning your data management how guided are you by the University Strategy 2030?
Not Guided | Somewhat Guided | Guided | Very Guided |
Interview schedule
The following table identifies positions within SICS and CSU that impact SICS’s data and information being generated, collected, accessed, used, analyzed, disclosed, stored, retained, disposed, shared and re-used (Charles Sturt University, n.d.-a). The table includes a series of questions for these positions that aim to provide insight into our data management review in a holistic approach.
Data governance issues
SICS’s data governance needs should be considered when reviewing the school’s data management practices. Input from the survey and interviews should help to focus the data governance needs. The data governance issues include:
Policy and Principles: Ensure an awareness and understanding of crucial documents provided by various offices across the university such as the Research Data Management Policy (Charles Sturt University, n.d.-c), the Records Management Policy (Charles Sturt University, n.d.-b). Exploration is needed to determine whether the SICS should create their own policies or principles to aid SICS staff to better consider the school’s unique data types and the lifecycles of each type (Ladley, 2012). Results from the survey questionnaire may provide insight into what may be needed in this regard.
Compliance: the Research Office provides Data Research Management Compliance tools that include Data Management Plans and self-assessments (Charles Sturt University, n.d.-a). The SICS staff must ensure they are in compliance with the university’s Research Data Management Policy (Charles Sturt University, n.d.-c) and Records Management Policy (Charles Sturt University, n.d.-b). Exploration is needed as to whether to create a SICS-level compliance policy that includes consequences identified for non-compliance (Reichental, 2021). The feasibility of this should be decided after collation of the survey questionnaire and interviews.
Maturity Models: Maturity in SICS’s data governance will enable better assessment of the performance of the data being managed, such as the quality of teaching and research outcomes, and whether there is an increase or improved velocity in outreach/dissemination projects. Maturity models are an important metric that combine with the culture of an organisation to measure the sophistication of their management of data or information (Ladley, 2012). A maturity review helps SICS place themselves within a spectrum of processes and will highlight the needed next steps to increase maturity (see Appendix).
Conclusion
The aim of this report is to understand the data management services and support needs of staff within SICS. The results of the questionnaire and interviews will help guide future decision making about how best to adjust, design, implement, and evaluate any projects that will need to be undertaken to achieve optimal data management at SICS. The data produced is an asset for SICS and CSU and it enables all staff to contribute to delivering the university’s strategic goals.
Description
An Introduction to Data Management: Governance, Standards and Ethics
April 2022
Report created for An Introduction to Data Management: Governance, Standards and Ethics course in Master of Information Studies at Charles Sturt University.