**1\. Executive Summary**

The project ReCiPSS is dedicated to follow the open access policy as part of
the European Horizon 2020 program. For this purpose, all publications like
articles, conference contributions and research data related to the project’s
outcomes that do not fall under confidentiality must be deposited in an open
access repository. To achieve widespread dissemination, the results will be
available on the ReCiPSS-website, linked to the open repositories _OpenAIRE_
and _Zenodo_ and distributed at scientific platforms linked via the individual
partners’ _ORCID_ IDs.

This document summarizes the guidelines for publishing research data that
result from the project as well as the necessary previous steps that need to
be undertaken by each partner to be able to do so. The document differentiates
between official documents and data on the one hand, and the representation of
this data and the work leading to the results in different scientific social
media and repositories on the other hand.

In ReCiPSS, research data will be stored on the _Zenodo_ platform, which is
integrated with _ORCID_ and easily usable with _OpenAIRE_ . _Zenodo_ is funded
by the _European Commission_ and enables the public upload of research with
open accessibility.

Reports, Journal publications, conference contributions and other written
documents need to be published with open accessibility as well. To ease the
accessibility after publishing under a suitable license, documents may be
uploaded via the institutional repositories of the ReCiPSS partners, and
linked to the _OpenAIRE_ representation of the project, either from the
publishers’ open access repository or from the institutional repository. In
_OpenAIRE_ ; both research data and written documents are centrally collected
and linked among each other as well as to the responsible researchers.

To make sure the extent of information and collection of publications is
consistent through different platforms such as _Mendeley_ , _MyScienceWork_ or
_ResearchGate_ , project partners create and use their ORCID ID (central,
independent identifier) to store, export and import information on their
scientific work, especially in the context of the project ReCiPSS.

  2. **Introduction**

  

  

This document is a result from the task on managing open data and open access
publications in ReCiPSS (Task 8.4), as it lays out the plan for open data
management including the two main types of data that are:

  1. Written documents, such as reports, journal articles, conference contributions etc. 

  

  2. Research data that underlie the written documents and deliverables that result from the project, independent of a specific publication. 

  

  

In defining a process for handling those two kinds of outcomes, the project
consortium seeks to fulfil the demand for publicly accessible and (re)usable
publication of results.

  1. **Document Scope**

  

  

The role of this document is to document the planned proceeding for
publication of different kinds of data and documents towards the European
Commission and the wider public as well as to be a guide for the project
partners. Proceedings proposed and repositories defined in this document may
be adjusted or changed in the course of the project due to new developments in
the externally given possibilities or internal learnings.

The role of this document is not to make sure data is allowed to be published,
no confidentiality clause are violated or the documents to be published fit
the quality standards of the project. This document assumes that all relevant
consortium-internal coordination and agreements have taken place and all
necessary conditions for the publication of data or repots are met.

  2. **Methodology**

  

  

To create this document, different options for hosting both research data
(such as spreadsheets or databases) and written documents were analysed for
their possibilities and the integration with each other as well as the
compatibility with the chosen central hub for relevant information on the
project: _OpenAIRE_ . With the possibilities at hand, use cases were developed
for different kinds of outcomes and usages of platforms to condense these use
cases into a process flow chart.

  3. **Document Structure**

  

  

This document is structured into three parts:

  1. A presentation of the use cases and the resulting requirements towards an open data management process. 

  

  2. A presentation of the external services used. 

  

  3. Process flowcharts that guide the usage of the services and fulfil the initially formulated requirements. 

  

  4. An outlook on next steps and possible adjustments in the development of the open data management plan. 

  

  

  3. **Use cases and requirements**

  

  

The following sections will describe different use cases that require an open
data management plan. The use cases serve the purpose of deriving the
necessary means for the open data management in the project ReCiPSS, while the
description raises no claim to completeness. Additional use of the services
described are possible.

  1. **Use case descriptions**

  

  

##  3.1.1. Publication of a deliverable

The project partners have worked on a deliverable for a specific work package.
This deliverable is finalized and submitted to the EC already. Now they want
to publish this deliverable, as it is categorized with the dissemination level
“public”. They need to have a clear proceeding of where the document should be
published and how the public access can be ensured.  1

##  3.1.2. Publication of a conference contribution or journal article

A project partner has worked on a deliverable that is already published
through the project’s channels. She now wants to publish the methodology she
developed for creating the content of this deliverable as an independent
publication in a scientific journal or a conference.  2  The open data
management plan needs to guide the publication with the correct “cc” license.
Furthermore, a way needs to be defined that links the publication to the
project and other publications resulting from it.

##  3.1.3. Publication of research data (spreadsheet) or additional documents
like PowerPoint slides

A project partner published a deliverable report as well as a journal article
on developments in ReCiPSS. The published written documents are based on an
extensive set of data that were analysed and that need to be known in order to
be able to recreate the scientific process. The algorithm for the data
analysis was also developed, while it was too long to be included in the
publication itself. The partner created a set of PowerPoint slides as a guide
to use this data and understand the algorithm. The project partner needs to
have a platform that the research data (the spreadsheet with the analysed
data, the source code of the algorithm and the PowerPoint slides) can be
uploaded to under a “cc” licence and that can be connected to both the journal
article and the deliverable report, compatible with _OpenAIRE_ .  3

##  3.1.4. Scientific exchange via a platform

A project partner published both a deliverable report and a journal article
with the respective data underlying the developments. Now, they want to add
this information to their _ResearchGate_ group so that their peers and
interest groups are informed on the developments and where to find them. Apart
from that, they appreciate the open discussion on such platforms that result
from publishing there. They need to have a way of how to deal with such
external, private researcher accounts that makes sure the latest data is
always visible on all such platforms as well as on _OpenAIRE_ . They should
furthermore be connected, so that their peers can look up other publications
from other partners of the ReCiPSS project.

##  3.1.5. External search for information about the project

A project partner’s colleague heard about ReCiPSS and wants to know what it is
about and if there are any current developments. Therefore, they look up the
project on _Google_ and find the ReCiPSS website with a description on the
welcome-page as well as the deliverables listed. They now want to find out
more relevant information, such as associated publications, other works and
projects of the consortium partners and the data that was worked with. For
them, different representations of the project, such as the _OpenAIRE_
representation for access to all relevant data and the _LinkedIn_ group or the
_ResearchGate_ group for discussions and further work of the involved
researchers, need to be linked to from the project website.

##  3.1.6. Institutional repositories

Towards the end of a year, the librarian of a project partner’s institution
asks for the publications in the concluding year to put together the annual
institution report. Therefore, publications, which are published under a
creative commons open access licence, need to be uploaded to the institutions
repository and categorized with the correct keywords. This upload to the
institutional repository should also be linked to the _OpenAIRE_
representation of the ReCiPSS project.

**3.2. Requirements**

Requirements that result from the analysis of the described use cases are
listed in the following Table 1.

##  Table 1 Requirements towards the open data management plan  
  
<table>  
<tr>  
<th>

_N o  _

</th>  
<th>

_Requirement_

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

**1**

</td>  
<td>

Publicly accessible publication repository for public deliverables

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

**2**

</td>  
<td>

Publication guideline including licence for open access

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

**3**

</td>  
<td>

Link publications from and on external providers to _OpenAIRE_

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

**4**

</td>  
<td>

Describe where to upload research data, such as spreadsheets or source code

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

**5**

</td>  
<td>

Link research data to _OpenAIRE_

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

**6**

</td>  
<td>

Support the scientific exchange on external platforms such as R _esearchGate_

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

**7**

</td>  
<td>

Enable data export and import to ease actuality of data on different platforms
via a central source of information

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

**8**

</td>  
<td>

Use and connect institutional repositories for written documents such as
conference contributions or journal articles

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

**9**

</td>  
<td>

Support the website as a central information hub on different repositories and
publications

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

  4. **External services used**

  

  

This chapter lists external services, such as research networks, hosting
services and repositories that are used to fulfil the requirements described
in 3.2.

  1. **OpenAIRE**

  

  

_OpenAIRE_ is an acronym standing for “Open access infrastructure for research
in Europe”. _OpenAIRE_ is an EU organisation that provides an open repository
to link all research results from EU funded projects. It is part of the
Horizon 2020 program  ( _https://www.openaire.eu/_ )  . To use this repository
and be compliant with the necessary open publication requirements, partners
should make sure a journal’s or conference’s publication licencing is
compatible with the _OpenAIRE_ literature guidelines. All relevant information
for researchers are given at  _https://www.openaire.eu/guides_ .  The link to
the ReCiPSS-project in _OpenAIRE_ can be found at  _http://s.fhg.de/recipss_ .

  2. **Zenodo**

  

  

_Zenodo_ is a central research data repository funded by the _European
Commission_ (EC), _OpenAire_ and _CERN_ to store any types of research data
and datasets up to 50 GB  ( _https://zenodo.org/_ )  . Besides the purpose of
being a place to host large datasets, _Zenodo_ also supports the upload of
other scientific publications, presentations, videos or other kinds of data
related to research. Uploaded data is endowed with a DOI and thus citeable and
can be licenced with a cc licence or different models.  4

  3. **ORCID**

  

  

_ORCID_ is a non-profit organization aiming to connect researchers and their
scientific work. Seeking to make sure that e.g. typos in the name or the
organization or changing names and titles during a scientific career do not
lead to publications appearing to have been done by different researchers. A
persistent digital identifier is used to link publications, projects,
proposals etc. to the researcher instead of the name. On the _ORCID_ platform,
participants can link their publications to their personal
information/profile. With an _ORCID_ profile, they can also sign in and import
their information on other scientific platforms. Using an _ORCID_ ID ensures
consistent information on all other platforms, when data does not need to be
entered manually at each platform, but can be stored in the _ORCID_ profile
and imported or updated.

( _https://orcid.org/_ )

  4. **Creative Commons Licence**

  

  

_Creative Commons_ (cc) is an American non-profit organization that publishes
different licence contracts for an author to define the right to use of his
output to the public. The organization has released several copyright-licenses
known as _Creative Commons_ licenses free of charge to the public to use in
cases as described in the previous sections. These licenses allow creators to
communicate which rights they reserve, and which rights they waive for the
benefit of recipients or other creators [1].  (
_https://www.creativecommons.org_ )  . Publications via _Elsevier_ are e.g.
open-access published using the creative commons license _CC BY-NC-ND 4.0_
usually.  5

  5. **Institutional repositories**

  

  

Research organisations and universities usually have their own institutional
repository to store research data in (apart from open repositories such as
_Zenodo_ ). For _TU Delft_ , _Masaryk_ _University_ , _KTH Stockholm_ and
_Fraunhofer_ , the links are provided in Table 2 below. Those repositories
should be used in ReCiPSS to store individual publications e.g. in journals at
and afterwards link them to _OpenAIRE_ .

##  Table 2 Institutional repositories  
  
<table>  
<tr>  
<th>

_Partner_

</th>  
<th>

_Column Title_

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

**TU Delft**

</td>  
<td>

_https://repository.tudelft.nl/_

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

**Masaryk University**

</td>  
<td>

_https://is.muni.cz/repozitar/?lang=en_

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

**KTH**

</td>  
<td>

_http://kth.diva-por-tal.org/smash/search.jsf?rvn=1 &dswid=244 _

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

**Fraunhofer**

</td>  
<td>

_http://publica.fraunhofer.de/star-web/ep09/index.htm_

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

  5. **Process flow chart**

  

  

To make the anticipated publication process easy to follow and comply with,
this chapter organizes the individual steps for project partners into flow
charts. The first section will highlight the necessary actions at the start of
the project, before a first publication. The second section will highlight the
process of publishing different kinds of data and written documents and
include steps to be taken regularly throughout the project.

Adding to the tasks of all participants when finishing and publishing
foreground, Figure 1 to Figure 3 also show the role of WP8 partners _KTH_ and
_FHG_ to support the open data management plan as laid out in this document.

**5.1. Steps at the start of the project**

To be able to use the services highlighted in the sections above, research
partners need to use _ORCID_ as an unambiguous identifier for them and their
work. Figure 1 shows the process of creating or updating this _ORCID_ ID as a
necessary preparatory step before publishing.  
  
<table>  
<tr>  
<th>

  
<table>  
<tr>  
<th>

Preparative tasks independent of a specific publication

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

</th>  
<th>

**Project participants**

**WP 8**

Do you already have an

ORCID

\-

ID?

No

Yes

Create an ORCID

profile and ID and

add your personal

information and

previous

publications

Update your

existing ORCID

profile if

necessary

Start

Join the ReCiPSS project group at all used

platforms or connect uploaded data to the

ReCiPSS project group

If you prefer

additional platforms or

communities connect your

profile with

your

ORCID

\-

ID, where possible.

Create ReCiPSS project group at all

common platforms used by the project

participants

End

Mandatory

Optional

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

**5.2. Steps when finishing documents to be published**

During the project duration when finishing documents that are to be published,
either as a public deliverable, or as a journal article, conference
contribution or set of research data, it is important to make sure documents
are uploaded at the right place and the connection to created groups and hubs,
such as _OpenAIRE_ or the project website, is guaranteed. The proceeding to be
followed in that case is shown in Figure 2. It distinguishes between _research
data or other documents and reports_ , _public deliverables_ , _restricted
deliverables_ and p _ublications via conference proceedings, journals or
comparable channels_ . For collecting the public deliverables in the same
place as e.g. research data, a community at _Zenodo_ was created, where public
deliverables can be added additional to their representation on the projects
website, so that it can easily be embedded in the website via _OpenAIRE_ . The
link to this group is  _http://s.fhg.de/zenodo_ .  
  
<table>  
<tr>  
<th>

  
<table>  
<tr>  
<th>

Task after the dissemination of a publication and/or research data

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

</th>  
<th>

Mandatory

Optional

When a publication

is hosted by an

external

party and

cannot be linked to

OpenAire

,

deposit

the publication

in

your institutional

repository

Upload your

data to

_Zenodo_

and

add it to the ReCiPSS community:

http

:

//

s.fhg.de/zenodo

Add the data

(

from the publishers

repository,

_Zenodo_

or your institutional

repository)

to the

project on

_OpenAIRE_

Add your publication to your

_ORCID_

profile

and update your profile on all platforms

Record your publication in the

Dissemination

plan

Register/Login

at

Zenodo

with your

_ORCID_

ID

Regular review of the

Dissemination

plan

Regular monitoring of

_OpenAIRE_

and the

other platforms

Start

**Project participants**

**WP 8**

End

End

What

research

data

do

you

publish

?

Make sure your original document is

published under a open access compatible

license

and you own the right to publish

it.

Relevant information at:

https://

www.openaire.eu/guides

Research data or other

documents

Send to KTH

project

management

to

be uploaded

on the ReCiPSS

homepage and

sent to the

EC

Deliverable

(

report

)

Publication

Is

it

a

public

deliverable

?

Yes

End

No

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

Apart from this process that can be followed during the project duration when
a document or data need to be published, the following Figure 3 shows the task
of regular data maintenance at _ORCID_ and the open data management plan.  
  
<table>  
<tr>  
<th>

  
<table>  
<tr>  
<th>

Regular tasks during the project

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

</th>  
<th>

Regular check and update of your

ORCID profile if necessary

Review and adjustment of the

open data management plan

Start

**Project participants**

**WP 8**

Start

End

End

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

Finally, Figure 4 shows a summarizing chart depicting the different services
used and how they interact with each other, so that the ReCiPSS website can be
used as a central hub to access all relevant information and publications of
ReCiPSS.

Results

:

Publication

Research

data

Deliverable

EC

and

Homepage

Institutional

repository

•

Publications

updated

via

ORCID import

•

ReCiPSS project group

Deliverables

Research

data

Publications

**Publication 1:**

Title, author, participants,

dissemination

date

**Publication 2:**

Title, author, participants,

dissemination date

Embedded

OpenAire

overview

Link to

ResearchGate

project group

http://www.recipss.eu/results

Add to our website with a link

for easy access to

ResearchGate

Include in our

website (HTML) via

embedding code

Supporting research/citation networks

Publication of results (research data and publication)

Website design

\+

In the general overview of Figure 4, the website embeds the project overview
from _OpenAIRE_ and thus grants access to all publications from institutional
repositories as well as data hosted on _Zenodo_ that is correctly linked to
the project. To make sure that besides the project results the discussion in
the peer groups via supporting research and citation networks is kept up-
todate, project partners use their _ORCID_ ID to synchronize information on
all of those platforms. Links to e.g. the project group on _ResearchGate_ or
relevant researcher profiles can also be centrally collected on the project
website along with a register of publications, research data and deliverables
as an overview apart from the actual data accessible via _OpenAIRE_ .

  6. **Conclusions**

  

  

This document outlines the open data management plan to ensure that the
ReCiPSS project publishes according to the open access strategy of the _EU_
Framework Programme for Research and Innovation _Horizon_ 2020\. As mentioned
earlier, this initial version of the plan can be adjusted in the course of the
project when necessary. Each partner is responsible to consider these
guidelines when publishing foreground to disseminate ReCiPSS in best possible
way.

The open data management plan, as laid out in this document, fulfils the
defined requirements in the following ways depicted in Table 3.

_**Table 3 Requirement fulfilment** _  
  
<table>  
<tr>  
<th>

_N o  _

</th>  
<th>

_Requirement_

</th>  
<th>

_Service_

</th>  
<th>

_Fulfilment_

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

**1**

</td>  
<td>

Publicly accessible publication repository for public deliverables

</td>  
<td>

</td>  
<td>

✔

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

**2**

</td>  
<td>

Publication guideline including licence for open access

</td>  
<td>

</td>  
<td>

✔

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

**3**

</td>  
<td>

Link publications from and on external providers to _OpenAIRE_

</td>  
<td>

</td>  
<td>

✔

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

**4**

</td>  
<td>

Describe where to upload research data, such as spreadsheets or source code

</td>  
<td>

</td>  
<td>

✔

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

**5**

</td>  
<td>

Link research data to _OpenAIRE_

</td>  
<td>

</td>  
<td>

✔

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

**6**

</td>  
<td>

Support the scientific exchange on external platforms such as R _esearchGate_

</td>  
<td>

</td>  
<td>

✔

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

**7**

</td>  
<td>

Enable data export and import to ease actuality of data on different platforms
via a central source of information

</td>  
<td>

</td>  
<td>

✔

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

**8**

</td>  
<td>

Use and connect institutional repositories for written documents such as
conference

contributions or journal articles

</td>  
<td>

</td>  
<td>

✔

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

**9**

</td>  
<td>

Support the website as a central information hub on different repositories and
publications

</td>  
<td>

</td>  
<td>

✔

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

  7. **References**

  

  

[1]  _https://en.wikipedia.org/wiki/Creative_Commons_