#  Executive summary

This document establishes a Data Management Plan for the INTEND project. It
has been implemented by Coventry University Enterprises Project Coordination
Team with the review from INTEND Work Package Leaders, and describes how data
will be collected, processed and generated during and after the project
lifetime.

This document presents the basic descriptions of users and groups logical
structure with roles. It also elaborates whether and how the data will be
protected (due to intellectual property, personal or security reasons) or made
open.

#  Introduction

The INTEND project participates to the Open Research Data Pilot (ORD pilot).
The ORD pilot aims to improve and maximise access to and re-use of research
data generated by Horizon 2020 projects. A Data Management Plan is required
for all projects participating in the extended ORD pilot.

A Data Management Plan is a key element of good data management. It describes
the management life cycle of the data collected and produced within the
project. As part of making research data findable, accessible, interoperable
and re-usable (FAIR), the Data Management Plan will need to include
information on:

  * the handling of research data during and after the end of the project 

  

  * the type of data collected, processed and generated 

  

  * the methodology applied 

  

  * whether the data will be shared or made open access 

  

  * the way data will be curated and preserved, also after the end of the project. 

  

Therefore, the INTEND Data Management Plan will sensitize project partners on
data management, give some common data management rules, make it easier to
find project data when needed.

#  Purpose of data collection

The overall objective of the INTEND project is to deliver an elaborated study
of the research needs and priorities in the transport sector utilising a
systematic data collection method. Therefore, the project collects and
generates data for internal use and further processing by the project partners
to produce analysis, reports and plans, as well as data that will be made
accessible for external users such as the project deliverables, project
summaries stored in the transport research database and communication and
dissemination material.

The following sections elaborate on the purpose of data collection, the origin
and types of data, the format and storage methods and concentrate on Work
Packages 2 to 5. This is because Work Packages 1 and 6 only comprise
confidential data. Data handling under WP6 is described in Deliverables D.1
and D.2.

##  Data collection in WP2

The data collected in Work Package 2 supports an annotated literature review
to identify future transport technologies and mobility concepts with a time
horizon of 2020-2035 and the main political imperatives and visions regarding
transport. This will result in the production of three deliverables:

  * D2.1 Transport projects & future technologies synopses handbook 

  

  * D2.2 Report on key transport concepts of the future 

  

  * D2.3 Report on political imperatives 

  

All this data is qualitative and will come from the reviewed literature at
European and international level, i.e. sponsored research projects, scientific
publications, forward looking exercises, industry studies and strategic
research agendas, with emphasis on transport. In particular, the data in
**D2.1 handbook** will consist of project descriptions, brief summaries that
will be categorised under one of the four transport modes (road, aviation,
rail and maritime) and some descriptive statistics (such as percentages of
projects reviewed per mode, percentages of projects for freight and passenger
sector, percentages of thematic areas per mode, most cited technology themes).
In order to organise and summarise the amount of literature that will be
reviewed in D2.1, an excel spreadsheet has been created which will be referred
as the “projects & report synopsis template”. This template includes four
transport modes divided into three sheets per mode: The reports sheet is used
purely for inputting the technologies that has been identified from
reports/roadmaps/papers/ technology websites. This sheet is not related to
funded research projects. The reports can be from some transport stakeholder,
or consultancy firm or some university, or a company. Same goes for roadmaps.
The projects sheet is used purely for inputting the technologies that have
been researched by research funded projects. These technologies are identified
through the project’s final report summary reports, projects and project
acronyms.

The thematic areas are Competitiveness, Environment, Energy, Infrastructure,
Systems. Each thematic area is also divided into cluster areas that describe
specific aspects, i.e. competitive production of road vehicles, reduction of
emissions, optimisation of resistance and propulsion. Each transport area has
its own clusters which are specific to its characteristics in order to
categorise the reviewed literature in a better way.

Only qualitative data is collected into the template, consisting of the
technologies that have been identified from each project/report and a brief
description of the results. The project acronyms sheet’s purpose is only to
assist with the descriptive statistics by collecting the thematic areas that
each project belongs to, its funding scheme and whether the project is
relevant to the passenger or freight sector.

All the results coming from D2.1 report will be publicly accessible via the
transport research database on the project website (for more details, please
see section 3).

The data in **D2.2 report** will consist of purely qualitative data in the
form of literature review and analysis of future mobility and key transport
concepts stemming from forward looking projects, reports and studies. An
evaluation will be carried out to present what mobility concepts are more
relevant to each transport mode.

The data in **D2.3 report** will be collected, processed and analysed using
the Software Tool Atlas.ti that has been designed for qualitative data
analyses. It will consist of information extracted from documents only. TUB
will scan reports on political imperatives related to the transport sector
from Europe and worldwide. With the help of the mentioned software tool whole
texts will be collected and indexed to create a topic-related bibliography.
Coding concrete statements and passages inside the text will then later on
allow to analyse which statements were mentioned together with others, how
often and whether distinctive features in terms of spatial origin or type of
originator can be observed. This will allow the creation of an overview
listing the most important political imperatives.

##  Data collection in WP3

The data collected in Work Package 3 provides the definition and evaluation of
the most important trends (Megatrends) and technological advances in passenger
and freight transportation, which impact the realization of the transport
concepts of the future and the political imperatives identified in Work
Package 2. This will result in the production of two deliverables:

  * D3.1 Report on the main Megatrends 

  

  * D3.2 Report on Megatrends validation and impact assessment 

  

The data will come from:

  * a thorough literature review looking at relevant European, global and national projects, academic literature, reports from business sector, consultancy firms and worldwide research organizations elaborating megatrends in forward looking transport projects, etc. 

  

  * ad hoc queries conducted through online questionnaire to 90 people through the LimeSurvey software 

  

  * optional webinar offered to the people who want to participate to the online questionnaire 

  

The data in **D3.1 report** will include views of experts in terms of key
mega-trends or factors that are expected to influence both passenger and
freight transport systems. These views and analysis have already been
published and are publicly available. Therefore, numerous sources will be
elaborated in an effort to study the factors of evolution of future transport
concepts. Within each source we will identify megatrends elaborated therein.
The sources are relevant EC projects, worldwide forward looking transport
projects, national projects, academic literature and reports from business
sector and consultancy firms.

The data in **D3.2 report** will consist of the outputs from WP2 (identified
technological advances – from Task 2.1, political imperatives – elaborated in
Task 2.2 and key transport concepts of the future – described in Task 2.3) and
Task 3.1 (identified most relevant megatrends) and the data collected through
two questionnaires. All the results from WP2 and task 3.1 will be grouped into
clusters with an aim to evaluate the potential impact of all elements in
clusters on priorities of the key transport concepts of the future. The first
questionnaire will be used for defining relationships between elements in the
clusters. For this purposes, we will use LimeSurvey software. The second
questionnaire will enable us to get estimations of relationships between all
the elements in clusters and between the clusters. This questionnaire will be
integrated within ANP engine intelligence, an application based on PHP, MySQL
and Python scripts and developed by FTTE.

##  Data collection in WP4

The data collected in Work Package 4 provides guidelines for a forward-looking
transport sector based on an understanding of the nature of the systemic
change in the sector and the research needs arising from it. This will result
in the production of three deliverables:

  * D4.1 Sketch of future transport system 

  

  * D4.2 Gap Analysis 

  

  * D4.3 Transport research agenda: blueprint on transport research needs, priorities and opportunities 

  

The data will come from:

  * desk research that will put together the results coming from WP2 and WP3, along with additional research about technology, infrastructure and policy using studies about the future of mobility, international research agendas, international transport policy strategies, projects and literature 

  

  * qualitative interviews to 15-20 experts using the license-based software MAXQDA 

  

  * online survey to 100-150 people using the online survey tool Unipark 

  

The data processed in **D4.1 report** will consist of results, coming from WP2
(major transport concepts and developments of the future, identified in
existing literature) and WP3 (major influencing megatrends and their impacts
on the transport system, identified in existing literature). Additional data
used in D4.1 will consist of research-specific text passages, generated
through a desk research about technology, infrastructure and policy using
studies about the future of mobility, international research agendas,
international transport policy strategies, projects and literature that are
open to the public.

Further data in D4.1 will include qualitative data from expert interviews in
order to formulate hypothesis concerning the evolutionary development of the
transport system and to identify potential game changers for the future. This
data will be analyzed, evaluated and processed using the license-based
evaluation software MAXQDA. The hypothesis compiled on the basis of the
qualitative data resulting from the expert interviews will further on serve as
a

basis to conduct an online survey (on a broader level) on impacts of potential
game changers for the transport system, consisting of open as well as closed
questions. Thereby, further qualitative data will be generated, which will be
analyzed, evaluated and processed using the online survey tool Unipark as well
as common office applications for more specific evaluations and
interpretations.

The data in **D4.2 report** will include priorities about what technologies to
develop and megatrends to research by taking into account political
imperatives and characteristics of future transport system. Data in Gap
analysis will be based on the combination of defined different technological
advances and megatrends impacts on specific characteristics of the future
transport concepts.

The data in **D4.3 Transport research agenda** will consist of a compilation
of the key findings from previous work packages and the results from D4.1 and
D4.2. This will result in 1) an identification of Blind spots, which prevent
innovation beyond mainstream research and 2) future priority research needs,
including promising fields and possible synergies that contribute to general
social and economic development.

##  Data collection in WP5

The data collected in other Work Packages is the base for Work Package 5. This
delivers the formal structure and processes to enable an effective
communication and dissemination of the knowledge gathered during the project
as well as the outputs produced during its lifetime. This will result in the
production of three deliverables:

  * D5.1 Dissemination and exploitation strategy plan 

  

  * D5.2 Data Management Plan 

  

  * D5.3 Web tools 

  

Due to the nature of the activities in the Work Package, it will produce a
wide range of data and documents:

  * printed communication material like flyers and brochures 

  

  * online communication material like the project website (including news in short and long version), Facebook, LinkedIn and Twitter contributions, 3 newsletters 

  

  * publications and papers related to the work done and the results achieved in the project 

  

  * communications with TRIMIS, green car congress, UITP, ELTIS and with nonacademic technology newsites to further disseminate the results of the project 

  

  * database of people registered on the website to receive the INTEND newsletters 

  

  * project documents repository containing project material for internal use only 

  

  * transport projects database, accessible via the website and containing mainly the transport projects reviewed in D2.1 report 

  

  * public deliverables and other materials published on the project website 

  

  * data included in the Transport Synopsis Tool 

  

  * presentations in power point or pdf format related to project consortium meetings and events attended. 

  

In addition to this, we also have all dissemination activities that are
documented in the Dissemination and exploitation strategy plan.

##  Data formats and storage methods

The general principle followed in the INTEND project is that all the
confidential documents and data will be saved in the projects documents
repository accessible via the project website just by the partners through a
password, while the public documents and data will be published on the project
website.

The confidential documents and data are:

  * Confidential deliverables (essentially the deliverables related to WP1 and WP6) 

  

  * Deliverable drafts and working documents 

  

  * Tasks guidelines 

  

  * Project meetings presentations, agendas and minutes 

  

  * Other confidential documents like Consortium Agreement, Grant Agreement, Project budget 

  

The public documents and data are:

  * Raw data from the research activities in WP3 and WP4 (online questionnaire, webinar, interviews, survey) 

  

  * All public deliverables (essentially all deliverables for WP2, WP3, WP4 and WP5) 

  

  * The transport projects database (with all the projects included in D2.1 report) 

  

  * Communication material like flyer, brochure and newsletters 

  

  * Openly accessible papers 

  

  * Dissemination events presentations 

  

All the documents and datasets saved in the internal repository and on the
website, including all deliverables, will also be stored by CUE.

The documents generated in the project will be generally in MS word, pdf or
power point format. The data set will be in MS Excel and/or other common
format for their further use (please see detailed summary table in section
2.2).

The generated data sets will be stored as MS Excel files in the internal
repository. The analysis of the metadata (normally summary graphs) will be
available within the relevant deliverables as MS Word and Adobe Reader pdf
files and published on the project website. All data sets and documents will
be backed up and stored for at least five years by CUE.

Other raw data that will be generated is related to the megatrends Analytic
Network Process matrices and the analysis with the relevant software as
described in WP3. These will all be stored in file formats according to the
software and type of data in the internal repository.

Further raw data will be generated in WP4 through conducting qualitative
expert interviews (using the license-based evaluation software MAXQDA) and an
online survey (using the online survey tool Unipark). All raw data resulting
from this will be stored in common file formats such as XLS, CSV or SPSS for
their further use in MS office applications and will be stored in the internal
repository.

In general, all raw data will be stored in the internal repository and where
relevant on Zenodo After being analyzed, it will be included in the relevant
deliverables.

Data files of the transport projects database will be stored in adequate data
formats on the web server. Users of the transport research database will have
read-only permission. All the data stored on the web server will exist for
five years: this will be established in a contract with the company hosting
the website. After five years the data will be deleted. However, the database
will also be saved on TRIMIS and Zenodo so it will exist after the duration of
the project website.

As regards the collected data sets for the Transport Synopsis Tool, this will
have to be named and stored separately as raw data. The Transport Synopsis
Tool that will be hosted on a separate website shows a graphical
representation of the data developed in WP3. This graphical representation is
accessible for everyone. TUB will have password-protected access to this data
stored on the corresponding webserver.

#  FAIR data

The data collected and generated in the project should be made findable,
accessible, interoperable and re-usable (FAIR).

##  Making data findable, including provisions for metadata

INTEND data will be **findable** with metadata. This will include the key
elements for citing and/or searching any project dataand will make the data
and documents more visible by any interested party.

Moreover, the majority of the material produced, including all public
deliverables, will be findable on the project website, on TRIMIS and on
Zenodo.

It will be named according to the following convention which includes clear
version numbers: Project name + item name + version number. For example for
the deliverables it will be: INTEND_Dx.x_shorttitle_vx.x.docx (or
.pptx/.xlsx/.pdf…).

Search keywords will be provided to optimize possibilities for re-use. These
will be: megatrends, futurology, transport research, transport research
agenda, transport projects, transport of the future.

##  Making data openly accessible

The INTEND data will be **accessible** mainly through the public deliverables
that will be published on the project website, on TRIMIS and on Zenodo. The
confidential deliverables and other confidential data will be available in the
documents repository accessible through the website just by the project
partners. Please see below a list of the INTEND deliverables and relevant
important data and its level of open accessibility:  
  
<table>  
<tr>  
<th>

**Dataset**

</th>  
<th>

**Dissemination**

**level**

</th>  
<th>

**Format**

</th>  
<th>

**Repository**

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

D1.1 Project Manual

</td>  
<td>

Confidential

</td>  
<td>

pdf

</td>  
<td>

Internal repository

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

Project meetings presentations

</td>  
<td>

Confidential

</td>  
<td>

MS power

point or pdf

</td>  
<td>

Internal repository

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

Project meeting agendas

</td>  
<td>

Confidential

</td>  
<td>

pdf

</td>  
<td>

Internal repository

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

Project meeting minutes

</td>  
<td>

Confidential

</td>  
<td>

pdf

</td>  
<td>

Internal repository

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

Other confidential data like

Consortium Agreement, Grant Agreement, Project budget

</td>  
<td>

Confidential

</td>  
<td>

pdf

</td>  
<td>

Internal repository

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

D1.2 Quality Assurance Plan and Risk Management Plan

</td>  
<td>

Confidential

</td>  
<td>

pdf

</td>  
<td>

Internal repository

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

D2.1 Transport projects & future technologies synopses handbook

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website, TRIMIS and Zenodo

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

Transport projects data

</td>  
<td>

Public

</td>  
<td>

To be discuss ed

</td>  
<td>

Shared on the website, TRIMIS and Zenodo

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

D2.2 Report on key transport concepts of the future

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website, TRIMIS and Zenodo

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

D2.3 Report on political imperatives

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website, TRIMIS and Zenodo

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

D3.1 Report on main Megatrends

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website, TRIMIS and Zenodo

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

D3.2 Report on Megatrends validation and impact assessment

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website, TRIMIS and Zenodo

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

Raw data from online questionnaires and webinars

</td>  
<td>

Public

</td>  
<td>

To be decided

</td>  
<td>

Internal repository and Zenodo

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

D4.1 Sketch of the future transport system

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website, TRIMIS and Zenodo

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

D4.2 Gap Analysis

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website, TRIMIS and Zenodo

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

D4.3 Transport research agenda: blueprint on transport research

needs, priorities and opportunities

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website, TRIMIS and Zenodo

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

Raw data from interviews and surveys

</td>  
<td>

Public

</td>  
<td>

To be decided

</td>  
<td>

Internal repository and Zenodo

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

D5.1 Dissemination and exploitation strategy

plan

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website, TRIMIS and Zenodo

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

INTEND flyer

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website

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

INTEND brochure

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website

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

INTEND newsletters

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website

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

Papers

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website and

Zenodo

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

Dissemination event presentations

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website

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

D5.2 Data Management Plan

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website, TRIMIS and Zenodo

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

D5.3 Web tools

</td>  
<td>

Public

</td>  
<td>

pdf

</td>  
<td>

Shared on INTEND website, TRIMIS and Zenodo

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

Data included in the Transport Synopsis Tool

</td>  
<td>

Public

</td>  
<td>

To be discuss ed

</td>  
<td>

Shared on the H2020 project

Transport Synopsis website

(accessible via the INTEND website)

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

D6.1 H - Requirement No. 1

</td>  
<td>

Confidential

</td>  
<td>

pdf

</td>  
<td>

Internal repository

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

D6.2 H - Requirement No. 2

</td>  
<td>

Confidential

</td>  
<td>

pdf

</td>  
<td>

Internal repository

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

Deliverables drafts and working documents

</td>  
<td>

Confidential

</td>  
<td>

MS word

</td>  
<td>

Internal repository

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

Tasks guidelines

</td>  
<td>

Confidential

</td>  
<td>

MS word

</td>  
<td>

Internal repository

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

As indicated on the table, no specific methods or software are needed to
access the data as the majority will be in a format that is accessible with
software of common use.

The data will not contain private information about transport sector
stakeholders or participants to the project activities. This refers in
particular to:

  * individual results of the online survey of WP3 

  

  * the contents shared during the webinar in WP3 

  

  * the reporting of the interviews to the experts in WP4 

  

  * individual results of the survey in WP4 

  

In general, data sharing will comply with privacy and ethics guidelines of the
project.

Moreover, there is no way of identifying a person accessing the data in
neither the project website, TRIMIS nor the Zenodo repository.

##  Making data interoperable

The INTEND data will be **interoperable** . It will adhere to standards for
formats compliant with available software applications and will be accessible
through the project website, Zenodo and TRIMIS. This will allow data exchange
and re-use between researchers, institutions, organisations and countries.

All data will use standard vocabularies; if specific or new words generated by
the project are used, definitions will be provided. In addition to this, all
deliverables include at the beginning of the document a list of abbreviations.

##  Increase data re-use (through clarifying licenses)

The public data will be **re-usable** by third party, also after the end of
the project, with appropriate reference to the INTEND project. The public
deliverables will be published on the project website, on TRIMIS and on Zenodo
once they are approved by the European Commission.

The data remains always re-usable. The data saved on the website will be
available for 5 years, however it will be available on TRIMIS and Zenodo
indefinitely.

The INTEND project doesn’t describe any data quality assurance processes. Data
quality is asserted during the implementation of each task by the respective
project partner.

#  Procedures for data collection, storage, protection, retention and
destruction

All the data sets will be managed in line with the Guidelines on Open Access
to Scientific Publications and Research Data in Horizon 2020.

A central database will be developed on the project’s website. All the
aforementioned literature for D2.1 report will be stored centrally in order to
maximise standardization of the collected files which will have to be titled
and categorised according to mode or theme. This database will help project
partners to share and easily access literature, but will also allow external
persons to gather data about the several transport projects. It will be
accessible via the project home page (www.intend-project.eu) and function like
a Wiki, allowing its user to browse through the different thematic fields of
D2.1 report in order to access the project summaries. A tab for each transport
mode will be available where the user can click on each mode and get the full
list of projects that are relevant. The projects will be classified by
thematic areas (competitiveness, environment, energy, infrastructure, systems
based on D2.1 report) and technology cluster, while the user will be able to
see the technologies that each project has researched. In addition, the user
will be able to filter the results by thematic areas and sector
(passenger/freight). This will offer a brief thesaurus of projects and
technologies that have been covered in D2.1 report. The Project Coordinator
will be responsible for the management of this “green” database / platform.

Together with the _transport projects database_ accessible by everybody, there
will be a **project documents repository** that will contain all project-
related data like confidential and public deliverables, other confidential
documents, working documents related to project tasks, project meetings
presentations. It will be accessible via the project homepage just by the
INTEND partners; they will have a personal password-protected account to
access the repository. The main purpose of this repository is to have an
actual database that will help optimizing data exchange and collaborative work
processes in the project, as well as store confidential documents. As already
mentioned above, data determined to be accessible for an external audience
(like public deliverables, electronic leaflets, transport projects, future
technologies synopses handbook) will be made freely accessible to the public
or interested parties separately via the homepage of the project website.

A **database of people** will also be developed within WP5. This will contain
a list of people registered on the website to receive the INTEND newsletters.
The subscribers only needs to enter their first and last name and their email
address. This information will be stored in form of a list on the INTEND
webpage server in the documents repository. As it contains some sensitive
information, it will be managed and treated in full compliance of data
protection national and EU legislation. In specific, the subscribers have to
confirm the subscription via an automated mail and they also receive a mail
confirmation with the information on how to cancel the subscription. They can
easily unsubscribe via the link presented on the newsletter or by sending an
email to the contact person(s) so that they can manually be remove from the
list of subscribers. Only CUE, TUB and CERTH and the external subcontractor
will have access to this list.

As regards the **online questionnaire** expected to take place within WP3, all
the input data will be obtained using the Survey service (LimeSurvey
software). Survey service will be hosted on a physically secured server,
operating in the Secure Socket Layer (SSL) mode and also all data will be
stored in the same server storage pools, protected with Access Control List
(ACL). None of the questions related to participants’ personal data (except
Country of Business) will be offered in the Survey. The Main Survey module
contains questions from the Main Survey and the Additional Survey. Survey raw
data will contain the IP address of the participant only during single Survey
session. If the specific question (that belongs to the Main Survey) does not
fulfil the required answer scheme, an additional question that belongs to the
Additional Survey will be activated (by predefined logical schema, stored in
the Main Survey Module). In this way, both surveys could be completed within
the same Survey session. Just upon the Survey session end, the participant’s
IP address and other session data will be erased from the participant record,
in order to avoid any personal metadata collection. The IP address will be
erased automatically from the raw record by the customized script.

The **webinar** service in WP3 will also be hosted on the physically secured
server, operating in the Secure Socket Layer (SSL) mode. All data will be
stored in the same server storage pools, protected with Access Control List
(ACL), as well. During webinar realization, the so called “recording mode”
will be disabled at both the server and the client side. Also, none of the
webinar session data will be permanently stored on the hosting server. All
personal documents, personal session data and the server log data will be
erased just upon the end of the webinar by activating the log data erase
script: this searches for any log and session data acquired during the webinar
realization and erases it in all related log files.

Both webinar and survey processes will be conducted without the usage of the 3
rd  party software and services: all data traffic will be based on direct
client-server connection without intermediate rerouting to 3  rd  party
servers (e.g. outer cloud services, etc.).

As regards User Access Control Hierarchy related to the specific user research
and operational role, the considered access control include several
operational levels:

  * Visual access to research data (read-only user access type), on the server by using the provided secured computer with authentication, authorization and auditing capabilities (AAA). Usage of devices for data recording by optical devices (i.e. cameras), physical media (USB flash drive, memory card, optical medium, hard disk, etc.), as well as the possibility of sending data over the intranet or external (internet) connection is strictly prohibited (in technical and organizational way); 

  

  * Visual access to research data and possibility to change (read-write user access type), on the server by using the provided secured computer with authentication, authorization and auditing capabilities (AAA). Usage of devices for data recording by optical devices (i.e. cameras), physical media (USB flash drive, memory card, optical medium, hard disk, etc.), as well as the possibility of sending data over the intranet or external (internet) connection is strictly prohibited (in technical and organizational way); 

  

  * Visual access to research data (read-only user access type), on the server by using the provided secured computer with authentication, authorization and auditing capabilities (AAA). Usage of devices for data recording by optical devices (i.e. cameras), physical media (USB flash drive, memory card, optical medium, hard disk, etc.), is allowed, but the possibility of sending data over the intranet or external (internet) connection is forbidden. The process is allowed and monitored by the Project data security officer whose task is to register all devices and storage media used for data copy in order to apply erase/destroy-data procedures upon data manipulation; 

  

  * Visual access to research data and possibility to change (read-write user access type), on the server by using the provided secured computer with authentication, authorization and auditing capabilities (AAA). Usage of devices for data recording by optical devices (i.e. cameras), physical media (USB flash drive, memory card, optical medium, hard disk, etc.), is allowed, but the possibility of sending data over the intranet or external (internet) connection is forbidden. The process is allowed and monitored by the Project data security officer whose task is to register all devices and storage media used for data copy in order to apply erase/destroy-data procedures upon data manipulation; 

  

  * Data manipulation on computers / other devices used as destination in copy procedures mentioned above. Data manipulation is allowed and monitored by the Project data security officer whose task is to apply erase/destroy-data procedures on destination device upon data manipulation; 

  

  * Data transmission between research/operational personnel using the secured/encrypted intranet and Internet connections hosted by the devices/servers with authentication, authorization and auditing capabilities (AAA). 

  

Respecting the duty to secure data confidentiality according to the INTEND
Data Management Plan, each INTEND partner will delegate the Project data
security officer role to one team member (by the end of M4, January 2018).
Considering User Access Control Hierarchy, the responsibility of each Project
data security officer is to associate one of abovementioned operational levels
with each team member, regarding the specific research role within the
partner's team.

Survey and webinar servers are physically secured in rooms where access is
allowed only to authorized personnel. All processes related to survey and
webinar are exclusively hosted by these servers strictly excluding the use of
any external (3  rd  party) services and their servers. Complete communication
is SSL encrypted, using digital certificates issued by relevant CA (Certified
Authority) institutions.

As regards WP4 **qualitative expert interviews** , all the input data will be
generated either digitally (audiofiles) or written as flow texts. Using the
license-based qualitative evaluation software MAXQDA, raw data will be
transcribed and afterwards stored on internal server. To guarantee protection
of personal and sensitive data throughout the whole evaluation process, the
software will be installed on a limited number of computers only, which are
personalized through password-protection. For further scientific evaluations
and with regard to the dissemination material, all information that could
possibly allow inference on the interviewee will be disguised or entirely
removed from the transcripts.

All the input data produced within WP4 **online survey** will be generated by
using the online survey software Unipark. With this software tool, the
customer is solely responsible for who will participate in the survey, how it
is made available to participants and what data finally will be collected. Any
information stored on the provider’s server is treated confidentially
according to GDPR (General Data Protection Regulation of the EU) and access to
data is only possible for authorized personnel. For customers, located in the
European Economic Area (EEA), all processing of Personal Data is – according
to the provider – performed in accordance with privacy rights and regulations
following the EU Directive 95/46/EC of the European Parliament and of the
Council of 24  th  October 1995 (the Directive), and the implementations of
the Directive in local legislation.

All data generated in WP4 will be held securely on password-protected
computers and server systems, which are periodically maintained by the IT-
division of ZHAW. The computers as well as the server systems are kept in
office rooms, where access is allowed to authorized personnel only. Whenever
the computers are moved to another location or used externally, the owner of
the computer has to follow the strict guidelines and safety regulations of
ZHAW concerning the handling of internal devices with sensitive data abroad.

#  Open access to scientific publications

The Project Partners who want to publish peer reviewed scientific papers that
contain data and results from the project, or promote the project, will have
to ensure that any effort will be made for the papers to be made available as
“open access” if possible.

Most of the papers will be published in conferences which is a quick process
with a great outreach, especially considering the short duration of the
project. All articles will have to contain the project’s acronym, reference to
the words EU and Horizon 2020 ensuring the promotion of the funding scheme and
the identification and accessibility of the work in the future.

The proceedings of the conferences will be freely available. Moreover, the
papers will be published on the project website and on Zenodo, as well as the
public deliverables, and will be made accessible to all to ensure that the
research community has long-term access to the INTEND data and results.

Zenodo enables researchers to share and preserve any research outputs in any
size, any format and from any science, therefore it serves well the INTEND
purposes. The main reason to select it are:

  * Datasets and documents will be retained for the lifetime of the repository 

  

  * The submitted datasets have a persistent and unique identifier, essential for sustainable citations 

  

  * It helps track how the data has been used by providing access and download statistics 

  

  * It offers clear terms and conditions that meets legal requirements (e.g. for data protection) and allow reuse without licensing conditions 

  

  * It is provided free of charge for educational and informational use. 

  

CUE will be responsible for uploading the relevant documents to Zenodo and
also to the project’s website. All partners will be responsible for
disseminating the open datasets using social networks and partners’ media
channels.

#  Intellectual Property Rights

As the INTEND project is a Coordination and Support Action, new knowledge
created will form a common ground to accumulate new knowledge. The management
of intellectual property will be on the focus of the dissemination manager and
the coordinator.

The dissemination manager, CERTH, possesses significant experience in IPR and
will make sure that the following rules will be applied:

  * Pre-existing know-how will remain the property of the partner having brought it into the project. 

  

  * Pre-existing know how will be made available, by their owners, to the project participants on the need to know basis. Usage outside the project will be decided among the owners and the potential users on a case-by-case basis. 

  

  * Knowledge will remain the property of those the partner involved in its generation / production. 

  

  * Knowledge jointly generated (without possibility to identify the individual share of work) shall be the joint property of the partners concerned. 

  

#  Allocation of resources, data security and ethical aspects

The INTEND data will be stored in the documents repository, in the transport
projects database, on the project website and in the Transport Synopsis Tool
database. The costs will be covered by the budget. As regards the storage on
Zenodo and TRIMIS, these were not budgeted, however, there are no costs
associated with these repositories as they are free of charge. CUE will be
responsible to upload the relevant documents on Zenodo, while CERTH is
responsible of uploading the relevant documentation on TRIMIS.

Each project partner is responsible for a reliable data management related to
their work within the project. However, the Project Coordinator is responsible
for the overall data management of the project.

Each project partner is also responsible for the security and preservation of
their data. The project partners’ servers are regularly and continuously
backed-up, as well as the project website. Moreover, access to the documents
repository and the Synopsis Tool (both through the project website) will be
controlled by use of user name and password. In the event of an incident, the
data will be recovered according to the necessary procedures of the data
owner.

As regards ethical aspects, Work Package 6 is entirely dedicated to specify
all relevant ethical aspects related to the involvement of people to the
project activities. Two deliverables will be submitted: D6.1 “H – Requirement
No. 1” and D6.2 “H – Requirement No. 2”. Specifically, D6.1 includes
information on the procedures used to identify and recruit research
participants to be involved in the diverse project activities (e.g. webinar,
surveys and interviews) and on the consent procedures for the participation of
humans, comprising a template of the informed consent form to be filled in by
the participants before taking part in any project activity. D6.2 provides
details about the procedures that will be implemented for data collection,
storage, protection, retention, destruction and confirmation in order to
protect individuals’ privacy.