DATA CHEAT SHEET FORSTUDENTS STAFF VISITORS• Data Management Plan (DMP)1. When is Research Data generated? • You are responsible for generating accurate data, maintenance, and creating proper documentation
• Report immediately any data issues
2. Responsabilities• Storing research data in private devices is not advisable! (might lack security and backups)
• Use VPN when working outside of Aalto network
• Data storage services at Aalto
• Students and Visitors need to share their data with an authorized team member which then upload the data to the group storage. Requires to be agreed upon before starting
3. Storage spaces and Locations• Personal storages: spaces for personal material, such as work (drafts) or studies. Only the owner has access rights. Favored options and how to access them:
- Home: \\home.org.aalto.fi\userID
- Cloud OneDrive: log in with your Aalto account to OneDrive and access ‘My files’
• Department storage: a storage for sharing information inside the unit (e.g., risk protocols). Ask for access• Group storage: shared space for all group members. Store all relevant research data in project-specific folders, uploading at least once a month. Access:
(1) Log in Microsoft Teams with your Aalto account
(2) Navigate to MMD team and then to your project space
(3) Click on ‘Files’ tab
(4) Link your workstation by clicking on ↺ Sync button
• Personal home space: 100 / 100 / 100 GB
• Personal cloud space: 50 / 100 / 10 GB5. Space quotas• All data used in publications that can be made open should be made open, following the principle as open as possible, as closed as necessary
• Data availability statement
• Use Zenodo to open data up to 50 GB9. Open Science• Access training materials
• Support contacts: Data Agents & IT Support10. Training and Support• For personnel with an Aalto contract, unless stated otherwise, the university holds unique database rights over research data, allowing it to decide on data use, access, and availability. As the author, you retain the right to receive credit and citations
• Ethical Guidelines
• Institutional Policies on Open Science
• Legal Aid
11. Compliance and Policies• The decision to share data lies with the PI
• When external collaborators are involved, follow security protocols and discuss beforehand collective authorship and ownership (research data is typically transferred to Aalto University)6. Sharing protocols• Deletion period of Personal storage: 4 months
• Deletion of data of each project is to be defined case by case7. Archiving• Each member is added to one or more projects
• Each project has the main structure:4. Organization of Group storage• FOLDER naming conventions: YYYYMMDD_userID_+DescriptiveName/• Each data set in FOLDER requires proper documentation. Bare minimum practice is a README file
• If possible, use open file formats for data storage
• Physical notebooks must be kept up to date and returned when leaving
• Digital notebooks: amad.aalto.fi is supported at Aalto and useful to store and analyse experiments data (notebook.aalto.fi is also supported but with less features)
• README files must contain at least:
8. Documentation• You can find examples of README files in the MMD Teams General/Data Management/README folder
(1) Outline the experiment
(2) Structure of data folders and how files names are organized
(3) Methodology
(4) Descrition of file formats
(5) Relevant metadata
/Project/Publications/FOLDER → add all materials used in publications (e.g., drafts, figures, data sets)
/Project/InProgres/FOLDER → create subprojects ranging from organized testing ideas to potential publications (e.g., experimental data, proposals, collabs)
/Project/Outputs/FOLDER → add relevant outputs (e.g., presentations, photoshoots, guides, reports, thesis)
• Plan → Collect → Store → Analyze → Publish → Archive
• Responsibility at Aalto