#  1\. INTRODUCTION

The SHIP2FAIR Data Management Plan (DMP) gives an overview of the data and
information collected throughout the project and shows the interaction and
interrelation of the data collecting activities within and between the work
packages. The DMP will also link these activities to the SHIP2FAIR partners
and discuss their responsibilities with respect to all aspects of data
handling.

Furthermore, the SHIP2FAIR DMP will lay out the procedure for data collection,
consent procedure, storage, protection, retention and destruction of data, and
confirmation that they comply with national and EU legislation. The DMP will
ensure that the exchange of data of companies and industries is in full
compliance with the participating companies and industries internal data
protection strategies. This DMP aims at providing an effective framework to
ensure comprehensive collecting and handling of the data used in the project.
Thereby and wherever trade secrets of the participating companies and
industries are not violated, SHIP2FAIR strives to comply with the open access
policy of Horizon 2020.

The DMP is intended to be a living document which will be adjusted to the
specific needs of SHIP2FAIR throughout the project’s runtime and will be
adapted whenever appropriate.

This is the first version of DMP to be revised during the course of the
project within Task 1.1 Consortium Management, including new data, changes in
consortium policies regarding innovation potential or decision to file a
patent, and changes in the consortium composition and external factors.

This plan will establish the measures for promoting the findings during
SHIP2FAIR’s lifecycle and will set the procedures for the sharing of data of
the project. Addressing FAIR principle for research data (Findable,
Accessible, Interoperable and Re-usable) SHIP2FAIR DMP will consider:

  * Data set reference and name 

  

  * Data set description 

  

  * Standards and metadata 

  

  * Data sharing and handling during and after the end of the project 

  

  * Archiving and preservation (including after the end of the project) 

  

The following document made use of the HORIZON 2020 FAIR DATA MANAGEMENT PLAN
TEMPLATE and was written with reference to the Guidelines to FAIR data
management in Horizon 2020 [1] and the GDPR (Regulation (EU) 2016/679).

#  2 SHIP2FAIR DATA SUMMARY

Being in line with the EU’s guidelines regarding the DMP, this document should
address for each data set collected, processed and/or generated in the project
the following characteristics: dataset description, reference and name,
standards and metadata, data sharing, archiving and preservation. At this
point in time, an estimation of the size of the data cannot be given. To this
end, the consortium develops a number of strategies that will be followed in
order to address the above elements.

This section, shall be provided a detailed description of these elements in
order to ensure their understanding by the partners of the consortium. For
each element, we also describe the strategy that will be used to address it.

##  2.1 Data set description, reference and name

In order to be able to distinguish and easily identify data sets, each data
set will be assigned with a unique name. This name can also be used as the
identifier of the data sets.

All data files produced, including emails, include the term “SHIP2FAIR”,
followed by file name which briefly describes its content, followed by a
version number (or the term “FINAL”), followed by the short name of the
organisation which prepared the document (if relevant).

Each data set that will be collected, processed or generated within the
project will be accompanied by a brief description.

###  2.2 Standards and metadata

This version of the SHIP2FAIR DMP does not include a compilation of all the
metadata about the data being produced in SHIP2FAIR project, but there are
already several domains considered in the project which follows different
rules and recommendations. This is a very early stage identification of
standards:

  * Microsoft Office 2010 for text based documents (or any other compatible version) .doc, .docx, .xls, .xlsx, .ppt, .pptx. Also, especially where larger datasets need to be dealt with, .csv and .txt file formats will be used. All finished and approved documents will also be made available as .pdf documents. 

  

  * Illustrations and graphic design will make use of Microsoft Visio (Format: .vsd), Photoshop (Format: different types possible, mostly .png), and will be made available as .jpg, .psd, .tiff and .ai files. 

  

  * PFDs, PIDs and layouts will preferentially use inkscape.org, an open source software for vector graphics. (Format: .svg), and will be made available as .png, .jpg and .pdf files. 

  

  * MP3 or WAV for audio files. 

  

  * Quicktime Movie or Windows Media Video for video files. 

  

These file formats have been chosen because they are accepted standards and in
widespread use. Files will be converted to open file formats where possible
for long-term storage.

Metadata will be comprised of two formats – contextual information about the
data in a text based document and ISO 19115 standard metadata in an xml file.
These two formats for metadata are chosen to provide a full explanation of the
data (text format) and to ensure compatibility with international standards
(xml format).

###  2.3 Data sharing, access and preservation

The digital data created by the project will be diversely curated depending on
the sharing policies attached to it. For both open and non-open data, the aim
is to preserve the data and make it readily available to the interested
parties for the whole duration of the project and beyond. A public Application
Programing Interface (API) will be provided to registered users allowing them
the access to the platform. The database compliance aims to ensure the correct
implementation of the security policy on the databases verifying vulnerability
and incorrect data. The target is to identify excessive rights granted to
users, too simple passwords (or even the lack of password) and finally to
perform an analysis of the entire database. At this point, we can assure that
at least the following measures will be considered for assuring a proper
management of data:

  * Dataset minimisation. The minimum amount of data needed will be stored so as to prevent potential risks. 

  

  * Access control list for user and data authentication. Depending on the dissemination level of the information an Access Control List will be implemented reflecting there for each user the data sets that can be accessed. 

  

  * Monitoring and Log of activity. The activity of each user in the project platform, including the data sets accessed, is registered in order to track and detect harmful behaviour of users with access to the platform. 

  

  * Implementation of an alert system that informs in real time of the violation of procedures or about hacking attempts. 

  

  * Liability. Identification of a person who is responsible for keeping safe the information stored, 

  

  * When possible, the information will be also made available in the initiative that the EC has launched for open data sharing from research, which is ZENODO.ORG [2]. 

  

The mechanisms explained in this document aim at reducing to the maximum the
risks related to data storage.

####  2.3.1 Non-Open research data

The non-open research data will be archived and stored long-term in the EMDESK
portal administered by CIRCE. The CIRCE platform is currently being employed
to coordinate the project's activities and to store all the digital material
connected to SHIP2FAIR. If certain datasets cannot be shared (or need
restrictions), legal and contractual reasons will be explained.

####  2.3.2 Open research data

The open research data will be archived on the Zenodo platform (
_http://zenodo.org_ )  . Zenodo is a EU-backed portal based on the well-
established GIT version control system (  _https://git-scm.com_ )  [3] and the
Digital Object Identifier (DOI) system (  _http://www.doi.org_ )  [4]. The
portal's aims are inspired by the same principles that the EU sets for the
pilot; Zenodo represents thus a very suitable and natural choice in this
context. The repository services offered by Zenodo are free of charge and
enable peers to share and preserve research data and other research outputs in
any size and format: datasets, images, presentations, publications and
software. The digital data and the associated meta-data is preserved through
well-established practices such as mirroring and periodic backups. Each
uploaded data-set is assigned a unique DOI rendering each submission uniquely
identifiable and thus traceable and referenceable.

  3. **ALLOCATION OF RESOURCES**

  

  

Data management in SHIP2FAIR will be done as part of the WP1 and CIRCE, as
project coordinator, will be responsible for data management in SHIP2FAIR
project. CIRCE has allocated a part of the overall WP1 budget and person
months to these activities. For the time being, the project coordinator is
responsible for FAIR data management. Costs related to open access to research
data are eligible as part of the Horizon 2020 grant (if compliant with the
Grant Agreement conditions). Resources for long term preservation, associated
costs and potential value, as well as how data will be kept beyond the project
and how long, will be discussed by the whole consortium during General
Assembly (GA) meetings.

  4. **DATA SECURITY**

  

  

For the duration of the project, datasets will be stored on the responsible
partner’s storage system. Every partner is responsible to ensure that the data
are stored safely and securely and in full compliance with European Union data
protection laws. After the completion of the project, all the responsibilities
concerning data recovery and secure storage will go to the repository storing
the dataset.

All data files will be transferred via secure connections and in encrypted and
password-protected form (for example with the open source 7-zip tool providing
full AES-256 encryption: http://www.7-zip.org/ or the encryption options
implemented in MS Windows or MS Excel). Passwords will not be exchanged via
e-mail but in personal communication between the partners.

#  5 ETHICAL ASPECTS

This section deals with ethical and legal compliance issues, like the consent
for data preservation and sharing, protection of the identity of individuals
and companies and how sensitive data will be handled to ensure it is stored
and transferred securely. Data protection and good research ethics are major
topics for the consortium of this project. Good research ethics meet all
actions to take great care and prevent any situation where sensitive
information could get misused. This is what the consortium wants to guarantee
for this project. Research data which contains personal data will just be
disseminated for the purpose for which it was specified by the consortium.
Furthermore, all processes of data generation and data sharing have to be
documented and approved by the consortium to guarantee highest standards of
data protection.

SHIP2FAIR partners have to comply with the ethical principles as set out in
Article 34 of the Grant Agreement, which states that all activities must be
carried out in compliance with:

  * ethical principles (including the highest standards of research integrity — as set out, for instance, in the European Code of Conduct for Research Integrity including, in particular, avoiding fabrication, falsification, plagiarism or other research misconduct) and 

  

  * applicable international, EU and national law (in particular, EU Directive 95/46/EC). 

  

###  5.1 Informed Consent  
  
<table>  
<tr>  
<th>

</th>  
<th>

Document:

Author:

Reference:

</th>  
<th>

D1.4. Project Management Plan

</th>  
<th>

</th>  
<th>

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

CIRCE

</th>  
<th>

Version: Date:

</th>  
<th>

1

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

D1.4 SHIP2FAIR ID GA 792276

</th>  
<th>

1/10/18

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

An Informed Consent Form will be handed out to any individual participating in
SHIP2FAIR interviews, workshops or other activities which may lead to the
collection of data which will subsequently be used in the project. An example
of the Informed Consent Form is shown in the Annex of this document.

###  5.2 Confidentiality

SHIP2FAIR partners must retain any data, documents or other material as
confidential during the implementation for the project. Further details on
confidentiality can be found in Article 36 of the Grant Agreement along with
the obligation to protect results in Article 27\.

###  5.3 Involvement of non-EU countries

SHIP2FAIR non-EU partner (TVP) has confirmed that the ethical standards and
guidelines of Horizon2020 will be rigorously applied, regardless of the
country in which the research is carried out. Activities carried out outside
the EU will be executed in compliance with the legal obligations in the
country where they are carried out, with an extra condition that the
activities must also be allowed in at least one EU Member State.

In SHIP2FAIR data will be transferred between the named non-EU country
(Switzerland) and countries in the European Union to allow for joined analyses
and storage of all data in the common database. All data transferred between
project partners (within or outside the EU) will be restricted to
pseudonymized or anonymized data and transfer will only be made in encrypted
form via secured channels.

###  5.4 Management of ethical issues

Personal data which will be collected within this project, will only be
stored, analysed and used anonymously. The individuals will be informed
comprehensively about the intent use of the information collected from them
and have to agree to the data collection for this scientific purpose with
their active approval in form of a written consent.

The identity of any individual interviewed or other wisely engaged in the
project (e.g. by email correspondence) will be protected by this anonymization
of the data. The anonymization process guarantees that no particular
individual can be identified anymore. Statistics and tables of quantitative
research will be published in a manner such that it will not be possible to
identify any person.

The legal experts of this project will guarantee that this process, including
the information for the individuals about data protection issues, fully
complies with national and EU laws.

Data collection, storage, protection, retention and destruction will be
carried out through the intranet system of the project: EMDESK.
Interviewees/beneficiaries/recipients will be informed about data security,
anonymity and use of data as well as asked for accordance. Participation
happens on a voluntary basis.

#  6 TIMETABLE FOR UPDATES

After each Steering Committee meeting, an updating of the document will be
performed, if required. This is the current Steering Committee calendar:

#  7\. LIST OF DATA SETS

This section will list the data-sets produced within the SHIP2FAIR project.
For each partner involved in the collection or generation of research data a
short technical description is given stating the context in which the data has
been created.