#  1.Executive summary

This Data Management Plan (DMP) represents the final description of the data
management life cycle of SIC after 3 years of project implementation

A first DMP was submitted to REA on 16/11/2016, introducing the main types of
data the project would use and how it would be managed.

Secondly, based on the suggestions for improvement included in the Review
Report received on 02/06/2017, a second version of the DMP was submitted on
13/07/2017. Following consultations with the REA PO on 16/06/2017, the first
update of the DPM had only to address the following recommendation: ‘expand
paragraph 2.2.1 adding information on data backup and recovery, transfer of
sensitive data (if any) as well as for secure storage and archiving. In
addition, a link to the Zenodo page where the policy is explained must be
included. The rest of the document remained the same

This last version aims to address the rest of recommendations included in the
Review Report, mainly connected with the development of the Research Forum,
linked to the SIC website, as well as explaining how the project has fulfilled
its obligations regarding the new General Data Protection Regulation (GDPR)
which entered into force on last 25/05/2018.

##  Review report recommendations

‘The DMP is prepared and distributed among partners. However, it is
recommended to address several shortcomings that will improve DMP, e.g., data
types and formats need to be specified; the expected volume of the data need
to be estimated; data naming conventions need to be described; facilitation of
data interoperability needs to be described; procedures for data backup and
recovery, for transfer of sensitive data (if any) as well as for secure
storage and archiving need to be specified.

It is recommended to expand paragraph 2.2.1 while addressing the issue of
procedures.

Regarding the application of Zenodo’s policy, perhaps it is better to link to
this than include it in toto, as it may change over the life of the project.’

Therefore, this DMP specifically includes the new _Section 4 Research Portal,
Section 5 General Data Protection Regulation and Section 6 Sustainability plan
for keeping SIC data online_ , plus all the related annexes, in order to
report on how the different recommendations have been addressed., while the
rest of the document contains the same information included in the two
previous submitted versions.

January 2019 / 4

#  2.Data Management Plan

##  2.1 Definition

According to the  _EC_ “  a DMP is a key element of good data management which
describes the data management life cycle for the data to be collected,
processed and/or generated by a Horizon 2020 project. As part of making
research data **findable, accessible, interoperable and re-usable** (FAIR), a
DMP should include information on:

The handling of research data during & after the end of the project

What data will be collected, processed and/or generated

Which methodology & standards will be applied

Whether data will be shared/made open access and

How data will be curated & preserved (including after the end of the project)”
1  .

Therefore, NOT all kind of information and details collected during the
project is relevant for this DMP (e.g. contact details of participants of an
event) but data gathered for the purpose of research activities (see
definition below) within the project. That research can be later on used to
develop different outcomes (a report, a publication, a curriculum, a workshop,
etc.) Hence, not all sort of information collected during the SIC project is
subject of being part of the DMP.

According to the “Guidelines on Open Access to Scientific Publication and
Research Data in Horizon 2020” (2015): “ **Research data** refers to
**information, in particular facts or numbers, collected to be examined and
considered and as a basis for reasoning, discussion, or calculation** . In a
research context, examples of data include **statistics, results of
experiments, measurements, observations resulting from fieldwork, survey
results, interview recordings and images. The focus is on research data that
is available in digital form."**

**SIC** is _not a research project but a coordination and_ _support action_
aiming at creating a network of networks which will identify, engage and
connect actors including researchers, social innovators, citizens, policy-
makers, as well as intermediaries, businesses, civil society organisations and
public sector employees. Therefore, the type and format of data collected and
generated will be slightly different. The project won’t have extensive

**What**

**is**

**included**

**i**

**n**

**the**

**SIC**

**DMP**

**?**

research data. Only in few cases participants’ opinions expressed in a
questionnaire or qualitative experts’ feed backs will generate some data which
will be included in some SIC deliverables.

However, although the goal is not to develop scientific publications, a lot of
research data will be collected in order to develop several deliverables, such
as learning materials, landscape reports about SI in Europe, the impact
strategy, etc. This DMP refers to that information. For other questions
regarding ethical or IPR issues please see  _D7.6_ _Ethical_ _Guidelines_ a
nd  _D7.5_ _Legal_ _and_ _IPR Guidelines_ .

##  2.2 Data management policy

In the framework of the SIC project, data will be **collected from different
origins** : by doing interviews; surveys to partners, project events
participants and expert; research about other SI policies, projects,
initiatives and good practices; collection of information during events and
meetings; observation and evaluation of the events, Summer Schools, workshops
and experimentation sessions.

For the ethical standards to be followed when conducting research or other
project activities with participants (e.g. informed consent and participation)
see the  _D7.6_ _Ethical_ _Guidelines_ .

**2.2.1 Internal data management**

The SIC project has currently _two different repositories_ for the internal
data management which complement each other.

Both of them have arranged security measures to protect the data.

In Basecamp all data is written to multiple disks instantly, backed up daily,
and stored in multiple locations. Files that our customers upload are stored
on servers that use modern techniques to remove bottlenecks and points of
failure.

Nextcloud supports any existing storage solution, including object store
technologies, keeping data under control of trusted IT administrators and
managed with established policies. Nextcloud works with industry standard SQL
databases like PostgreSQL, MySQL and MariaDB for user and metadata storage.
More information about its security protection in Nextcloud can be found
_here_ .

The main features of the two SIC repositories are:  
  
<table>  
<tr>  
<th>

</th>  
<th>

**Basecamp: internal communication chat and 2 nd  repository **

</th> </tr>  
<tr>  
<td>

This repository was opened by the PCO during the preparation of the project
proposal, on October 2014.

The general workflow management is carried out by the PCO assistant (Patricia
Martinez) in charge of:

Giving access to partners by sending them an invitation to their email
address.

Adding reminders of relevant project milestones and other tasks in the
Calendar section.

Nonetheless, all partners are welcome to share information (Message option)
and documents (Files option) relevant and useful for the SIC project.

As part of the  _security_ _policy_ i  mplemented by the Basecamp repository,
all data storage is written to multiple disks instantly, backed up daily, and
stored in multiple locations.

It currently has 272 Discussions, 404 Files and 10 Text documents

Its main function is to act as both internal communication chat or forum for
all SIC partners as well as a back-up for all project deliverables and
relevant documents (minutes, agendas, templates, etc.

Due to the large volume of data already stored in Basecamp, this is no longer
the main internal repository. For that purpose the PCO opened Nextcloud (see
table below).

It has been kept for its usefulness as common SIC forum or internal chat to
discuss relevant topics as well as a back-up system for Nextcloud.

  * Examples of internal chats: 

  

  * Informing partners about the procedure to present proposals for the 2 open networks 

  

  * Inviting partners to conferences/events organised by other partner where the SIC project can be disseminated (such as doing networking, bringing brochures and presenting the project objectives and results). 

  

Documents which may be useful for the consortium as a whole will be shared and
stored here, so that partners can consult them when needed. Documents are
uploaded in pdf, word, power point, excel or similar formats.

As a backup system of the main SIC repository (Nextcloud), the PCO will carry
on adding all the deliverables submitted to REA in pdf format in Basecamp.
They will be stored in the Files section with the relevant identification
name. For instance, for deliverables, the deliverable number and name as it
appears in the GA; for agendas and minutes, the name of the Governance body,
number of the meeting and date.

_Example_ :

Deliverable: WP1_D1.4_launch event_agenda_v1_lp

Minutes of a meeting: Kick-off_management presentation_20160204_ale

</td> </tr> </table>

7  
  
<table>  
<tr>  
<th>

The PCO, as owner of the account, can also  _export_ _all_ _the_ _data_ f  rom
Basecamp, if an additional backup system is necessary. This procedure is not
done automatically by the server but can be carry out by the PCO manually by
clicking on the “Export” feature that the owner of Basecamp (The PCO) has. The
procedure is explained step by step  _here_ .  It is possible both to export
the data into a new Basecamp account and to receive an email with all the data
to be downloaded in your local disk. Depending on the amount of data it can
take more or less time. The procedure does not entail any additional cost.

</th> </tr> </table>  
<table>  
<tr>  
<th>

</th>  
<th>

**Nextcloud: official SIC internal repository**

</th> </tr>  
<tr>  
<td>

This repository was opened by the PCO in January 2017 in order to provide
partners with a system which allows a more user-friendly storage of data with
a very big capacity. Its architecture is similar to Dropbox, although
Nextcloud is free and open-source, allowing anyone to install and operate it
on a private server. In contrast to proprietary services like Dropbox, the
open architecture allows adding additional functionality to the server in form
of applications (to send messages, to establish a calendar, to monitor all the
actions done by users, etc.)

The **workflow management** is carried out by the PCO assistant (Patricia
Martinez), only person with Administrator status in the project and thus in
charge of:

Giving access to the SIC folders only to partners

Creating the users and passwords for all partners

Renaming users

Managing different groups (The SIC project has currently just 1 common group
for the whole consortium but if needed, the PCO assistant can create sub-
working groups)  Resetting passwords  Eliminating users

Changing users’ status (such as naming another Administrator, if needed).

Explaining to partners the procedure to change their password to ensure
security access. See Annex 4.3

Monitoring the change history of the group (file modifications, uploads,
downloads of shares and changes to comments or tags)

For more **technical operations** , the PCO counts on the assistance of an IT
team at AEIDL. The programing engineer who set up Nextcloud has also the
Administrator status of the repository in case his assistance is needed. Among
the tasks which the Administrator can conduct, the Nextcloud  _Administrator_
_Manual_ i  ncludes how to carry out the  _Backup_ o  f the folders and the
database, and the  _Restoring_ _of the_ _Backup_ .  Additional  _hardening_
_and_ _security_ f  eatures can be added to those already put in place by
Nextcloud.

**Backup procedure**

</td> </tr> </table>  
<table>  
<tr>  
<th>

The backup procedure is not done automatically, but it can easily be done by
the PCO, with the assistance of the above-mentioned ad hoc IT expert who works
half an hour per week in the maintenance of this repository. To back up a
Nextcloud installation see Annex 4.4

**Procedure for restoring Backup**

In case any folder of database needs to be recuperated, Nextcloud has a
procedure established for their restoring. In the hypothetical case that
happened, the PCO will contact the IT expert immediately and inform the REA
PO. To restore a Nextcloud installation see Annex 4.4

For additional information, the Nextcloud Manual is included in Annex 4.5

Sensitive data: information related to health, sexual lifestyle, ethnicity,
political opinion, religious or philosophical conviction is generally
considered as sensitive data, and is not foreseen in the SIC project.
Nevertheless, if requested by a partner, the PCO assistant can limit the
access to a folder to only authorised people. With Nextcloud, system
administrators (in this case the PCO assistant) can control and direct the
flow of data between users or between servers. Rule based file tagging and
responding to these tags as well as other triggers like physical location,
user group, file properties and request type enables administrators to
specifically deny access to, convert, delete or retain d a t a following
business or legal requirements.

It has been classified by the following folders (see Annex 4.2): WPs (7
folders); Official

documents (1 folder containing the Grant Agreement and the Consortium
Agreement); and ‘Pictures Library’ (with subfolders, to storage all pictures
taking during SIC events and meetings) WPLs are in charge of keeping their
files updated (Deliverables submitted, internal material useful for the
implementation of the tasks within that WP, etc.).

The whole Nextcloud server installed at AEIDL has 2TB (2 terabytes, or 2000
gigabytes of disk space

The default quota initially allocated to the SIC folder is 1 GB per user. The
total number of users (SIC partners) is currently 30. Therefore, a total of 30
GB is available for the project

By end of June 2017 (M17) the space which has been used is 278.4 MB.

A total volume of data for the whole project lifecycle has not been foreseen.
Nevertheless, the capacity used after the first half of the project is less
than 1 % of the total capacity. Therefore, it is estimated that the remaining
space in Nextcloud will be more than enough to storage all the upcoming
project data. Otherwise, the Project Coordinator Assistant can easily increase
this quota, provided that there is remaining space, situation which is almost
certain (as mentioned above, the server was open at the beginning of 2017 with
a total capacity of 2TB, therefore the total percentage used thus far is
minimum).

</th> </tr> </table>

January 2019 / 9

**General principles:**

_🞈_ Each partner will store and safeguard the qualitative data in his/her
institutional repository during and after finishing the activity he/she has
conducted. In the normal scenario of joint participation (several SIC partners
carry out an activity) all of them can store and preserve the information or
to appoint one of them as responsible to do it. In that case, the relevant
data will be made available to the other partners when requested.

_🞈_ The data will be preserved during the project life and without any costs.

_🞈_ Only relevant data for the SIC objectives will be collected and it will
be used only for the purpose of the project.

_🞈_ Partners do not need to share all the data they have been collected for
every single task with the whole consortium. When developing joint results
with other partners, the majority of the cases in the SIC deliverables,
partners will share the specific data it is needed to achieve that joint
deliverable. Moreover, in order to make that data accessible and re-usable
(FAIR principles) a partner can request access to any data developed in the
framework of the SIC project to another partner which can be useful for other
SIC deliverable.

**Methodology** to share documents in the common SIC storage system and make
them easily findable: see Quality Assurance Guidelines, section _6\.
Communication within the Governance structures_ and Quality Assurance Report-
Part I, section _7.1 BC as a repository function._

_🞈_ On the other hand, the **final results** will always be shared with the
consortium and stored in both Nextcloud and Basecamp, in pdf format, so that
the data is **_findable, accessible, interoperable and_ _re-usable_ ** for all
partners: data can be useful and reused for other SIC deliverables.

_🞈_ The SIC consortium will evaluate the possibility of maintaining the data
in a long-term, after the project life, in accordance with the project
sustainability plan.

**2.2.2 External data management**

Some relevant SIC data will be publicly online through 2 tools:

  1. The **website** : The  _SIC_ _website_ i  s managed by SIX, with a shared responsibility among the SIC consortium for uploading and contributing content. In practice this means that SIX is playing an editorial role curating its content. 

  

  

The network facilitators play a key role in bringing content and driving
traffic to the SIC website. A member of SIX team gave the network facilitator
training in how to use the backend of the website. A website user
guide/handbook has been created and shared with the network facilitators, and
a google hangout/virtual coffee session was dedicated to the process and
troubleshooting. If necessary, one to one training and check ins on the phone
with the SIX team will be available.

  2. An **official repository (The SIC Learning Repository) (Open Access)** : as it was already mentioned, the SIC consortium, with the aim of sharing with the whole community the project results achieved, will provide open access for those deliverables that partners have considered relevant to include in the repository, requiring prior agreement (see section 3). 

  

  

##  2.3 Protection of data

The PCO launched a consultation to WPL regarding IPR, Open Access and Data
Management aspects before drafting this plan. Following that consultations,
WPL5- Nesta suggested to preserve the SIC Data thought a CC-BY-NC-SA licence/
Attribution-ShareAlike

This license allows others to remix, tweak, and build upon our work even for
commercial purposes, as long as they credit you and license their new
creations under the identical terms. This license is often compared to
“copyleft” free and open source software licenses. All new works based on ours
will carry also this license, so any derivatives will also allow commercial
use.

Moreover, the EC encourages authors to retain their **copyright** and grant
adequate licences to publishers and suggests  _Creative_ _Commons_ _(CC)_
offers as useful licensing solutions  2  . Through CC the SIC consortium could
get the mentioned CC-BY-NC-SA licence/ Attribution-ShareAlike.

CC is a non-profit organization that enables the **sharing and use of
creativity and knowledge through free legal tools** . Creative Commons
licenses are not an alternative to copyright.

Among the list of licences which CC offers, it’s the mentioned  _CC-BY-NC-SA_
l  icence.

__ **How do CC licenses _operate_ ?  **

CC licenses are operative only when applied to material in which a
_copyright_ e  xists, and even then only when a particular use would otherwise
not be permitted by copyright. Note that the latest version of CC licenses
also applies to rights similar to copyright, such as  _neighboring_ _rights_ a
nd  _sui_ _generis_ _database_ _rights_ .  _Learn_ _more_ _about_ _the_
_scope_ _of_ _the_ _licenses._ This means that CC license terms and conditions
are **not** triggered by  _uses_ _permitted_ _under_ _any_ _applicable_
_exceptions_ _and_ _limitations_ _to_ _copyright_ ,  nor do license terms and
conditions apply to elements of a licensed work that are in the public domain.
This also means that CC licenses do not contractually impose restrictions on
uses of a work where there is no underlying copyright. This feature (and
others)  _distinguish_ _CC_ _licenses_ _from_ _some_ _other_ _open_ _licenses_
l  ike the  _ODbL_ a  nd  _ODC-BY_ ,  both of which are intended to  _impose_
_contractual_ _conditions_ _and_ _restrictions_ o  n the reuse of databases in
jurisdictions where there is no underlying copyright or sui generis database
right.

All CC licenses are non-exclusive:  _creators_ _and_ _owners_ _can_ _enter_
_into_ _additional,_ _different_ _licensing_ _arrangements_ f  or the same
material at any time (often referred to as “dual-licensing” or “multi-
licensing”). However,  _CC_ _licenses_ _are_ _not_ _revocable_ o  nce granted
unless there has been a breach, and even then the license is terminated only
for the breaching licensee.

**There are also** **_videos_ ** **_and_ ** **_comics_ ** **t** **hat offer
visual descriptions of how CC licenses work.**

##  3\. Open access

###  3.1 Definition

Open access (OA) refers to the practice of providing online access to
scientific information that is free of charge to the end-user and reusable.
'Scientific' refers to all academic disciplines. In the context of research
and innovation, 'scientific information' can mean:

▪ Peer-reviewed scientific research articles (published in scholarly
journals), or ▪ Research data (data underlying publications, curated data
and/or raw data).

OA comprises **_2 steps:_ **

Depositing publications in repositories Providing open access to them

Hence, the H2020 requirement about OA is not satisfied by publishing the
material on the SIC platform. It has to be published on repositories (go to
section 3.3 Open Access procedure).

Under these definitions, ' **access** ' includes not only basic elements - the
right to read, download and print – but also the right to copy, distribute,
search, link, crawl and mine.

Publication in the SIC platform: **Dissemination** purpose

Publication in an official Repository: H2020 **Open Access** requirement

**Open**

**access**

**Publication on**

**the website**

When it comes to open access, we need also to distinct between open access to
scientific peer-reviewed publications and open access to research data:

**Publications** – open access is an **_obligation_ ** in Horizon 2020.

**Data** – the Commission is running a flexible pilot which has been extended
and is **_applicable by_ _default_ **

However, while open access to research data thereby becomes applicable by
default in Horizon 2020, the **Commission also recognises that there are good
reasons to keep some or even all research data generated in a project closed**
.

Therefore, the SIC consortium must decide to what extent all the data gathered
will be shared and for how long, so that the decisions taken during the
lifespan of the project don't come into conflict with the sustainability of
the SIC after its end.

###  3.2 Decisions taken in the framework of the SIC project regarding Open
Access

Although no peer-reviewed publications have been envisaged in the SIC project
so far, that would make Open Access compulsory, the SG decided during its
first meeting held on 03/05/2016 that OPEN ACCESS would be the rule for the
data collected during the project.

This **DPM is a living document** that will be updated on the basis of new
decisions taken during the 3 years of project implementation, in particular
whenever significant changes arise, such as new data, decision to file for a
patent, changes in consortium composition and external factors, etc.

###  3.3 Open Access procedure

WHAT data will have OA?

List of deliverables already identified by partners (WPL) which although not
mandatory (they won’t be subject of **peer-reviewed scientific publication)**
would be subject of **Open Access** (following the recommendations of the EC
in the H2020 Manual). This list is only a proposed starting point and
therefore not exhaustive list  
  
<table>  
<tr>  
<th>

**Deliverable number**

</th>  
<th>

</th>  
<th>

**WP**

</th>  
<th>

**Beneficiary**

</th>  
<th>

</th>  
<th>

**Due date**

</th> </tr>  
<tr>  
<td>

**D2.1 SIC Research**

**Landscape Report** **D2.4 SIC Research**

**Community Roadmap**

</td>  
<td>

</td>  
<td>

**2**

</td>  
<td>

</td>  
<td>

**TUDO**

</td>  
<td>

**M14**

</td>  
<td>

</td> </tr>  
<tr>  
<td>

**2**

</td>  
<td>

</td>  
<td>

**TUDO**

</td>  
<td>

**M36**

</td>  
<td>

</td> </tr>  
<tr>  
<td>

**D3.7 Evaluation and**

**case study report**

</td>  
<td>

</td>  
<td>

**3**

</td>  
<td>

</td>  
<td>

**YF**

</td>  
<td>

**M34**

</td>  
<td>

</td> </tr>  
<tr>  
<td>

</td>  
<td>

**D4.5 SIC Learning**

</td>  
<td>

</td>  
<td>

**4**

</td>  
<td>

</td>  
<td>

**UNIBO**

</td>  
<td>

**M36**

</td>  
<td>

</td> </tr>  
<tr>  
<td>

**Materials Repository integrated in SIC Online Platform and**

**fully developed**

**D5.1 Results of**

**landscape mapping**

</td> </tr>  
<tr>  
<td>

**5**

</td>  
<td>

</td>  
<td>

**NESTA**

</td>  
<td>

**M8**

</td>  
<td>

</td> </tr>  
<tr>  
<td>

**D5.3 3 Annual State of the Union reports - Part**

**I**

</td>  
<td>

</td>  
<td>

**5**

</td>  
<td>

</td>  
<td>

**NESTA**

</td>  
<td>

**M10**

</td>  
<td>

</td> </tr>  
<tr>  
<td>

</td>  
<td>

</td>  
<td>

</td>  
<td>

</td>  
<td>

</td> </tr>  
<tr>  
<td>

**D5.6 Annual State of the Union reports - Part**

**II**

**D5.7 Annual State of the Union reports - Part III**

</td>  
<td>

</td>  
<td>

**5**

</td>  
<td>

</td>  
<td>

**NESTA**

</td>  
<td>

**M22**

</td>  
<td>

</td> </tr>  
<tr>  
<td>

**5**

</td>  
<td>

</td>  
<td>

**NESTA**

</td>  
<td>

**M34**

</td>  
<td>

</td> </tr>  
<tr>  
<td>

</td>  
<td>

</td>  
<td>

</td>  
<td>

</td>  
<td>

</td> </tr> </table>

WHO will do it?

In order to centralise the responsibility, the PCO will be in charge of
providing the open access to the selected deliverables in close collaboration
with the **author of the deliverable** , normally the TL, who will provide the
PCO with the needed information for the metadata. In case the TL is not the
author of the publication, the partner who is the author will assist the PCO.
In the event of conflict, the WPL will inform the PCO who will report to the
SG members to achieve a final decision.

The PCO will inform the partner before and after publishing the data in the
repository.

WHERE?

Repository suggested: Zenodo

_Zenodo_ i  s an open data repository service maintained by CERN, Geneva.
Zenodo was launched in May 2013 and upgraded in September 2016.

Zenodo archives, and makes available, research outputs in all scientific
disciplines. Datasets can be located via the Zenodo Elasticsearch engine.

For more information about the **Zenodo policy** click  _here_ .

_🞈_ Features:

Research shared. — all research outputs from across all fields of research are
welcome

Citeable and discoverable. — uploads get a Digital Object Identifier (DOI) to
make them easily and

uniquely citeable.

Communities — create and curate your own community for a workshop, project,
department,

journal, into which you can accept or reject uploads.

Funding — identify grants, integrated in reporting lines for research funded
by the European Commission via OpenAIRE.

Flexible licensing — in case we were not under Creative Commons.

Safe — the research output is stored safely for the future in the same cloud
infrastructure as CERN's own LHC research data.

To see a **guideline to sign up and upload** content into Zenodo go to **Annex
4.1**

ROUTE?

**Green Open Access** has been the option chosen by the SG members.

It means:

The author, or a representative, archives (deposits) the published article or
the final peer-reviewed manuscript in the online repository before, at the
same time as, or after publication.

Green open access is possible because subscribers pay all the expenses needed
to support the publication process. This means authors do not need to pay any
additional charges.

HOW?

**Depositing**

**the**

**deliverables**

**in**

**the**

**repositorie**

**Providing**

**open**

**access**

**to**

**it**

**2 steps:**

The partner must **deposit a _machine-readable electronic_ _copy_ of the
relevant document ** or final peer-reviewed manuscript (if any) **in the
repository** . This must be done as soon as possible and at the latest upon
publication. Where possible, the version deposited should be identical to the
published version (in layout, pagination, etc.).

__ **'Machine-readable electronic copy'** \-

publications must be in a **format** that c **an be used and understood by a
computer** . They must be stored in text file formats that are either
standardised or otherwise publicly known so that anyone can develop new tools
for working with the documents.

**Self-archiving / 'green' OA** : partners can deposit the final peer-reviewed
manuscript in the selected

repository. They must ensure open access to the publication within at most 6
months and 12 months for publications in the social sciences and humanities
which is the case of SIC.

Beneficiaries must also provide open access, through the repository, to the
**bibliographic metadata** that identify the deposited publication.

__ **Metadata:** a set of data that describes and gives information about
other data.

These must be in a standard format and must include the following:

_🞈_ The terms ["European Union (EU)" & "Horizon 2020"]["Euratom" & Euratom
research & training programme 2014-2018"]

_🞈_ The name of the action, acronym & grant number

_🞈_ The publication date, the length of the embargo period (if applicable)
and a persistent identifier.

The purpose of the bibliographic metadata requirement is to **make it easier
to find publications** **and ensure that EU funding is acknowledged** .
Information on EU funding must therefore be included as part of bibliographic
metadata so that Horizon 2020 can be properly monitored, statistics produced,
and the programme's impact assessed

WHEN?

The partner in charge should ensure open access as soon as possible after the
publication is ready **within at most 6 months** and 12 months for
publications in the social sciences and humanities which is the case of SIC.

##  4\. SIC Research portal

###  4.1 The purpose of the data collection for the Research portal

The main function of the  _SIC research portal_ is to act as a _**knowledge
hub** _ for the _**audience of SI community** _ (SI innovators, policy makers,
researchers, practitioners) allowing them to read, analyse and review social
innovation-related research. As a digital space it supports research related
exchange, triggers discussion on emerging research topics, and provides
support for new research collaboration and ideas. The SIC research portal
promotes research development dissemination on a European, national and local
level, and improve awareness of SI related research activities, emerging
topics and results.

Thematically the forum focuses on research activities and results along the
SIC network topics; emerging research hot topics are of particular interest
and as well as developments in more specialised fields of social innovation as
well as at European, national and local levels.

###  4.2 The relation of the research portal to the objective of SIC

It brings together on-going social innovation research activities in Europe,
facilitating research discussions within the SIC networks to increase the
impact of research results. The SIC research portal is open to all
stakeholders from all sectors and disciplines interested in social innovation.

###  4.3 The types and formats of data generated

The data are blog posts, written in a not academic style, rather in an easily
comprehensible way to make blog posts accessible to a broad audience,
including ‘lay-people’. The blog posts serve as a communication channel to
disseminate academic, professional or technical expertise and knowledge to a
broader audience. The origin of data can be:

  * Interesting insights from a conference/workshop/etc. together with a link to the presentations; 

  

  * Summary of reports from a SI related project; 

  

  * SIC related research orientated deliverables – with reference to the deliverable download; 

  

  * A theory heard from a key note speaker on a conference; 

  

  * A publication about SI definitions, theories, … 

  

  * An innovative research method, where experiences of other researchers would be helpful;  An emerging hot topic research question; 

  

  * Etc. 

  

Contributors of blog posts can be:

  * Ongoing research activities within SIC, mainly form WP2 partners 

  

  * Beyond WP2 partners, from other researchers within the SIC consortium 

  

  * Researchers within the SIC networks 

  

  * Researchers from previous SI related projects 

  

  * Researchers who were personally invited for posts, e.g. at a conference 

  

###  4.4 The expected size of the data

By 16  th  January 2019 , 32 posts entries, with estimated 160.000 bytes have
been published. By end of the SIC project, around 35 posts can be found in the
research portal with estimated 175.000 bytes.

###  4.5 Discovery of data

The data are formatted and presented as blog posts and can be found on the SIC
website, in particular on the subsite
_https://www.siceurope.eu/resources/research-portal_

The SIC website is hosted by the company  _Effusion LLP_ ,  which WP1 partner
SIX chose as the contributor following a considerable decision process (see
Deliverable D1.5 Digital Platform) The metadata on the SIC website is stored
and located on a server which is managed on the website behalf by Bytemark

(bytemark.co.uk/terms/sla/) - a datacentre that has multiple connections to
the internet, within a sealed airconditioned environment and which is UPS and
diesel generator protected. (see more information in Annex 7.6: Website
Hosting & Maintenance Schedule)

All contributors can in addition to the SIC website chose to publish their
social innovation publications in this reference manager, named

For access to  _Zotero_ they have to send a request to SIC Partner ZSI (Maria
Schwarz ( _schwarz@zsi.at_ ) who is holding the formal agreement and hosting
of SIC at the Zotero portal.

###  4.6 Naming conventions

Each blog post is written by one or several author(s), who follow a predefined
structure.

Following that predefined structure, each blog post consists of following
data:

  * **Title** of the blog post: it provides a notion of the content of the blog post; the title is created by the author(s) 

  

  * **Author(s)** of the blog post, her/his or their affiliation 

  

  * (in most cases) a summary or teaser of the blog post, created by the author(s) 

  

  * **Content** of the blog post: is about emerging hot research topics and questions, remarkable theories and innovative research methods; it may include links to external website and sometimes photos which illustrated the description; the content is created by the author(s). 

  

  * **Hashtags:** to make the finding easier (keyword search option) when spreading the blog post on social media (Twitter and Facebook). These hashtags are recommended to author(s): inspire you: #socinn #socialinnovation #socialimpact #socimp #socent #socialventures #CSR #workinnov #gamechangers 

  

#digital #soctec #socdesign #grassroots ~~#~~ experimental ~~#~~ community
~~#~~ cities ~~#~~ challenges ~~#~~ participation ~~#~~ networks  _~~#~~
sicommunity _ _~~#~~ researchimpactEU _ #knowledge #publicsectorSI #refugees
#innovation #socialcohesion  3  , #tsimanifesto.

  * **Tags** : which are linked to other relevant entries on the SIC website. 

    1. _SIC Network Topics:_

       * Academia-led innovation 

  

       * Cities and Regional Development 

  

       * Climate Innovation Network 

  

       * Collaborative and Sharing Economy 

  

       * Community-led Innovation 

  

       * Corporate Social Innovation 

  

       * Digital Social Innovation 

  

       * Funding Social Innovation 

  

       * Intermediaries 

  

       * Public Sector Innovation 

  

       * Social Economy 

  

  

    2. _SIC Themes:_

       * Education 

  

       * Environment 

  

       * Design 

  

       * Finance 

  

       * Health 

  

       * Migration 

  

       * Gender 

  

       * Poverty 

  

       * Employment 

  

       * Energy 

  

       * Transport / Mobility 

  

  
  

  

  * Others 

  

The procedure for date backup and recovery on the SIC website is agreed with
the website host Effusion. As mentioned above, the SIC website is located on a
server which is managed on Effusion’s behalf by Bytemark. A data backup plan
is put in place. The plan secures:

A nightly backup of the SIC website is taken by Bytemark on behalf of Effusion
and stored securely on-site by them. In the event of a serious system or
hardware issue, the site could be restored from this backup. This is the
‘system backup’.

In addition to the system backup, Effusion built the SIC website to be
configured to automatically take a ‘site backup’ of the website as a minimum
once each day. The ‘site backup’ takes a copy of the website itself, any files
you have uploaded to it and the content contained within the CMS which will be
stored within the site database. This backup is saved within the SIC webspace.

Each day a further backup by the website is taken and appended to the SIC
webspace. This means that, should SIC need to recover data from the site or
the site itself, Effusion can help SIC to recreate the site at a given point
in time subject to a backup being available. The backups are not stored
indefinitely as they can take quite a lot of disk space, and a housekeeping
process is contained within the backup system to clear-up unnecessary backups,
such that, SIC could for example restore the site to any point within the past
week, any week within the past month, any month within the past year.

The data plan also offers SIC to carry out reports for the website
periodically. This is part of the agreed maintenance schedule. The backup
system can be accessed from within the administration menu: Configuration >
System > Backup and Migrate.

For more information on procedures for data processing and website hosting
terms and conditions, see Annexes 7.7 and 7.8

The research portal doesn’t consist of sensitive data and therefore there is
no procedure for transfer of sensitive data in the project

Lastly, the Research portal has been identified by the SIC as one of the main
outcomes which will be sustained after the project implementation. Details on
how this platform will be exported to the  _European School of Social_
_Innovation_ (EESI) website are including in the following section

##  5\. General Data Protection Regulation

**5.1 What is the GDPR?**

Since the 25  th  of May 2018, the European Union has established a  _new law
on the protection of personal data_ .  The law focuses on the personal data of
natural persons in the working environment. That does not mean relationships
between people in the private sphere.

**What is personal data?**

Data is personal if we can identify an individual behind it. It can be unique
data or data linked to another.

⮚ _A first name alone is not personal data. You know lots of different people
called Marie so if someone speaks about Marie you cannot identify one specific
person. But if that person told you that s/he is referring to Marie who works
at AEIDL, it becomes personal data._ So personal data can be:

  * Names and surname unless they are too common (EX: Jacques Dupond) 

  

  * Postal addresses 

  

  * Email addresses 

  

  * National registry numbers 

  

  * Bank accounts 

  

  * GPS localisation 

  

  * IP addresses 

  

  * Vehicle numbers 

  

  * CVs 

  

  * Medical dossiers 

  

  * Biogenetic code 

  

\- …

It is sometimes difficult to make the difference between sensitive data like
religious origin or sexual orientation. But the rule to know what is covered
by the law is: **if you can identify a real person behind the data, it’s
personal data.**

###  Main pillars of the new law

The main principle is to inform people. Real people have to be aware that
organisations have their personal data, for which purpose and for how long
they will keep it. That brings us to the questions:

  * On which basis can I justify the use of some information and not the other? o How long can I keep personal data? 

  

  * Do I have to ask the consent of each person? 

  

  * What type of data do I already manage? 

  

The new law gives us clues to answer these questions. The GDPR is about
transparency, limitation and minimalism, precision and data retention time
limit and of course about confidentiality.

####  **Transparency**

Transparency is the key point of the regulation. All individuals have to know
where their personal data is stored and why by a correct information.
Organisations must be transparent. When people give their personal data to
companies, in exchange they have to receive information that explains why they
had to give each type of data.

⮚ _When you subscribe to a newsletter, you have to give your first name,
surname and email address. The organisation gives you the information that
your data will only be used for the newsletter. If it is also used for
something else like a mailing list to send alerts or kept in a database, you
must be informed of this._

####  **Minimalism and limitation**

We are only allowed to collect the data needed for our daily work and to
continue our activities. **We cannot collect data for the sake of collecting
data** . It is not necessary to know the geographical regions of subscribers
for a newsletter subscription. That’s the principle of minimalism and
limitation. We cannot ask for someone’s medical file if it is not needed and
if there is no reason to keep this

information.

####  **Exactitude**

The monitoring authority is also going to check if all the information is
correct and if the organisation is still within the data conservation period.
In order to keep track of the conservation period, we have to take note of the
process for each type of information collected and also to guarantee that we
only have the information we need

####  **Confidentiality**

Confidentiality is the last pillar of the GDPR. The data must be available
only to the person that needs it. Access to personal data must be secured by a
firewall and password, and if it is a paper version, secured by an alarm
system.

This pillar is also important for subcontractors. All the rules are mostly for
the owner of the data. If the company is not the owner of the data, it has to
reassure the client that the data is secure with restricted access, on
European servers.

#####  5.2 GDPR during the SIC project

In order to fulfil with the above mentioned GDPR regulation, WP1 Leader SIX
updated the privacy policy for SIC and sent out an email (from
info@socialinnovationexchange.org) on May 18  th  2018 to all the recipients
of the SIC mailing list to ask them their permission to stay in touch. Those
who didn’t comply to the policy and signed up approving the new GDPR policy
were removed from the list. The process with these steps can be seen in the
following:

Connected with the Update Setting option, a new window popped up so that the
users could either update their preferences or unsubscribe to the newsletter
in a very easy way

#####  5.3 GDPR after the SIC project

SIX, partner in charge of the SIC Communication and Dissemination WP 1, will
send out the last official SIC newsletter in January 2019. As it has been
agreed to keep a quarterly SIC newsletter in interest of sustainability
(offered by SIX to design and launch) current SIC newsletter receivers will be
asked if interested to continue to follow social innovation news in Europe,
and in case of interest to sign up to a new list, which is designed and held
by SIX following the GDPR rules. This transition and continuation of SIC news
will also be shared via SIC’s other communication channels such as Twitter and
Facebook. Both the Facebook Group and the @SICommunity Twitter handle will
stay active after SIC comes to an end. Find more information about the
Sustainability plan in Deliverable 1.3.

##  6\. Sustainability plan for keeping SIC data online

As stated in Deliverable 1.3: Final Network Map and Sustainability Plan: _The
SIC website will stay online for as long as the URL is active (until May
2019). From March 2019, after the H2020 project officially ends, the website
will have a note on the homepage that says: ‘this is no longer a funded
programme therefore we are not updating the site, but please feel free to view
content”. Visitors will be guided to the Learning Repository, the ESSI website
and sign up for SIX’s SIC newsletter._

Below, you’ll find a more detail plan about the way SIC will keep and move
data around the Research Portal in particular, as well as about the SIC
Learning Repository, which the SIC consortium has agreed to ‘invest’ in an
updated version of, keeping this LR online platform alive for a year after SIC
comes to an end.

###  6.1 Research Portal and research outputs

As part of the SIC sustainability Plan to keep the main SIC products alive, 4
taskforce groups were created to discuss and develop a specific SIC
Sustainability Plan lead by SIX. As part of such process, a SIC Research
taskforce was created.

Following discussions at the GA meetings in Zagreb in March 2018 plus a
working/taskforce group process in Spring 2018, the group proposed an approach
to the sustainability of the Research elements. The proposal was discussed by
the consortium at the GA on 26 June 2018 in San Sebastian and the plan
outlined below was agreed.

**6.1.1 Agreed Sustainability Plan for SIC Research**

**General comments/reflections:**

 SIC has enabled a possibility for SI research to unite across research
institutions but also to connect in different ways with communities and
practice ‘outside’ research practice. This is valuable and something SIC would
want to see continuing. The consortium thinks some of these ‘practices’ will
be kept in the future through the involved researchers continued work e.g.
other research projects/conferences, shared journals etc. and through the
existence of network organisations like SIX.

**Proposals/suggestion of sustainability**

  1. **ESSI website to ‘house’ SIC Research elements**

     * ESSI website will take-over SIC Research section to sustain the research elements of SIC 

  

     * All key SIC research outputs and other important research pieces should also be posted on ESSI website 

  

  

  

Considerations

  * All SIC pieces should keep the SIC brand/logo and should be referred to as SIC outputs  All content needs to be open access 

  

  * All consortium partners are welcome to still keep producing content under SIC brand (particularly if things are produced with a partnership of 2 or more SIC partners) 

  

  * If any researcher/partner uses content produced under SIC, it must be branded/cited as SIC original content 

  

  * If we produce content independently inside our projects that would be interesting for SIC community, it should be shared on ESSI 

  

  2. **ESSI events to promote SIC**

     * SIX and ESSI will use each other’s events to promote SIC research in the time after SIC. The next biannual ESSI conference will take place in October 2019, and it has already been agreed that there will be left a space for SIC research to be ‘shared’. In addition, there will be other SIC Sustainability efforts (like the SI Assembly (D.6.10), which will provide a space for SI researchers to engage with other sectors and connect around the interest of SI. 

  

  

  

####  **6.1.2 Next steps**

Members of WP2: Research, and other SIC partners who are involved with
research communities (e.g. network facilitator of the Academic-led Social
Innovation network) have been given the task to point out which pieces from
the SIC website should be moved to the ESSI platform. This will be decided by
the end of January 2019 to allow for SIC dissemination responsible and ESSI to
collaborate on the transfer and reported in the 2  nd  Progress Report due by
31  st  March 2019.

####  **6.1.3 SIC elements and data to be sustained on the Learning
Repository**

A number of key outputs from SIC (which are currently presented on the SIC
website) will be moved to the updated SIC Learning Repository in M36. In
addition to existing content, new descriptions of SIC learning offers will be
created to describe how they can be conducted in the future. The Learning
Repository is open access and fully SIC branded.

**The updated version of the Learning Repository will have two main areas of
content:**

  1. Landing page in the form of a blog devoted to the Public Sector and the use of Social Innovation to improve the welfare system. This area will collect all the contents already produced in SIC to support the Public Sector to introject social innovation in the everyday practices of services delivery; 

  

  2. A second area containing all the tools produced and collected in SIC to support the design and experimentation of SI by researchers, innovators and intermediaries. 

  

  

The maintenance of the Learning Repository will be led by SIC partner
UNIBO/POLIMI, who in the first year will update the platform with relevant
news and content. All SIC partners are welcome to feed in content. For more
information, see D4.5 SIC Learning Materials Repository integrated in SIC
Online Platform and fully developed

####  **6.2.1. Next steps**

Similarly, to the Research Portal, SIC partners who are leading different
areas of work where elements were agreed to be moved to the Learning
Repository will be in charge, alongside with WP1 Leader SIX and Learning
Repository host UNIBO/POLIMI, to select the existing content and the
additional one that will be created. This process has started and will finish
in M36. If new learning elements are offered in the future (like the SIC
summer schools) a license signed by all partners will be created.

The SIC website is not closing before May 2019, when the URL runs out allowing
time to move last key content produced in the last months of SIC. More
information on this procedure can be found in D1.3 Final network map and
sustainability plan.