#  Executive Summary

This document – deliverable D4.7 Data Management Plan (Final) (M30) –
describes the final and updated plans for data management in the Open4Citizens
(O4C) project, both regarding the management of research data and the platform
data. The deliverable describes how selected research data and all data used
or generated in the O4C online platform will be handled. We also describe how
this will be made available after the end of the project (M30, June 2018).

We have chosen to follow the H2020 Data Management Plan (DMP) template in
order to ensure that the document addresses relevant data management questions
in the context of Horizon2020. The template covers among other things
questions surrounding what types of data has been gathered during the project
and why it was gathered. It also accounts for how data is stored, the security
measures as well as the size of the accumulated data and what the possible
utility of the data could be.

The document has primarily been developed by two individual partners in the
consortium, Dataproces and Antropologerne, each dealing with data in different
domains in the project and separate measures for managing this data. For ease
of understanding, the document has been divided to deal with these different
types of data in separate sections; Section A on research data and Section B
on data related to the O4C platform. This also means that there are slight
differences regarding the relevance of questions in the H2020 DMP template
that have been addressed in these sections.

Regarding the research data, the focus is on providing an account of which
kinds of data has been collected, where the data is stored and ensuring that
personal data is anonymised. The O4C platform section goes in depth with the
data gathered in the platform, what internal security measures have been taken
to protect the data and to secure users’ rights regarding their data. Further,
it explains the daily operation and future of the O4C platform beyond the
project.

Another important point in a Horizon 2020 project is to live up to the FAIR
principles which is to make sure that data is findable, accessible,
interoperable and reusable. We address these principles for both research and
platform data.

In summary, this Data Management Plan provides a thorough insight into the
measures taken by the partners of the O4C consortium in both managing data and
making it as open as possible, focusing on two domains within which data
management is required. However, we note that the O4C project has used and
generated relatively small amounts of data and, given privacy considerations,
relatively small amounts of research data that can be made publicly available.

At the time of submitting this deliverable, the final month of the project M30
– June 2018, the project’s legacy in the form of a Network of OpenDataLabs
(NOODL.eu) is being consolidated and scaled up. Within this new data
management context, this current data management plan can be further expanded
upon to meet emerging needs. This will ensure that relevant O4C project data
and additional data generated and used in the network or in individual labs
will be generated, used, and stored in accordance with good practice
guidelines. As the open data landscape matures and lessons are learned with
respect to the implementation of the new General Data Protection Regulation
(GDPR), these will be incorporated into data management practices in the
network.

#  Introduction

The Open4Citizens (O4C) project has aimed to adhere to the guidelines of the
Open Research Data Pilot (ORD Pilot) being run by the European Commission
under Horizon2020  1  . This involves making research data FAIR (findable,
accessible, interoperable and reusable). We have produced three data
management plans (DMPs) over the course of the O4C project; the first two
versions in months 6 and 15 of the project, culminating in this current and
final plan.

##  Data management responsibility

In this current deliverable, D4.7 Data Management Plan, we address the
project’s research data as well as data handled in and generated by the O4C
platform, https://opendatalab.eu/. These two types of project data will be
considered separately. All consortium partners have been responsible for the
management of data in their own pilots over the course of the project, between
January 2016 and June 2018. At project level, Antropologerne has primarily
been responsible for coordinating data management of the research data and
Dataproces for data related to the O4C platform. After the end of the project,
from the beginning of July 2018, Dataproces will continue to be responsible
for management of data related to the O4C platform. Aalborg University (AAU),
as O4C project leader, will be responsible for the research data made
available for further use.

We plan to consolidate the five O4C pilots into a sustainable network of
OpenDataLabs. As such, the consortium partners in charge of these pilots will
continue to be in charge of the locally generated and used data related to
their lab’s activities, to the extent that they remain responsible for their
lab. These partners are Aalborg University (Aalborg and Copenhagen, Denmark
pilot), Fundacio Privada i2CAT, Internet i Innovacio Digital a Catalunya
(Barcelona, Spain pilot) Politecnico di Milano (Milan, Italy pilot), and
Technische Universiteit Delft (Rotterdam, the Netherlands pilot). See
deliverables D4.4 Open4Citizens Scenarios (Final) and D4.10 Open4Citizens
Business Models and Sustainability Plans (Final) for more information about
future plans and ODL ownership.

The lasting and living legacy of the Open4Citizens project is the Network of
OpenDataLabs. As elaborated in the section regarding allocation of resources
the O4C platform will remain open for at least another five years for use by
the ODLs in the network. It will provide access to a growing number of open
datasets and information related to projects being developed using the O4C
approach.

##  Summary of data types addressed in this Data Management Plan

Research data in this project primarily comprises qualitative material
collected by members of the project consortium during hackathons in order to
support evaluation activities. This material, originally created in Microsoft
PowerPoint format slides, is made available for further use in PDF format.

Data in the O4C Platform is primarily user-generated data from hackathon
participants who have used the platform in relation to hackathons, data sets
uploaded by users and information regarding the projects created as hackathon
outcomes.

##  Structure of the document

The document is based on the template H2020 Programme Guidelines on FAIR Data
Management in Horizon 2020 version 3.0, 26 July 2016 and is structured with
inspiration from the questions presented in the template. The main difference
in structure from the previous, mid-term, Data Management Plan (DMP)
(deliverable D4.6) is that this version is divided into two separate parts;
Part A regarding research data and Part B focused on the O4C platform data.
This has been done to illustrate that in practice the consortium’s management
of data in these two domains has primarily been carried out by Antropologerne
and Dataproces respectively; Antropologerne as the partner primarily
supporting the generation of qualitative research data across pilots during
the project, and Dataproces, as the consortium partner with most general data-
related expertise and main responsibility for building and managing the O4C
platform.

However, all consortium partners have been involved in data generation and
management, especially with respect to their specific pilot. Similarly, all
pilots have been involved in discussions regarding the choice of data
repository and considerations relating to data management after the end of the
O4C project. At a local level, all pilots have communicated with key
stakeholders about the use of data in the project and specifically
stakeholders’ consent to the use of locally generated and data used for
research and in the O4C platform.

#  Part A: Managing Research Data

In the context of this DMP, we apply the definition used by Corti et al.
(2014) who ‘define research data as any research materials resulting from
primary data generation or collection, qualitative or quantitative, or derived
from existing sources intended to be analysed in the course of a research
project. The scope covers numerical data, textual data, digitized materials,
images, recordings or modelling scripts.’ (Corti et al., 2014: viii). As laid
out in General Annex L of the Horizon 2020 Work Programme 2018-2020 (European
Commission 2017), the Open4Citizens research data is ‘open by default’.
However, due to the personal nature of much of the research data in this
project, the data is also ‘as open as possible, as closed as necessary’
(European Commission 2017). As such, the Open4Citizens consortium has adhered
to the requirements laid out in Article 29.3 of the Grant Agreement while only
making selected research data available. This has involved selecting
representative materials in the form of photographs, quotes and reflections on
hackathon activities, gathered by the five O4C pilots as the basis for
evaluation activities. These materials have been collected by the consortium
and presented in PowerPoint slide decks for internal use by the project team,
rather than for open publication. I.e. these are raw research materials.

We have selected material from the research data in the project that is made
available to the extent that we are able to protect the privacy of individuals
involved in the project, e.g. key stakeholders of hackathons and the emerging
OpenDataLabs in the five project pilots, as well as hackathon participants
whose views have been represented in the project’s evaluation raw materials.
We have taken steps to sufficiently anonymise the materials made available, in
accordance with the consent forms signed by project participants (See these in
the Annex). O4C project participants and stakeholders have not given their
consent to have images of themselves made available in an online repository
beyond the end of the project. For this reason, we have erred on the side of
caution with respect to potentially personally identifiable material, and have
blurred the faces of individuals depicted in materials.

O4C project research materials are being made available with the intention of
increasing transparency with respect to both 1) research methodology and 2)
findings presented both in the project’s deliverables to the European
Commission and in other publications. The research data being made available
by the O4C project is ‘not directly attributable to a publication, or [is] raw
data’ as well as ‘underlying data’  2  , i.e. data that validates results in
the project and in scientific publications. For example, the figure below
shows a selection of anonymised slides from the Danish hackathon in the second
cycle, which has been used for evaluation, but has not been directly

replicated in any publications or project deliverables. As seen in the figure
below, this research material is anonymised using icons over faces, hiding
distinguishable name tags and uses aliases instead of real names.

**Figure 1: Example of selected research material used for evaluation**

Tailored tools have been produced in the project to guide innovation with open
data in O4C-style hackathons. These tools constitute the Citizen Data Toolkit
(see deliverable D2.5 Citizen Data Toolkit, submitted in M30, June 2018).
These and the selected research data, described in the Data Summary in the
section below, are made available using a Creative Commons Attribution-
ShareAlike 4.0 International license. The O4C consortium members have made
selected elements of the project’s research data available by self-archiving
the research materials in the Aalborg University Research Portal,
_www.vbn.aau.dk_ on the dedicated project page  3  .

##  Research Data Summary

**What is the purpose of the data collection/generation and its relation to
the objectives of the project?**

Research data is primarily qualitative material used to capture and reflect on
project activities, as well as to feed in to research outputs in the project
such as the citizen data toolkit and the frameworks for the OpenDataLabs
emerging at each of the pilots. In the second year of the project research
data collected has supported both formative evaluation related to the
development of OpenDataLabs as well as summative evaluation reflections
regarding the project’s achievements overall. An example of these materials is
shown in the figure above. These raw materials have formed the basis of
reflection about project activities related to hackathons in each of the
pilots.

The analysis of this research data for evaluation purposes has been presented
in Deliverable 4.2 Data collection and interpretation (D4.2). The material has
been used in other project deliverables. The research data does not include
quantitative data other than some quantitative elements of responses to
questionnaires completed by hackathon participants and O4C pilot members. The
research material therefore contains no datasets. The management of all
datasets used in the project are addressed in Section B on the O4C platform.
The figure below shows the scope and types of research materials generated by
the project in relation to the hackathon events.

**Figure 2: Overview of research materials from O4C hackathon events**

The figure above gives an overview of the scope and formats of research
material gathered by the five pilots during the project from the two cycles of
hackathons and related activities.

**Overview of research materials produced and collected**

The research materials generated in the Open4Citizens project primarily
support evaluation activities, as well as some use of the collected visual
evaluation materials such as photos and videos in dissemination activities.
There is no embedded quantitative data that can be extracted from the research
materials. We nevertheless describe these materials here in the Data
Management Plan, for possible reuse and analysis in the OpenDataLabs or by
others interested in the O4C project’s approach. They can be considered as
supplementary materials to the formal research outputs in the form of project
deliverables, publications, hackathon outputs such as app mock-ups to be
brought to market, and the network of OpenDataLabs.

The research material that is made publicly available consists of three
elements:

  1. **Templates** used to gather evaluation materials as well as to support their gathering within the Open4Citizens hackathon process, 

  

  2. Selected, anonymized **examples of completed evaluation materials** , and 

  

  3. **Final versions of tools** used during the O4C project to support the O4C process for innovation in service delivery using open data. 

  

  

The use of these materials allows others to replicate the O4C approach to
service innovation, supported by the tools in relation to the know-how
described in project deliverables. In addition, more learning from the O4C
approach can be supported by replicating the evaluation approach, using
evaluation data gathering templates. Finally, further analysis of the
selected, anonymised examples of completed evaluation materials, may support
new findings about the value of the O4C approach of value in the network of
OpenDataLabs and similar initiatives.

The full list of available research data consists of the following:

  1. **Templates**

     * For gathering evaluation materials in Hackathon cycles 1 and 2 

       1. Data gathering PowerPoint slide deck 

  
  

  

  

  

○ Guide for evaluation data gathering (consolidated from the PowerPoint deck
and from the cycle 2 questionnaire)

○ Tool use questionnaire questions (only used in cycle 2)

○ Contribution Story semi-structured interview template

  * Of selected, amendable hackathon starter kit tools 

  

  * Of amendable citizen data tools 

  

  2. **Completed evaluation materials**

  

  

Selected, representative examples of anonymised evaluation materials from both
hackathon cycles across all 5 pilots in Barcelona, Denmark (Copenhagen and
Aalborg), Karlstad, Milan, and Rotterdam

  * Facts about the hackathon 

  

  * Impressions from the hackathon 

  

  * Hackathon participant group (team) evaluation slides 

  

  * Stakeholder portrait (selected examples from cycle 2, across pilots) 

  

  * Hackathon Evaluation for Partners & Stakeholders 

  

  * Reflections on use of O4C toolkit tools 

  

  * Reflections on replacement tools used 

  

  * Reflections on additional tools used 

  

  * Online tool use questionnaire responses (collated across pilots) 

  

  * High-level observations by Antropologerne from cycle 2 hackathons 

  

  3. **Citizen Data Toolkit**

  

  

For use by others wishing to use the Open4Citizens approach to understanding
and working with open data for service innovation. The Citizen Data Toolkit
consists of tools from all three toolkit sections listed below, which have
been used, tested and amended in the first and second hackathon cycles. The
final version of the toolkit is presented in deliverable D2.5 Citizen Data
Toolkit. Tools are available as PDF documents, with their source files
available in Adobe Illustrator/InDesign formats, for further adaptation by
anyone with access to these programs who wishes to amend the tools.

  * **Hackathon Starter Kit**

    1. Templates for selected final versions of Hackathon Starter Kit Tools 

  
  

  

○ Final versions of Hackathon Starter Kit tools, adjusted after hackathon
cycle 1 and finalized after hackathon cycle 2

  * **Data tools** , resulting from the design case studies (see deliverable D2.3) and lessons learned in 2 hackathon cycles 

    1. Final versions of tools for working with data 

  
  

  

**Figure 3: Overview of O4C tools. Work in progress between 1st and 2nd
hackathon cycles**

The figure above indicates general connections between the different types of
tools and the ways in which they are connected to support different types of
hackathon activities. The management of data used in the O4C platform data
repository and generated in the platform during these activities is described
in Part B. The diagram shows the importance of the supplementary research
outputs whose management is being described here in section A for creating the
main project results. In order to continue to build on O4C research outputs
and results, it is important to manage these outputs and to make them
available.

##  Storage, use and accessibility of research materials

It is the responsibility of each pilot to store the research data collected
for evaluation purposes in accordance with the consent given by project
participants. The consent forms collected from participants are stored locally
in hard copy by pilots according to their organisational guidelines, i.e. in a
secure location, accessible only to relevant employees. Final versions of
evaluation materials which are made available online by the project for others
to access and use conform to the requirements regarding anonymity laid out in
the consent form, i.e. ‘I hereby give my consent for all videos and photos of
me, direct quotes, as well as any other material that I have made available to
be used by OpenDataLab _X_ and the Open4Citizens project, provided that it has
been anonymised.’ And ‘The Open4Citizens project partners may use the material
described in this document indefinitely.’ See the annexes for the templates of
the consent form used in relation to gathering research materials in the first
and second hackathon cycles. As shown in figure 1, in order to adhere to these
terms regarding anonymity, visual materials have been anonymised so that
individual faces are not visible, and aliases have been used in the place of
real names.

Research outputs generated throughout the project are primarily in the form of
qualitative material generated by all pilots in the project for analysis and
evaluation purposes. Some quantitative information, e.g. about numbers and
types of participants in the hackathons and partners in the OpenDataLabs has
been collected through questionnaires completed by O4C crew members in the
pilots, as well as by hackathon event participants and other stakeholders
involved in the O4C process. Selected and anonymised materials will be made
publicly available.

This includes the following:

  * **Photographs** of hackathon activities and individuals involved in these 

  

  * **Quotes** by hackathon participants and other project stakeholders relating to their experience of participation in the O4C project 

  

  * **Questionnaire responses**

  

  * by pilot teams regarding the use of specific tools during the O4C-style hackathon, as well as reflection on various elements of the hackathons. 

  

  * From hackathon participants about their experiences of hackathon participants 

  

  * **Written reflections** by pilot teams on the value of the O4C process of service innovation in hackathons 

  

Photographs, originally available in the PowerPoint files in which they were
gathered, are made available as PDFs. Anonymized questionnaires are available
as Excel files and CSV files. Questionnaire responses from the five O4C pilot
team will not be personally identifiable, but will be related to specific
pilots’ hackathons. Questionnaire responses from hackathon participants and
other stakeholders has personally identifiable information such as name,
workplace or school, and any other personally identifiable information
removed. We are not making video materials or audio recordings available on
the project’s repository as anonymization of this material is not possible to
the degree required with the resources available in the project.

**What is the expected size of the data?**

The total amount of research material made available on the Aalborg University
Research Portal (VBN) is approximately 70 MB. This is about a third of the
total research material generated in the project.

**To whom might the O4C research data be useful ('data utility’)**

Selected, primarily qualitative research materials from the five pilot
projects is being made available, as well as cross-cutting material reflecting
on the evaluation of the project as a whole. As described in more detail
above, this can be useful for researchers, practitioners and others wishing to
duplicate or adapt the Open4Citizens model, i.e. our specific approach to
empowering citizens to make appropriate use of open data for improved service
delivery.

##  FAIR Research Data

The consortium members have decided to make research data available through
the Aalborg University Research Portal, VBN (http://vbn.aau.dk/en/), which is
compatible with OpenAire (Open AIRE, 2017c). Selected materials will be
accessible for re-use after the end of the

Aalborg University is a signatory of the Berlin Declaration on Open Access in
the Sciences and

Humanities (Berlin Declaration, 2003), whose principles the Open4Citizens
project subscribes to.

Signatories to the declaration aspire to ‘promote the Internet as a functional
instrument for a global scientific knowledge base and human reflection and to
specify measures which research policy makers, research institutions, funding
agencies, libraries, archives and museums need to consider’ (Berlin
Declaration, 2003, pg. 1).

As described in section 2.2, above, selected and anonymised research material
that is considered to be relevant for future use is being made available via
the Open4Citizens project page on VBN  4  after the end of the project
(project month 30, June 2018).

###  F: Findable research data, including provisions for metadata

**Are the data produced and/or used in the project discoverable with metadata,
identifiable and locatable by means of a standard identification mechanism
(e.g. persistent and unique identifiers such as Digital Object Identifiers)?**

For research materials collected and generated in the project and made openly
available, a fit-forpurpose file naming convention has been inspired by best
practice for qualitative data, such as described by the UK Data Archive
(2011). This is [Project abbreviation]_[type of material]_[Pilot name, if
relevant]_[Date of event or final version]_[Any additional descriptive
text]_[Number, if there is more than one file with the same information].[file
format]. E.g. For some of the materials in Figure 1, this is: “O4C_
Evaluation-raw-material_Aalborg_November-2017_Hackathon-Impressions_1.PDF”.
Research material in vbn.aau.dk, is findable via a search in the full text of
the file names of the uploaded files, as well as through tags associated with
these in the upload process. DOIs are provided upon request. At this time, at
the end of the project, we do not consider that the additional effort required
to get these DOIs is worth the likely minimal pay-off in terms of increased
findability. We aim to additionally support access to and use of the project’s
research materials by ensuring that there is an easy-to-reach and responsive
person listed prominently as a contact on the project’s VBN page. For the
immediate future, this will be Nicola Morelli, the project coordinator. If
additional resources are secured to scale up the Network of OpenDataLabs, a
dedicated NOODL.eu coordinator would be the contact person. In this way, we
can respond to any challenges being faced by people wishing to access and use
our materials.

###  A: Making research data **openly accessible**

**How will the data be made accessible (e.g. by deposition in a repository)?**

Research materials will be made accessible on the Aalborg University Research
Portal,  _www.vbn.aau.dk_ on the dedicated project page  5  . After the end of
the project in M30, June 2018, the research material selected as a
representative sample of the O4C project’s work, and described in this
deliverable, will be made available through the Aalborg University Research
Portal.

This repository is primarily intended for publications and material associated
with the project. For this reason, the repository is not listed on
_www.re3data.org_ 6  , the registry of research data repositories highlighted
as a data management resource by the European Commission. Nevertheless, it is
an accessible and sustainable repository that supports the needs of the O4C
project both during and after the project. The repository is OpenAire-
compatible  7  . These relate in particular to having available in-person
support, should the needs of the project with respect to research data change
as the Network of Open Data Labs becomes established.

**What methods or software tools are needed to access the data?**

All research data uploaded to the vbn.aau.dk repository is openly accessible
and downloadable. Although they are increasingly become a standard format, we
are aware that PDFs are not the most accessible format. We will make the
source files for the Citizen Data Toolkit tools available for those who have
the necessary Adobe InDesign software to amend the tools. Here, as well, we
are aware that this is not an openly accessible format. However, the project
consortium has prioritised the production of visually appealing and well-
designed tools that are easy to print and add value in use for those
individuals who want to use them as they are. We expect that the user group
for the tools who may want to amend them are designers who will have access to
the necessary software.

###  I: Making data interoperable

**Are the data produced in the project interoperable?**

Interoperability is less relevant for the qualitative research material we are
making available than for quantitative datasets. Microsoft Office has been
used for producing research data, specifically Microsoft PowerPoint and Excel.
Most files will be made available as PDFs.

The consortium has chosen to make editable versions of the tools in the
Citizen Data Toolkit (see deliverable D2.5) available in their original
formats, i.e. Adobe Illustrator. We consider that individuals with an interest
in amending the files for their own purposes are very likely to be designers
or others with existing access to the relevant software packages. Having
explored a number of open source packages for converting Microsoft Office
files for those without access to this software, we will recommend that files
be converted using Libre Office, should anyone contact us wishing to open our
files but being unable to do so. Libre Office is available online here:
https://www.libreoffice.org/download/download/.

###  R: Increase data re-use (through clarifying licences)

**How will the data be licensed to permit the widest re-use possible?**

The Open4Citizens project has aimed to be as open as possible. We take the
guidelines developed by Open Knowledge International as our starting point.
Specifically, we have explored the applicability of the Open Data Commons Open
Database License (ODbL) for data created in the project. Given the fact that
most of our research data is visual and qualitative rather than in the form of
datasets, a Creative Commons license seems most appropriate.

All templates and tools, as well as research materials (e.g. PDFs of
PowerPoint slides used to gather evaluation material) produced in the project
that are being made available are being made available under the Creative
Commons Attribution-ShareAlike 4.0 International license.  8  Materials will
therefore be referenced as shown in the figure below.

**Figure 4: Creative commons license reference used for O4C research data (CC
BY-SA 4.0)**

The CC BY-SA 4.0 license has been chosen by the project given the large amount
of visual information that the research data encompasses.

**How long is it intended that the data remains re-usable?**

We will adhere to the repository standard of the Aalborg University Research
Portal. It is intended that the research material remains accessible and re-
usable for five years, in line with the availability of the O4C platform,
where some of this material will also be available.

**Are data quality assurance processes described?**

For the project’s research data, quality assurance of the qualitative
materials has been assured during the O4C project through their review by
Antropologerne on an ongoing basis in coordination with the pilots who have
produced the materials. Additional quality assurance of research data beyond
the end of the project will depend on the extent to which additional resources
are secured in relation to the OpenDataLab to ensure this. If no additional
resources are secured, all further activities relating to the O4C project
research data will be the remit of the Aalborg University VBN support staff,
with whom the O4C project coordinator will maintain contact.

##  Research Data Security

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

Research data has been shared between project partners and stored in
collaborative online working platforms during the project’s lifetime. These
are BaseCamp (https://3.basecamp.com), Google Drive
(https://drive.google.com), and Dropbox (https://www.dropbox.com). Some
intermediate and all final versions of evaluation data collected in the
project and analysis outputs of this material are saved in a standardised
filing system in the project’s BaseCamp account.

Material created during the project is stored locally by the Open4Ctizens
partners according to their institutional data management and storage
guidelines. This locally stored research data includes unanonymised
questionnaire data from hackathons, as well as consent forms signed by
hackathon and other project participants allowing for the use of photos and
videos of these participants. Consent forms will be kept beyond the end of the
Open4Citizens project. Additional research data such as personal notes, unused
photos and video clips etc. will be safely deleted and discarded as
appropriate after the end of the project (June 2018). This research data
includes all data not made publicly available for the long term in Aalborg
University’s Repository. The consortium partners are discussing these
procedures and requirements at the time of submitting this deliverable with
respect to the research materials and their potential use in the five
OpenDataLabs to ensure a common understanding and approach.

All working materials, currently stored on Google Drive and BaseCamp will be
deleted when appropriate by the project coordinator at Aalborg University
after the end of the O4C project when it has been assessed that they are no
longer needed.

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

The Aalborg University Research Portal (vbn.aau.dk) will be used for long-term
preservation of research data. See details above. At the time of writing this
deliverable, it has not been possible to get access to the VBN policies and
procedures regarding data security. However, the portal itself meets the
requirements to be OpenAire compatible and we are confident that all necessary
requirements are in place with respect to these considerations.

##  Ethical Aspects concerning research data

**Are there any ethical or legal issues that can have an impact on data
sharing?**

Ethical issues related to the research materials have been discussed above.
These specifically relate to informed consent secured from project
participants and to the need to anonymise all the qualitative materials
produced in the project. The O4C consortium members have ensured that the
materials made openly available have been adequately anonymised in line with
the procedures laid out in the project’s consent forms. The physical consent
forms themselves are locally stored by each of the five pilots in a location
that is not openly accessible, e.g. a dedicated file in a lockable room or
filing cabinet.

**Are there any ethical or legal issues that can have an impact on sharing
research data?**

At the time of writing this final data management plan, the General Data
Protection Regulation (GDPR)  9  has come into force in the European Union.
The O4C consortium has used these new rules and associated guidelines as the
basis for assessing which data is made available. We have also been guided by
the Article 29 Working Party Guidelines on Consent.  10

**Is informed consent for data sharing and long term preservation included in
questionnaires dealing with personal data?**

The gathering and analysis of research data in the project is guided by
standard ethics guidelines for the social sciences (e.g. as outlined in
Iphofen (2009)  11  ).

For research data collected in relation to Open4Citizens hackathons, as well
as questionnaires and other personally identifiable information generated,
informed consent has been sought. All participants in hackathons are requested
to provide their consent for all materials produced to be used by the project.
See the annex for standard consent forms used in the project. On the rare
occasions where project participants have not wished for their photos or
quotes to be used, the pilots in question have ensured that none of this
information has been made openly availably.

#  Part B: Managing O4C Platform Data

Part B of this Data Management Plan deals with the Open4Citizens platform and
how Dataproces has managed data uploaded to and generated in the platform. It
will give a short explanation of the platform, the life cycle of the data and
security measures taken at Dataproces as well as compliance with the FAIR
principles.

##  Data summary

**What is the purpose of the data collection/generation and its relation to
the objectives of the project?**

The purpose of generating and uploading datasets to the O4C Platform at
opendatalab.eu has been to make it possible for participants, curious citizens
and other interested stakeholders to locate and find the data for use in
projects in the various hackathons. Being publicly available, the platform
will only store such datasets for the purpose of facilitating hackathon users
in their search. Further data can also be stored in the marketplace section of
the platform  ( _https://opendatalab.eu/#marketplace_ )  where hackathon
outcomes generated by the participants are made available.

###  The Open4Citizens platform: Functions and the users

Here, we provide a short description of the platform including the user types,
data utility and datatypes. Opendatalab.eu is a platform for facilitating
hackathons where it is possible to create events, sign up for these events,
upload/download datasets, manipulate data and upload projects.

**User Types**

There are two types of users in the platform:

  * **Users** : One is the regular user who can sign up as a user to the platform, upload datasets, sign on for events and upload projects. The user is also able to delete their own projects and datasets. 

  

  * **Facilitators** : The other user is the facilitator who can create events and create project teams for each event. The facilitator can see which users participate in his/her specific events, including but not limited to the O4C style hackathons. The facilitator cannot see the information regarding participants in other facilitators’ events and is not able to remove users’ uploaded projects. A facilitator is able to delete all datasets. 

  

###  Data utility in the O4C Platform

**To whom might it be useful ('data utility’)**

The O4C platform is focused around helping its users gain an understanding of
open data, as well as aiding the development of new services/improve existing
services during the hackathon cycle. The data in the platform is intended to
be used as:

  * **Components in digital mobile or web applications** – a dynamic product to access personally meaningful or context-aware data, such as a weather or route planner app. 

  

  * **Elements in concepts** \- i.e. mock-ups of mobile or web applications. 

  

  * **Data examples** for the participants to gain a greater understanding of open data. 

  

  * **Visualisation** – a statistical representation of data, such as an infographic or a narrative told as a news article (data journalism). The main objective is to communicate about what is otherwise “raw numbers in a table”. 

  

  * **Digital service** – a product-service system with various touch points ingrained with open data. For example, a service where citizens can report faulty street objects (broken lamppost, etc.) using a smartphone application, and the government is notified about these problems and can fix them. 

  

Projects and concrete solutions developed in the O4C hackathons include
concepts, mock-ups and prototypes (e.g. for apps). A number of the most
promising solutions have been further developed after the hackathon event in
order to create working solutions to challenges worked on during the
hackathons. These solutions, as well as the data they use, and generate are
the property of the teams who develop them, with the explicit expectation from
the O4C project that they will be made openly available under a creative
commons license.

###  What types and formats of data will the project generate/collect?

There are three main types of data in the platform:

  * the datasets uploaded for use in hackathons 

  

  * hackathons outcomes created by participants 

  

  * the user-generated data stored in the platform These datatypes will be explained in the sections below. 

  

**Datasets and their formats:**

Datasets consisted of open data that was uploaded to the platform, that was
used in the hackathons by the participants. The datasets that have been chosen
for the hackathon cycles and uploaded to the O4C Platform mostly consist of
files in .CSV and .xlsx format, which has allowed them to be used with the
visualization tools in the platform such as different kinds of graphs. The
geocoded .CSV files can further be used with mapping tools that allow the user
to see where objects are located on a map.

To ensure that the credit is given to the owner of the dataset, wherever
possible, the name and link to the original dataset have been added to each
dataset in the repository located on the platform.

**Hackathon outcomes** :

The hackathon outcomes uploaded to the platform are the ideas participants
have worked on during the hackathon. As mentioned, there is opportunity to
upload these projects to the platform at  ( _https://opendatalab.eu/#market-
place_ .  The data that is stored in the platform in relation to uploading
projects is:

  * Project name 

  

  * Project description 

  

  * Thumbnail picture 

  

  * Attached CSV or Excel files with name of each file 

  

  * Link to external datasets used in the project 

  

**User-generated data** :

This consists first and foremost of the information that users provide when
they create a user in the platform as well as data brought to the hackathon
event by participants and upload to the platform in cases where there is
insufficient relevant open data available:

  * First and last name 

  

  * Profession 

  

  * Date of birth 

  

  * E-mail 

  

  * Password 

  

  * Country (if they want facilitator rights) 

  

The user-generated data also consists of the data that is generated when a
user signs up for an event, such as the date of attendance, which event they
participated in and so on. The data is only visible to Dataproces or the
facilitator of the specific event. This means that facilitators cannot see
each other’s events and there by gaining information on the users attending.
Dataproces does not use this data for analysis of user behaviour, nor is it
possible for outside companies to access user data for analysis. See appendix
for disclaimer in the platform. See figure below or visit
_https://opendatalab.eu/#register-section_ .

**Figure**

**5**

**:**

**Terms and conditions**

**in the O4C Platform**

**General Data Protection Regulation**

To be compliant with the new European Union General Data Protection Regulation
(GDPR), there is a disclaimer on opendatalab.eu, the O4C platform, that
explains users’ rights regarding their personal data (See Appendix).

This includes the following points:

  * Information you provide us 

  

  * Information collected by cookies and other tracking technologies 

  

  * Use of information – purpose and legal basis 

  

  * Storage of information 

  

  * Sharing of information 

  

  * Transfer to third countries 

  

  * Security 

  

  * Your rights 

  

  * Right to request access 

  

  * The right to object 

  

  * Right to rectification and erasure 

  

  * The right to restriction 

  

  * The right to withdraw consent 

  

  * The right to data portability 

  

  * Contact and complaints 

  

**Gaining consent from users to keep their data**

Many of the users have signed up to the platform on physical paper forms
during the hackathons and have not digitally authorized Dataproces to add
their personal data to the platform. As a result, Dataproces has anonymized
the hackathon participants’ projects before these have been showcased in the
O4C platform marketplace.

**Erasing user-generated data**

If the users did not explicitly agree to let us keep their personal user data,
we cannot showcase this in the platform.

Another point regarding deletion of user data is that according to the GDPR
companies must delete user data as soon as they do not have a specific purpose
for keeping it. Therefore, Dataproces has set up a praxis where user-generated
data will be evaluated once a year and deleted if it is not found necessary
for the user and still covered by the disclaimer’s commitment to the user.
Dataproces will maintain this praxis for 5 years where after either an
agreement must be made for Dataproces to continue or for a third party to take
over the task. Should none of the two scenarios be realised, Dataproces is
committed to erase all user data.

###  What is the expected size of the data?

The database consists of two parts, user generated/uploaded data and
facilitator generated/uploaded data. The size of the database is at the
present moment (June 2018) about 500 Mb in total. The database size is
directly proportional to the platform usage and traffic.

##  Data Security

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

**Server at Dataproces**

This paragraph contains a technical description of the server structure
located at Dataproces, Skalhuse 5, 9240 Nibe, Denmark.

The Open4Citizens Platform is deployed internally on a server and the figure
shows where each application is deployed. We have used Angular 2 framework to
build the Front End part of the platform. It is deployed on an IIS server. We
have used the Django platform to build our web service and it is deployed on
an Apache server in another Alice virtual server instance. We use Mysql for
our database and it is also running in a separate virtual server.

**Figure 6: Dataproces server structure**

It was concluded in the latest audit performed by authorized firm Attiri
(http://attiri.dk/) that the Dataproces server environment hosting the
platform fulfils all data security standards. The following measures have been
put in place to prevent any outside or unauthorised access to data. **Is the
data safely stored in certified repositories for long-term preservation and
curation? Database at Dataproces**

The database server for storing the platform data is located at Dataproces
Skalhuse 5, 9240 Nibe, Denmark.

  * **Firewall** : The database is secured by a firewall, which only provides access to authorized users through a secure protocol. Inside the server there is another firewall that only provide a user access to the specific O4C database. 

  

  * **Backup** : There are daily backups of the data. 

  

  * **Recovery** : It is possible to retrieve files from any day. 

  

The picture below is a simple visualization of a user logging on to the
OpenDataLab and getting access to the database located at Dataproces through
the internet. Only authenticated users will gain access through the firewall
shown to the right. When inside the Dataproces server, there is another
firewall that directs the user to the specific database which the user is
permitted to access.

**Figure 7: Access to Dataproces’ database from the O4C platform**

##  FAIR Data Handling in the O4C Platform

The approach to data storage in the platform is inspired by the FAIR
principles to make it easier for the participants and other interested
stakeholders to find, access and re-use the datasets and to make them
interoperable with other datasets.

  * **Making data findable, including provisions for metadata** : To locate metadata in the platform it is possible to search by tags or name in the data repository or by browsing the marketplace. 

  

  * **Making data openly accessible:** You can download datasets, which are available through the frontpage of the platform. This requires no user profile or login. It is also possible to upload new datasets, or download existing datasets, edit them and re-upload them to the platform. 

  

  * **Making data interoperable:** The file formats is Excel and CSV which are common formats **.**

  

  * **Increase data re-use:** The data is reusable by third parties. Any data uploaded or generated in the platform will be available for later users to exploit and explore. The data will only be shared through www.opendatalab.eu where anyone will have access to them. 

  

###  Are data quality assurance processes described?

**Datasets:**

 The user who uploads the dataset agrees to take full responsibility for the
quality, which is not Dataproces’ responsibility. To upload data to the
platform the user is required to register in the platform and it is tracked
which user uploaded the specific datasets. Furthermore, users are required to
agree to the terms and conditions on the platform before they can use it.

**Terms and conditions for uploading data**

For securing the quality of the uploaded datasets, Dataproces requires users
who upload data to agree to the terms and conditions of the platform. See the
appendix for the full disclaimer.

In accordance with the terms, the user who uploads the dataset is considered
responsible if the datasets are infected with viruses, are illegal or else and
thereby preventing upload of potentially harmful files.

##  Ethical Aspects re: Platform Data

**Are there any ethical or legal issues that can have an impact on data
sharing?**

When organising O4C hackathon events, the O4C pilots have collected
information from public repositories, which contain open data. Since open data
consist of information databases that are public domain, the data can be
freely used and redistributed by anyone. In regards to the open data from
various data sources that are made available on the O4C Platform, Dataproces
does not guarantee that this data has been published with the prior, necessary
and informed approval that it requires.

#  Allocation of Resources

**Are the resources for long-term preservation discussed (costs and potential
value, who decides and how what data will be kept and for how long)?**

At the end of the O4C project, the value of the O4C project outputs, including
research data and data in and related to the O4C platform, is being determined
by the five project pilots as they consolidate activities in their emerging,
local OpenDataLabs.

##  Resources for O4C platform data

As mentioned under the section Data security, all datasets that are uploaded
to the O4C Platform will be stored on a server at Dataproces who has ensured
preservation and backup throughout the project. The aim is that the Platform
will continue to be available after the O4C project has been fulfilled (beyond
June 2018). This means that the open data that has been collected, generated
and uploaded to the Platform during the project lifetime will be accessible
after the end of the funding period of the O4C project. The data in the O4C
platform will be available for as long as the internal server at Dataproces is
up and running and costs covered by the business case by Dataproces. In that
regard, Dataproces has continuously worked on developing the business plan for
the platform. This also means that the software is not open source but the
property of Dataproces. The path Dataproces has set for the sustainable
business model of the platform is to create a platform that handles both an
open data environment and a closed data environment. The platform
simultaneously collects the process information and gathers the ideas and
thoughts throughout the O4C hackathon event. This has given a powerful tool, a
powerful platform that can handle both the idea generation period, and the
idea development period afterwards, and help the user/host to keep track of
the idea owner. Dataproces will continue to evolve and use the platform after
the project funding stops, and when value is created internal at Dataproces,
the plan is to push the same process to our customers. Dataproces has no
intention to take down the platform, and will for at least a period of 5 years
keep the platform online.

##  Resources for research data

Resources for data management during the project have been allocated under
tasks T3.2 Data mapping, integration and technical support, as well as T4.4
Data management plan. At the end of the Open4Citizens project (M30, June
2018), no additional funds are available for data management. Long-term
curation of the research materials will therefore be funded through generic
funding for the Information Technology Services at Aalborg University.
Research data will be maintained in line with the general guidelines for the
Aalborg University Research Portal. The Open4Citizens (O4C) project aims to
consolidate and scale up the Network of OpenDataLabs (NOODL.eu) as a legacy of
the project (See Deliverable D4.10 Sustainability and Business Plans).

#  Conclusions and Outlook

The Open4Citizens (O4C) project has used and generated relatively small
amounts of data related to the O4C Platform and in the form of research data
(primarily qualitative research materials), that can be made available for re-
use. This deliverable has described how the data has been managed by the
project’s consortium partners and how we intend it to be FAIR (findable,
accessible, interoperable, re-usable) beyond the project, i.e. after June
2018.

At the time of writing this deliverable, at the end of the project, the five
O4C project pilots in Aalborg/Copenhagen (Denmark), Barcelona (Spain), and
Karlstad (Sweden), Milan (Italy) and Rotterdam (the Netherlands) form the
basis of the emerging Network of OpenDataLabs

(NOODL.eu)  12  . This network is a legacy of the O4C project that currently
looks likely to be sustainable in some shape or form. This current data
management plan is expected to be a starting point for data management in
NOODL.eu. This allows the project partners who will remain involved in the
network as OpenDataLab owners or key stakeholders to improve future data
management related to relevant data and materials from the project, as well as
related to new data used and generated in the network.

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