#  Introduction

This report presents the data management plan for the co-RRI competence cells
established during the FoTRRIS project. It should be seen as an addendum to
the first Data Management Plan (D5.2) submitted in the first reporting period
of the project and the updated Data Management Plan written at the end of the
second reporting period (D5.6). The plan contains contributions of each of the
project’s partners and gives more information about the future data management
in each of the co-RRI competence cells established during the FoTRRIS project.

#  Data Summary

##  Description of data sets

Throughout the project’s different work packages the following data were
collected:

###  WP1: Data resulting from in-depth interviews and online surveys

These data were collected to complement the insights on the functioning of
contemporary research and innovation systems gained through desk research of
academic and other relevant literature (see also D1.1). It concerns survey and
interview data. The surveys were addressing a wide variety of knowledge actors
from public and private research performing and funding organisations. The
interviews, on the other hand, were done with a selection of key-persons (key-
informants) from local research and innovation communities.

###  WP2: Data related to the competence cells’ activity and governance
models, interview data and data related to the design of the web-based
platform

Part of the work done during the FoTRRIS project existed of developing a
governance and an activity model for the co-RRI competence cells. These tasks
therefore required data on, for instance, personnel costs, estimated revenues,
in-kind contributions, divisions of responsibilities among actors involved,
and other data needed to come to a comprehensive view on the (core)
activities, potential organisational structures and steering models for these
competence cells (see also D2.3 and D2.5).

In addition to this, also 8 interviews were conducted in WP2, which provided
information for Task 2.4 ‘Activity model for the competence cells, and
alternative funding and evaluation methods for RRI projects and solutions’,
and for the guidance book ‘How to set up a competence cell’, which became part
of D4.3 ‘Materials for uptake’. It concerns data on the structure and
functioning of existing organisations (mission, business models, history,
etc.) that could function as an example for the competence cells. These data
came from the interviewees themselves and can therefore be considered primary
data. These data were complemented with some personal details such as the name
and surname of the interviewees, email, phone number and position in the
organisation. Yet, after the interviews all data have been anonymised, and at
the end of the project all personal data have been deleted from LGI’s secured
server and computers.

Finally, WP2 also delivered the code of the FoTRRIS web-based platform. This
code has been published as open source in GitHub (see below), so other groups
and interested people can install their own instance of the platform, as well
as collaborate to improve the software. Its success will depend on the ability
to create an active community around this open source project. This approach
will also allow the open community to improve the platform and adapt it to
future needs or restrictions. This code is delivered as open source in the
GitHub repository of the UCM-GRASIA research group:

  * Web Module: web application ( _fotrrisweb_ ): Repository at  _https://github.com/grasia/_

  

  * Collaborative Module: collaborative content server ( _fotrrisserver_ ) : Repository at  _https://github.com/grasia/_

  

###  WP3: Workshop data

In each of the partner countries and regions contributing to the project, that
is Austria, Flanders, Hungary, Italy and Spain, a series of four (or more)
workshops was organised. In these workshops participated a selection of
stakeholders familiar with one of the challenges tackled in it, such as
‘sustainable use of building materials’, ‘a sustainable energy system in the
Madonie region’ or ‘a sustainable food system in the Graz region’ (see also
D3.1, D3.2 and D3.3). Several spread sheets were compiled in relation to these
activities, containing the contact details of actors active in the respective
thematic field and other (potential) relevant stakeholders.

The ‘data output’ of these series of workshops can be categorised as products
reporting on the content of these workshops, on the one hand, and products
providing more information process-wise. The first category comprises, amongst
other things, analyses of glocal problems, an overview of barriers and
leverages related to systemic solutions for these glocal problems and concepts
of projects that could contribute to sustainable solutions for these problems.
The latter category contains, for instance, the scenarios used during these
workshops and reflections of the workshops’ participants on certain aspects
related to these workshops.

###  WP4: Workshop data

By means of a back-casting exercise, the FoTRRIS project created an
opportunity to, on the one hand, complement the insights about the functioning
of research and innovation systems at the regional and national level, but
also to go beyond these levels and to search for communalities in the visions
on future European research and innovation. This back-casting exercise was
organized as a joint European workshop to which experts in the field of
research and innovation were invited from European and global networks.
Similar to the workshop data collected in WP3, the output of this activity
contains spread sheets with the contact details of groups of interested
stakeholders, and files reporting on the content and the process of this
workshop.

##  Data utility

These data might be interesting to the following users:

###  WP1: Data resulting from in-depth interviews and online surveys

The survey data were anonymized so that personal identification is not
possible. The primary data from this survey will not be made openly
accessible, as we indicated in the accompanying information that data will
only be used for FoTRRIS. Thus the survey data are stored at the IFZ password
secured server, and will be shared on request with FoTRRIS consortium members
for FoTRRIS related publications only.

However, the summary of data and analysis was published in the project
evaluation report D3.2, and can be used for further purposes by anybody
interested in it.

The interviews made for WP1 were not made openly accessible because it would
have been impossible to guarantee the interviewees’ anonymity based on full
transcripts, which also contained information about the interviewees’
institutions, their work and their positions. Thus the interview primary data,
audio files and interview transcripts, are password saved on partners’
servers, only accessible for the team in charge of further elaborating on the
material. A detailed, but fully anonymized summary of each of the in-depth
interviews was provided to the task leaders in charge of further analysis for
the report D1.1. As we guaranteed confidentiality to our interviewees, no
primary data were shared with any other FoTRRIS consortium members. Access to
these summaries, which were collected by IFZ, and are password saved on their
server, was only granted to IFZ-FoTRRIS team members.

It might, however, be possible that future research of one of the research
teams participating in FoTRRIS invites them to go back to these interviews and
to re-examine and reframe the resulting analyses. Thus, on request, FoTRRIS
partners also can get access to these summaries, but only for FoTRRIS
publication purposes. They may therefore have some future utility for the
FoTRRIS partners and the co-RRI competence cells.

Still, no access of any interview data can be granted to third persons, nor
within partners’ institutions, nor to other institutions, as the informed
consent did not only guarantee full anonymity, but also indicated a data use
for FoTRRIS only. Further use of the data beyond FoTRRIS related work would
need an extra agreement from the interviewees. Finally, the interviews were
performed in the national languages, which would have made these transcripts
difficult to understand for a broad scientific readership anyway.

###  WP2: Data related to the competence cells’ activity and governance
models, interview data and data related to the design of the web-based
platform

Data related to the competence cell’s activity and governance models: All data
that were meaningful and that could be made publicly accessible can be found
in D2.3 and D2.5. These reports are interesting in the first place for the
FoTRRIS partners investing in the development of a competence cell as they
allow to compare the structural embedding of each of the cells. In addition to
this readership, also RRI researchers interested in the development of RRI
practices and organisations may be interested in the content of these reports.

The same applies for the interview data from WP2. All these data can be found
in the WP2 deliverables (cfr. above). To re-use these data, one only needs to
quote the deliverable. We assume that also these data are interesting in the
first place for people involved in the establishment and the development of
the competence cells and other RRI researchers interested in RRI practices and
organisations.

The code of the FoTRRIS web-based platform, on the other hand, can, given its
open source nature, be modified and be the basis for new software products
(e.g. using a fork of the current project in GitHub), or taken as it is to
install a customized platform, following the instructions that are provided in
deliverable D2.1 and D2.2. Therefore, there are two public targets:

  * Entities that want to setup a Competence Cell with their own instance of the web based platform, which can be customized. They should look at the instructions for installation that are provided in Deliverable 2.1 _Design and specs of the CO-RRI web-based platform_ . The platform provides also a set of easy to configure customization parameters, and how to do it is described in detail in Deliverable 2.2: _User Manual of FoTRRIS CO-RRI web Platform._

  

  * Software developers, who want to contribute to the evolution of the platform or create new products that are based on this code (forks of the original project). They will find the information on the software architecture and the distribution of the code in the Deliverable 2.1 _Design and specs of the CO-RRI web-based platform._ This requires some basic knowledge on the use of GitHub, but this is common for most software engineers today. 

  

###  WP3: Workshop data

All detailed and in-depth data linked to the regional/national workshops
performed in WP3 are in the national languages. Together with the non-codified
knowledge that is needed to interpret these data, that is all information
needed to contextualise and interpret these data, this automatically restricts
their utility to the persons involved in processing all data flows related to
these workshops. The only exception are the spread sheets with personal data
of interested groups of stakeholders. These data cannot be re-used, however,
without the informed consent of the stakeholders involved, and therefore
currently have no further utility for third parties.

###  WP4: Workshop data

The same factors apply in the case of the back-casting exercise performed in
WP4: The ‘raw data’ resulting from this workshop can only be correctly
interpreted by the persons involved in processing these data, and therefore
only have further utility to these persons. The spread sheets with personal
data of interested groups of stakeholders cannot be re-used without the
informed consent of the stakeholders involved, and hence cannot be shared with
third parties.

#  FAIR data

##  Making data findable

All annotated data and information resulting from the research activities
performed during the FoTRRIS project can be found in the project’s
deliverables. These deliverables were placed, amongst others, on the project’s
website (  _http://www.fotrris-h2020.eu_ )  . Worth mentioning, is that the
websites of the co-RRI competence cells will have a link to the FoTRRIS
website and that the deliverables will therefore also be accessible via this
channel.

In addition to these deliverables, also the papers, book chapters and other
publications published during and after the project contain relevant data and
findings. D5.5 presents an overview of these publications and mentions, when
applicable, their DOI or ISSN. All these publications and other published
results are freely accessible via the project’s website (
_http://fotrris-h2020.eu/resources/_ )  .

Yet, these annotated data are based on the raw data gathered throughout the
FoTRRIS project. These data are in the national languages of the project
partners, that is in Spanish, Italian, Hungarian, German and Dutch, and are
stored by the respective partner institutions. Part of these raw data could be
digitalized and were made openly accessible via Zenodo (see also the next
chapter). However, this was not possible for all data. It is therefore
recommended that people interested in the whole primary output of one of the
experiments contact the projects’ partner institutions.

  * For the Austrian experiment, contact IFZ via Sandra Karner ( _sandra.karner@ifz.at_ ) 

  

  * For the Flemish experiment, contact VITO via Nele D’Haese ( _nele.dhaese@vito.be_ ) 

  

  * For the Hungarian experiment, contact ESSRG via György Pataki ( _Pataki.gyorgy@essrg.hu_ ) 

  

  * For the Italian experiment, contact CESIE via Jelena Mazaj ( _jelena.mazaj@cesie.org_ ; _info@cesie.org_ ) 

  

  * For the Spanish experiments, contact UCM via Juan Pavon ( _jpavon@ucm.es_ ) 

  

Also the FoTRRIS co-creation platform (
_http://ingenias.fdi.ucm.es/fotrris/home.php_ )  can be used to get in touch
with the project teams involved in the experiments. Interested actors can
always ask to join one or more of the project groups.

##  Making data openly accessible

One of the products of the FoTRRIS project is a web-based online collaboration
platform (see also  _http://ingenias.fdi.ucm.es/)_ . After the project, it
will be supported and maintained by the RRIIA association in collaboration
with the UCM-GRASIA research group. However, given its open source nature, it
can also be deployed in other servers. The UCM group has resources to support
the platform during at least two years after the project. Later on, the use
and evolution of the platform will determine how to maintain it.

The software has been published as open source in _GitHub_ (
_https://github.com/_ )  , which is the largest open software repository in
the world. This is based on the _git_ tool (  _https://git-scm.com/_ )  , a
distributed version control system. This repository facilitates access to the
code and the ability to download it, control modifications of it, create new
projects from it (through fork), so that other groups and interested people
can install their own instance of the platform, as well as collaborate to
improve the software. Its success will depend on the ability to create an
active community around this open source project. This approach will also
allow the open community to improve the platform and adapt it to future needs
or restrictions.

In order to install the platform, instructions are provided in Deliverable 2.1
_Design and specs of the CO-RRI web-based platform_ . The platform provides
also a set of easy to configure customization parameters, and how to do it is
described in detail in Deliverable 2.2: _User Manual of FoTRRIS CO-RRI web
Platform._

All other data resulting from the project’s workshops and other activities
that could be made openly accessible, can be consulted via Zenodo. The
following list gives an overview of the items that can be accessed via this
repository.  
  
<table>  
<tr>  
<th>

TITLE

</th>  
<th>

DOI

</th>  
<th>

ZENODO LINK

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

Hungarian transition experiment:

Examples of workshop outputs

</td>  
<td>

10.5281/zenodo.1465851

</td>  
<td>

_https://zenodo.org/record/1465851#.W8injWgzbcc_

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

UCM Experiment on Women with disabilities: Examples of workshop output

</td>  
<td>

10.5281/zenodo.1465861

</td>  
<td>

_https://zenodo.org/record/1465861#.W8iozmgzbcc_

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

UCM Experiment on Refugees: Examples of workshop output

</td>  
<td>

10.5281/zenodo.1465843

</td>  
<td>

_https://zenodo.org/record/1465843#.W8ipkmgzbcc_

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

Flemish experiment: Examples of workshop output

</td>  
<td>

10.5281/zenodo.1466001

</td>  
<td>

_https://zenodo.org/record/1466001#.W8l-I2gzbcc_

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

Italian transition experiment: Examples of workshop output

</td>  
<td>

10.5281/zenodo.1465837

</td>  
<td>

_https://zenodo.org/record/1465837#.W8isjWgzbcc_

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

Austrian experiment: Examples of workshop output

</td>  
<td>

10.5281/zenodo.1466379

</td>  
<td>

_https://zenodo.org/record/1466379#.W8mB0Wgzbcc_

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

Other data cannot be consulted without involvement of one of the project
partners due to the following main reasons:

  * FoTRRIS guaranteed anonymity to the persons collaborating with the consortium. Making certain data openly accessible, such as interview transcripts, would reveal their identity. 

  

  * The data could only be used for the FoTRRIS project unless the persons involved explicitly agree. This means that these data cannot be used in the context of other projects. 

  

  * A correct interpretation of the data is not possible because of a lack of contextual information for persons not involved in the research activities. For instance, certain data resulting from the workshops are difficult to correctly interpret for persons not having the necessary theoretical, practical and background knowledge about these workshops. 

  

  * Many of the workshops involved individual and group exercises that made it difficult to digitalize the output. For example, group discussions, quick drawing exercises, schemes that had to be quickly filled in individually before starting up a group discussion, or wall posters of which the content continually changed by means of post-its, cannot be easily digitalized. Furthermore, the content of these exercises should be evaluated in its particular context, which is very difficult to make publicly accessible. 

  

  * Certain information and data were used, or will be used, to create new project proposals. As also third parties are involved in the development of these proposals, certain confidentiality restrictions are applicable, which make that these data cannot be made openly accessible. 

  

##  Making data interoperable

Future exchange of FoTRRIS data between the partner institutions collaborating
in the FoTRRIS project and the competence cells resulting from the project
will be possible, because these partners share a common background that allows
them to correctly interpret these data. As already mentioned in the previous
paragraphs, for third parties this would be very difficult.

##  Increase data re-use

Only for the data related to the online collaboration platform it was
meaningful to take measures to increase the re-use of the data and code
produced during the FoTRRIS project. This means that the consortium offers
these data and code under a Creative Commons CC BY 3.0 licence. Anyone
interested in re-using these can therefore:

  * Share — copy and redistribute the material in any medium or format 

  

  * Adapt — remix, transform, and build upon the material for any purpose, even commercially. 

  

The platform will be maintained by the RRIIA association (a spin-off of the
project), for at least 3 years after the project ended. Given the open source
nature of the code of the platform, and its availability in the GitHub
repository, it is easy to get the code and reuse it for other projects, as it
has been mentioned in previous sections.

#  Allocation of resources

This chapter focuses on the following 2 elements essential to FAIR data
management:

  * Who will be responsible for data management in the co-RRI competence cells? 

  

  * Are the resources for long-term data preservation discussed? 

  

##  Austrian competence cell

Good and FAIR data management will be guaranteed in the Austrian competence
cell as it is in line with any other activity carried out at IFZ. This means
that the responsibility for data management lies with the respective project
manager, who will take care that collected scientific data and produced
results will be Findable, Accessible, Interoperable, and Re-usable according
to the rules as agreed on within the respective project teams engaged in the
R&I activities.

Access to data, which are to be supposed open access, will be granted by using
the FoTRRIS online platform.

For the long-term storage of data, IFZ will provide server space, or in case
of collaborative projects, data storage will be the responsibility of the data
producing institutions. In case this is not an option, procedures and
resources for long-term storage will be anchored in a contractual covenant
with the other project partners.

##  Flemish competence cell

Good data management is essential to any research and service unit of a
research performing organization and can therefore be seen as one of the core
activities of the co-RRI competence cell. Managing data will be part, in some
way or another, of almost all activities performed by the cell. As a result,
the responsibility for data management will be shared among all the staff
members and will be based on set of rules agreed on by all staff members.

The competence cell will make use of a website and an online collaborative
space, linked to this website, for the exchange and (long-term) storage of
(project) data. The discussion about the resources needed for longterm data
preservation therefore was, and still is, part of the discussions and
investigations covering the design of the website and this online
collaborative space.

##  Hungarian competence cell

Good data management will be guaranteed by the Hungarian competence cell in
line with any other research projects carried out by ESSRG. The responsibility
lies with the respective project manager, who will take care that collected
scientific data and produced results will be handled according to the rules as
agreed on within the respective project teams engaged in the collaborative R&I
activities. Access to data, which are supposed to be open access, will be
granted by using the FoTRRIS online platform.

##  Italian competence cell

One of the main objectives of CESIE’s work is to respect fundamental rights
and data protection. Based on this, the organization has developed different
core regulations for the implementation of activities in Italy, Europe and
internationally. These can be found in documents such as ‘Privacy Policy in
accordance with EU Regulation 2016/679’ and ‘Child Protection Policy’. Being a
part of the CESIE structure, the Competence Cell guarantees that all data will
be collected and shared according to these and other ethical requirements.
Data is saved/monitored and used using an internal enterprise level cloud
system. Access to the data and all files is enforced by security measures and
user access is protected by personal passwords, which guarantee that
personal/private date cannot be used by third parties. CESIE is responsible
for data management. Data sharing is possible based on a permission of the
Higher Education and Research Unit’s Coordinator (who leads the Competence
Cell), if this sharing respects all internal rules/policies and regulations.
All data are stored for a period of ten years.

##  Spanish competence cell (RRIIA)

The RRIIA association has the maintenance and evolution of the FoTRRIS online
platform defined as one of its tasks. This will require the development of a
work plan and a data management strategy, in accordance with RRI principles.
Both this work plan and the data management strategy are still under
construction.

#  Data security

This chapter covers the following 2 questions:

  * What provisions are in place in each of the competence cells for data security (including data recovery as well as secure storage and transfer of sensitive data)? 

  

  * Is the data safely stored in certified repositories for long-term preservation and curation? 

  

##  Austrian competence cell

Data storage will be password secured on servers, either on the IFZ server or
a partner organisation’s server, which will be decided case by case for each
project separately. Rights to access data will be granted by the responsible
administrator for each project separately.

Personal data will be handled in line with the applicable data protection
laws, e.g. for Austrian the Datenschutzgrundverordnung – DVGO (25/05/2018).
The IFZ established the function of a data security officer in June 2018, who
will consult and support the Austrian CC in regard to ensure the handling of
personal data in line with the new law.

##  Flemish competence cell

The online collaborative space that will be used for (long-term) data storage
by the Flemish competence cell will be a password secured environment. The
cell’s staff will act as the administrator of this online work environment and
only registered users invited by the administrator will be able to add and/or
consult data. This means that all data on this platform will be stored
electronically on one of the secured VITO servers.

In relation to sharing, editing and storing confidential data the following
measures are taken. The person who puts data on the online platform will be
the only one who decides on the security level that is applicable to these
data. This person will decide on the accessibility for other users of the
files he or she entered in the collaborative space, and whether these data can
be edited or not. He or she will also be able, at any time, to withdraw this
information.

Finally, all personal data managed by the co-RRI competence cell will be
processed in compliance with the applicable personal data protection laws.
VITO’s data protection officer supervises all practices related to the
implementation of CRM-like systems within VITO.

##  Hungarian competence cell

Data storage will be password secured on a hosting server of a provider
contracted by ESSRG. Rights to access data will be granted by the responsible
project manager of ESSRG. Personal data will be handled in compliance with the
applicable data protection laws (under Hungarian legislation and EU common
regulations).

##  Italian competence cell

Data storage will be password secured on servers, either on the CESIE internal
server or on hosting server provided by a provider. Rights to access data will
be granted by CESIE. Personal data will be handled in line with the applicable
data protection laws (under Italian legislation and EU common regulations).

##  Spanish competence cell (RRIIA)

The online collaborative space that will be used for (long-term) data storage
by RRIIA association will be a password secured environment. The association
staff will act as the administrator of this online work environment and only
registered users invited by the administrator will be able to add and/or
consult data. This means that all data on this platform will be stored
electronically on one of the secured RRIIA servers.

Given the design of the online platform, the administrator will decide on the
accessibility for other users to the services of the platform and in which
projects can they collaborate, so to edit the corresponding pads and chat
rooms. The administration will have the rights, at any time, to withdraw those
rights on detection of bad behaviours.

Finally, all personal data managed by the RRIIA association will be processed
in compliance with the applicable personal data protection laws.

#  Ethical aspects

As already mentioned in the previous chapters of this data management plan,
not all data collected throughout the FoTRRIS project can be re-used. In most
cases the reason for this is that FoTRRIS guarantees full anonymity to the
persons who contributed with sensitive information and/or personal opinions.
These data cannot be used for other purposes and in other projects unless the
persons involved explicitly agree. Obviously, the co-RRI competence cells will
follow the same policy and will only make use of these data when they have
obtained an informed consent of each of the relevant persons.

More specific details about the ethical requirements that were taken into
account in relation to data collection during the FoTRRIS project can be found
in D7.3 ‘Ethical requirements’. The co-RRI competence cells are committed to
implementing the same ethical principles as explained in this report.