#  Executive Summary

This Data Management Plan (DMP) describes all elements of the data management
life cycle of I-MediaCities. It presents the type of data will be collected,
processed and generated by the project and how the IMedia-Cities Consortium
plans to manage these datasets in the respect of the FAIR-principles of data
management, as needed for a European project participating in Horizon 2020.

It provides information on the type of data the project will collect, process
and generate, the partner responsible for the DMP during the course of the
project, how this data will be handled during and after the project lifetime
and what methods and standards will be applied to the data.

The DMP also includes all rules and provisions on data preservation, security
and ethics for I-Media-Cities. These rules and provisions were already listed
and in article 6 on IPR Management of D1.1 and D9.1 on the ethics of the
project. This deliverable will detail the specific data protection and ethical
rules that apply to the different datasets collected, analyzed and generated
within the project.

Finally, a Data Register listing all details for all the open datasets,
planned for in I-Media-Cities, is provided.

#  1\. Introduction

This Data Management Plan (DMP) provides all the information needed to answer
any question that might arise concerning the data collected, processed and
generated within the project. There is a multitude of diverse research and
user-generated data planned for, which makes such a concrete Data Management
Plan and its updated versions (at M16, M24 and M36) an absolute necessity.

This document lists all the datasets that are going to be produced within the
project, and provides an analysis of all the main elements of the data
management policy the project will implement to handle those datasets.
I-Media-Cities is part of the OPEN Research Data Pilot, a flexible pilot
running under Horizon 2020, whose goal it is to improve visibility, reach more
people and have a greater impact – for science, society and your own career.
Consequently, the DMP provides information of how the research data of the
project follows and adheres to the FAIR-principles of data management. It is
also important to note that a key component of the project is that all
datasets generated within the project will be made open, as long as there are
not limitations due to copyright provisions or privacy laws.

The DMP also develops rules and general principles designed in D 1.1 (Quality
Assurance, Risk Management and IPR) D.9.1 (POPD – Requirement N° 4).

This Data Management Plan provides information on the following elements of
the Data Management lifecycle:

  * Type and volume of Data collected, processed and generated within the project 

  

  * The ways the project data complies with the FAIR-principles of data management 

  

  * Rules of preservation and archiving 

  

  * Ethical rules of data management 

  

  * Data Quality Assurance 

  

  * Resourcing of data management 

  

  * Data security provisions 

  

#  2\. Data of I-Media-Cities

When speaking of the data used, collected, processed and generated within
I-Media-Cities, a distinction has to be made between the data and metadata
existing before the project ( _Background_ ) and the data and metadata created
within the project ( _Foreground),_ as defined in D 1.1.

I-Media-Cities will use, collect, process and generate both types of data and
metadata, but the IPRrelated solutions for these two types differ greatly:

  1. _The Background of the project_

  

  

The Background is any information, in hard copy or in electronic form,
including, without limitation, documents, drawings, models, designs, data
memoranda, tapes, records, and databases developed before or independent of
performance under the project that is necessary for the performance of Project
Work and exploitation of its results.

All rights and obligations connected to the background of the project are
listed in the Consortium Agreement and in D1.1, article 6.3.  1  The
Coordinator, in collaboration with all partners, will ensure that the project
complies with these rights and obligations.

Concretely, the Consortium Agreement provides all the details on what
constitutes Background for every partner and, to summarize, partners will
retain ownership of the Background they contributed to the project.

  2. _The Foreground of the project_

  

  

The Foreground means the results, including information, materials and
knowledge, generated in a given project, whether or not they can be protected.
It includes Intellectual property rights, similar forms of protection and
unprotected know-how. Thus, foreground includes the tangible and intangible
results of the project. Results generated outside the project scope do not
constitute the Foreground.

Ownership and IPR of metadata, data and technological solutions created within
the project are all dealt with in D1.1  2  and the Consortium Agreement  3  ,
and in general the following rules apply:

  * Metadata produced within the project: to be made freely available, but the IP remains with the institution(s) who produced it. 

  

  * User-generated content and metadata: IP will be regulated when users register to any I-MediaCities service or platform. 

  

  * Technological solutions created within the project: IP and ownership remain with the partner(s) who developed it. If there are several partners who developed the technological solution, a shared ownership is granted. 

  

#  3\. Data Register

Since I-Media-Cities generates a lot of datasets in order to achieve the
project’s goals, they are classified and detailed in a Data Register, to
enable their proper and full management. The Data register lists all datasets
of a project and includes their volume (for some estimations), methodology,
standards and handling of all data during and after the end of the project.
This Data Register has to be understood as a living document, which will be
updated regularly during the project lifetime in combination with the updates
of the Data Management Plan (see chapter 8). This article lists and details
the possible values of the different datasets and to provide for some context
to go along with the Data register.

Below, a preliminary list of all generated datasets of version 1 of the Data
Register, completed with their names and the Work Package they are attached
to.

_Data generated within all Work Packages_

 Deliverables that are reports and documents

Every Work Package has a number of deliverables attached to it, reports that
are under responsibility of specific partners. Some of these deliverables are
reports or documents that need to be considered research data and are vital to
understanding the research project as a whole. To this effect, the project
will provide information on all documents that are relevant to the research
project of I-Media-Cities in the Data register. All these documents will be
kept at the same place and the details of their data management can be found
in the data register (Annex I).

##  _Datasets generated within WP3_

  * Performance data of website 

  

  * List of email subscribers for I-Media-Cities Newsletter 

  

##  _Datasets generated within WP5_

  * Account details for end-users 

  

  * User-generated metadata 

  

  * User-generated data 

  

  * Software 

  

##  _Datasets generated within WP6_

  * I-Media-Cities Data model 

  

  * Additional Metadata created for the I-Media-Cities Metadata Repository  Software 

  

##  _Datasets generated within WP7_

  * Metadata generated through the use of automatic analysis tools 

  

  * Software 

  

##  _Datasets generated within WP8_

 Software

_See Annex I for the I-Media-Cities Data Register, version 1._

##  3.1. Data Register Component 1: Data Summary

To keep a structured overview, the first component of every data set
description in the Data Register is a Data Summary. It delivers the following
information in accordance with the guidelines on fair data management in
Horizon 2020 projects  4  :

  * Data set reference and name: Identifier for the data set. 

  

  * Data set purpose: Description of the data that will be collected and generated and its purpose for the project and its objectives. 

  

  * Standards and metadata: Specify the types and formats of data generated/collected. 

  

  * Data Origin: Specify the origin of the data and whether or not existing data is being re-used. 

  

  * Data size: States the expected size of the data (when known). The expected total size of every dataset in the data Register will be added as soon as the Coordinator and the WP leaders have a better understanding of the specifics of this dataset. As soon as the WP Leaders can make an educated estimation on the expected dataset size, this information will be added as ‘expected total size’ to the dataset in the Data Register. This will be done during one of the planned updates of the Data Management Plan, following the estimation (M16, M24, M36). 

  

Since the project applies an agile approach to platform design and
development, storage is foreseen to be expandable to be able to store any
unforeseen quantity of data the project produces.

  * Data utility: Specify to whom the data will be useful. 

  

##  3.2. Data Register component 2: FAIR data-principles

In accordance with the requirements for European H2020-projects, I-Media-
Cities will make sure the research generated within the project adheres to the
FAIR-principles, which means that there are clear rules on their management
that will improve their findability, accessibility, interoperability and
reusability.

This Article will go into more detail for each of the different components
that help define the FAIR-principles of I-Media-Cities. It provides further
information on all the principles’ components and deals with the questions
that need answering in order to comply to the FAIR DATA Guidelines.  5

###  3.2.1. Making Data Findable

To make the collected and generated data of I-Media-Cities findable, every
dataset is characterized by specifications on the ways they are made findable
through metadata, versioning and other identification mechanisms.

Next to these identification methods, every dataset also provides the
information on the main digital location, used for their storage. To help make
the open data of I-Media-Cities discoverable, the project website includes a
central catalogue of all open datasets, which includes rules and regulations
for accessing these datasets.

In general, the following rules and provisions apply for the different
datasets:

####  a. _Reports and other documents_

  * In accordance with the mandatory properties of the DataCite metadata scheme  6  , which is a part of the DDI-standard for research metadata (version 3)  7  , all reports and documents collected or generated in I-Media-Cities has, at a minimum, the following metadata attached to it: Persistent and unique identifier (file name), Title, Keywords/tags, Author/Creator, Subject, Time of Publication, Publisher (Always I-MediaCities Consortium), Version, File size. 

  

  * All metadata are added to the properties of the document itself. For deliverables, next to the metadata being added to the properties, some of the metadata will also be published on the document control and title pages. 

  

  * The file name is the unique identifier I-Media-Cities uses for reports and other documents. It is constructed by the following standard identification mechanisms: 

  

_For deliverables_ :

Start with IMC (Project code for I-Media-Cities), followed by the number of
the deliverable (can be found in list of deliverables in the Grant Agreement),
followed by the title of the deliverable or annex to the deliverable and the
version of the document. All these elements are connected by dashes.

Example: IMC-D7.1-Report on state of the art for moving image analysis-v.
1.3-final

_For documents that are not deliverables_ :

Start with IMC, followed by the type of the document (e.g. questionnaire,
minutes …) and the title and the version of the document. All these elements
are connected by dashes.

Example: IMC-Minutes-Kick-off meeting Brussels May 23-24-version 1.2-final

 Clear Versioning is provided for all documents. All deliverables will have a
version number on the title page and all other documents will have a version
number in the file name. The last version of a document will always carry the
label ‘final’ at the end of the file name, after the version number of the
document.

The final versions of public documents and deliverables will be added to the
project web site _www.imediacities.eu_ and on the CORDIS portal  8  . It is
worth to note that information/documents/deliverables for the internal use
within the consortium and for the monitoring procedures of the EU will not be
made publicly available but will be available on the protected project Work
Cloud, B2DROP  9  , where the project partners have unlimited access to all
versions of all documents and reports.

####  b. _Films, Photographs and text-files (contents) created within the
project_

User-generated contents, which means any film, photograph and document,
created by partners, researchers and the general public, using the I-Media-
City services, and then saved in the I-Media-Cities repository. The user-
generated content does not belong to the Background of the project.

All rights and obligations concerning user-generated contents are listed and
detailed in the IPR-provisions connected to every single I-Media-City service
and must be approved by users, before they are able to save their data in the
I-Media-City repository.

Every Film, Photograph and text-file created within I-media-Cities has a title
and a source (metadata elements) attached to them, when they are entered into
the I-Media-Cities repository. Once entered into the repository, they receive
a unique numerical identifier, dedicated to the I-media-Cities repository.

c. _Metadata collected, processed or created within the project_

  * The following types of metadata are collected and in part generated within I-Media- 

  

Cities:

  * Technical Metadata: these contain information on the technical aspects of the films, photographs and documents, such as size, format, color … 

  

  * Descriptive Metadata: these contain information on the subject of the films, photographs and documents, such as title, director/author, summary, keywords … 

  

  * Administrative Metadata: these contain information on the rights status, creation, preservation and quality control of the films, photographs and documents, such as source/publisher, rights holder. 

  

  * All metadata connected to the films, photographs and text-files (Background or usergenerated) of I-Media-Cities, which is created within the project, are attached to a linked and open metadata model. Since a specific metadata model and repository is created for I-Media-Cities, the structure and standards used for this model are detailed and described in D6.1 _Content metadata subsets selection and analysis of metadata schemas and vocabularies_ (M 10). 

  

  * All metadata connected to the films, photographs and documents (background or usergenerated) of I-Media-Cities, can derive from four sources: 

    * Previously existing metadata in the databases of the Project partners of I-MediaCities (this metadata is considered part of the Background, since it is collected not created) 

  

    * Automatic A/V Analysis Tools o Metadata generated by the software 

  

    * Users (both project partners and external users) 

  

  

Rules of ownership and IPR management of all metadata collected, processed and
generated within I-Media-Cities, are subject to the regulations and provisions
detailed in D1.1 Quality Control, Risk Management and IPR, already published
on the project website  10  .

The approach I-Media-Cities will follow to maintain the distinction between
metadata that is considered background (already present in the partners’
databases) and the metadata generated within and for the purpose of the
project, is based upon the definition of the generating source of the
metadata.

#####  d. Software and its intellectual property rights (Patents, copyrights
and Trademarks)

  * All software developed in I-Media-Cities are governed by the rights and obligations attributed to the results and the software of the project, as listed and detailed in D1.1  11  and the Consortium Agreement  12  . 

  

  * The rights owners of any software developed in I-Media-Cities, is clearly indicated in the copyright information of the software. 

  

####  e. _Personal data_

  * Personal data means any information relating to an identified or identifiable natural person. 

  

  * An email address will function as the unique identifier for personal data. 

  

  * Users can be asked to register an account on I-Media-Cities in order to be able to submit data into the project. When creating their account, users will also have to approve the Terms of Use, the Privacy Policy and the Disclaimer attached to this type of account. 

  

  * All users can always have access to, edit or even cancel their own account and personal data, by logging in via their email address and their personal password. 

  

  * All rules and regulations connected to personal data, included informed consent for data sharing and long term preservation, are listed and detailed in deliverable 9.1  13  on ethics and in the IPR section of deliverable 1.1  14  . 

  

###  3.2.2. Making Data Openly Accessible

Openness of data and free access is one of the key concepts of the project. As
much as possible, and respecting all Intellectual Property involved, but also
taking into considerations the principles of the Public Sector Directive
2003/98/EC, all data will be made openly and freely accessible. All data
concerned are: content, metadata (including user-generated), and research
produced within the project.

To that avail, all publications, metadata and other content that are produced
as a direct result of the project will be made openly available, which is
known as a “gold” model. The project will also encourage researchers using its
resources, to make their works (or a significant section of it) available via
and within the e-environment and eco-system of I-Media-Cities. In other words,
research that is produced by using and accessing the content made available
via I-Media-Cities, will be made available via the project e-environments.

For every dataset, the following specifications on their accessibility is
detailed in the Data Register:

a. _Is the dataset open available or not_ _._

Open data is defined as follows:

_**Open data is data that can be freely used, re-used and redistributed by
anyone - subject only, at most, to the requirement to attribute and share-
alike.** _ 15

As a general rule, the project will openly make available the contents and
metadata produced within the project through a “gold” model. This is due to
the fact that the consortium strongly wants to encourage other stakeholders in
using the material generated by the project, enhancing the replicability of
the proposed approach and wider fruition of the technology.

Some datasets generated in I-Media-Cities will not be openly accessible,
depending on the copyright protection rules and ethics rules attached to the
generated datasets. For background, the copyright status of the content and
corresponding metadata, is identified by and under the responsibility of the
partners who contribute these datasets to the project, and listed by CRB,
which is responsible for the Data Management Plan. For the foreground, The
Management Committee will be responsible for planning and identifying the
copyright rules pertaining to every dataset belonging to the foreground, and
CRB is responsible for listing the copyright protection pertaining to every
dataset in the Data Register. The accessibility status is listed in the Data
Register and will always be made clear to users before they can start working
on and with datasets.

b. _How will the dataset be made available?_

An open data license will be applied to all datasets that are openly
available. This license will list and determine all intellectual property
rights that exist on the datasets, and is conformant with the principles set
forth in the Open Definition above. If user-generated data or content need to
be anonymized in order to be able to make it openly available, I-MediaCities
will do so.

Open data needs to be technically open as well as legally open. To this end,
I-Media-Cities will make sure that all open data is available in bulk in a
machine-readable format or through an API and for a reasonable price. The
project will also verify which part of the dataset is available for download.
The Data Register will list with every dataset, which project partner is
responsible for making it technically open.

Data will be priced at no more than a reasonable cost for reproduction or even
as a free download from the Internet. The open data license will mention the
cost of the dataset or will provide instructions on how and where information
on the cost for downloading the dataset can be found.

The project website will have clear instructions on how to access the
different open datasets and will try to avoid a Data Request Methodology as
much as possible. If such a methodology is needed, the project website will
also list the full details instructions for this DRM.

####  c. _Methods and software necessary to access the dataset_

The methods used to share data are dependent on a number of factors, such as
the type, size, complexity and sensitivity of the dataset.

For easy data availability, the project will use one of the following methods
of online publication to share data:

  * Files will be provided for download via the project website 

  

  * Via ftp servers 

  

  * As an API 

  

  * Linked metadata structure 

  

  * Via 3  rd  party websites 

  

If the project uses specific software to share the data, the partners will
make sure to primarily use open source software. If dedicated software, which
is not open source, is necessary to access the data, the software will have
clear indicators on its copyright situation, rules of use and will provide a
manual for users.

####  d. _The location of the deposited datasets_

All open datasets will be available through the project website. The user-
generated metadata and content will be deposited in the dedicated I-Media-
Cities repositories, which will be developed as a part of the project. The
project website will provide information on how to access these datasets and
the used methodology.

The repositories will be hosted at CINECA partner location, in Italy. CINECA
will provide access, during the project lifetime, for users to storage
resources in the amount needed by all I-Media-Cities services. After the
project lifetime, this storage will be subject to contractual agreements made
between CINECA and the Managing organization, in line with the developed
Business Plan. Consequently I-Media-Cities users will be allowed to access the
iRODS data repository. Actually two iRODS server instances are installed and
running on CINECA PICO HPC cluster  16  , intended to enable new "BigData"
classes of applications, related to the management and processing of large
quantities of data, coming both from simulations and experiments. The storage
area is composed by high throughput disks for a total amount of about 4 PB,
connected with a large capacity tape library for a total actual amount of 12
PByte (expandable to 16 PByte). Also Virtual Machines have been deployed and
equipped with an iRODS server development version in order to perform advanced
tests on the infrastructure before going on production.

####  e. _Are there any restrictions on the datasets_

If any restrictions apply to a generated dataset, for whatever reason (e.g.
ethical, rules of personal data, intellectual property, commercial, privacy-
related, security-related), the Data Register indicates this restriction and
provides information on the accessibility of the dataset and the request
methodology users must follow to gain access. This information is also
available through the project website.

###  3.2.3. Making Data Interoperable

Metadata interoperability is fundamental for the project. Interoperability
denotes the ability of diverse systems and organizations to work together
(inter-operate). In this case, it is the ability to interoperate - or intermix
- different datasets.  17  In order to make the data and metadata of IMedia-
Cities interoperable with other datasets, the following specifications are
added and detailed by the Coordinator to every dataset in the Data Register:

  * The open data license applied to the open datasets will allow for the intermixing of the dataset with other open datasets, even if these are external to I-Media-Cities. 

  

  * A clear indication on which (meta)data standard was used for the dataset. The project will make largely use of open standards in the case of A/V content, the main metadata standard that is relevant is the one developed following a standardization mandate from the European Commission to the European Committee of Standardization (CEN). CEN produced two European Standards (EN) to facilitate the interoperability of film databases: 

    * EN 15744:2009 “Film Identification – Minimum metadata set for cinematographic works”; 

  

    * EN 15907:2010 “Film Identification – Enhancing interoperability of metadata – Element sets and structures”. 

  

  

These standards constitute the base for the activities of the project.

  * In order to open the structured information gathered in the project, Open Linked Data will be adopted so that it can be interlinked and become more useful through semantic queries. This type of data builds upon standard Web technologies, such as HTTP, RDF and URI’s. 

  

  * Specifically for the identification of the A/V contents, the project will foster the adoption of Persistent Identifiers in the project and among the different cultural holding institutions. Among the main mature standards the DOI  18  and the Handles  19  are effective means of identifying an entity over the internet. 

  

  * Specifically for the identification of names, the project will foster the adoption of the main mature standards such as ORCID  20  that provide a persistent digital identifier that distinguishes researchers or ISNI  21  . 

  

  * Since I-Media-Cities will create its own metadata ontologies and vocabularies, details on how they are linked to commonly used metadata standards will be provided on the project website. I-Media-Cities strives to use a linked open data model for its database. 

  

###  3.2.4. Increase Data Reuse

In order to increase the re-use of the open datasets of I-Media-Cities, the
project partners will use the dissemination and communication channels to
spread the word on the availability of the open datasets:

  * I-Media-Cities will promote their available open datasets through the project website and the other available dissemination tools, described in deliverable 3.3, the dissemination and communication plan of I-Media-Cities  22  . 

  

  * I-Media-Cities will make every effort to communicate the availability of its open datasets to channels that directly provide information to one or more of the 6 target groups and related projects, as described in D3.3  23  . 

  

In order to encourage re-use, the special section on the project website that
will deal with all the open datasets, includes the following information:

  * Catalogue with all open datasets of the project. 

  

  * All information on the IPR rules and the open data licenses used for the different datasets. 

  

As a general rule, the project will apply the licenses that permit the widest
re-use possible.  All information on the methodology and location needed to
access the open datasets.

  * A clear indication on how long the datasets will remain re-usable. 

  

  * A clear contact point for any questions related to the access and re-use of the project datasets. 

  

  * If there are any expected difficulties or restrictions in data sharing and re-use, the open data information page will provide this information, along with causes and possible measures to overcome these. Possible strategies to limit restrictions may include: anonymizing or aggregating data; gaining participant consent for data sharing; gaining copyright permissions; and agreeing a limited embargo period. 

  

A key component of the project is the openness of the solution developed.
Although some components might involve some IP and require protection, the
project is conceived in order to provide a solution that is open and easy to
adopt by as many institutions as possible, in as many fields as possible.
Concretely, I-Media-Cities will actively seek to involve other research
centers and collection-holding institutions to use the tools it will produce,
already during the project lifetime and after. The system will be designed to
enable more archives, cities and institutions to join the project. Equally
encouraged by the partnership is the fact that the concept and the underlying
technological solutions are employed by others, on completely different
subject matters.

In order to enhance the chance that the open datasets will be re-used, they
will also be published on 3  rd  party data providing websites, such as GitHub
24  . Also thanks to the open link to Europeana via the EFG content
aggregator, content and data will also be – as much as possible and compatible
with the Europeana metadata policies – made available via that channel. This
link will be drafted considering the evolution of Europeana portal and its
relation with aggregators as EFG, which are now under reflection following
Council conclusions  25  .

Lastly, a key objective of the project is the ability to process queries
across language barriers. This will be made possible by defining and
implementing all necessary tools, which will be defined in D6.1, such as
ontologies, thesauri and authority files. This part is considered as
strategic, since I-Media-Cities will function as a pilot and a blueprint to
solve this standing roadblock to effective sharing of collections and metadata
across European heritage and research institutions. Therefore, it is a
strategic objective of the project that this part of the development and the
activities is completely open in its concept, results, methods, technical
solutions and results.

##  3.3. Data Register Component 3: Data Preservation and Archiving

The long-term preservation plan for every I-Media-Cities dataset will also
require the following information to be added to every dataset of the Data
Register:

  * The retention period of every dataset in the dedicated (Meta)data repositories. This period will depend on the type of data and will always be in compliance with the rules set out in D9.1 on ethics for I-Media-Cities and D1.1 on the IPR management plan for the project, but will also be influenced by the results reached in D3.1 Platform Sustainability report with business model scenarios. 

  

  * The central preservation location of every dataset will be defined. This will almost always be one of the two repositories foreseen in the project system. 

  

  * Clear indications about what will happen with the dataset after the planned retention period of the dataset is finished. 

  

#  4\. Data Quality Assurance

I-Media Cities will apply a Data Quality Assurance methodology to avoid data
contamination, incorrect, inaccurate or not recorded data and to generally
prevent errors entering a dataset. The Data Quality Plan will apply quality
assurance rules to the data before, during and after collection.

##  4.1 Data Quality Assurance before Collection

To avoid errors, I-media-Cities will strictly define and enforce the format
and metadata standards used for the different datasets. The technical
solutions will be designed in such a way that automatically enforces the use
of the defined standards and formats.

_See D6.1 for the I-Media-Cities metadata standards definition._

##  4.2 Data Quality Assurance during Collection

To ensure user-generated data quality, a specific methodology will be applied
to eliminate mistakes during data entry and evaluation. This methodology was
defined in D4.1 on Research Activities and Platform Content Enrichment.

By designing the data and metadata repositories in a specific way, before
starting to use them, the project will also enhance the data quality during
the collection process. In order to reach this goal, the following rules will
be applied during the design phase:

  * The use of consistent terminology 

  

  * Data is atomized 

  

  * Guide data entry through field value definition 

  

_See D6.1 on the Metadata Model and D6.2 on the Metadata repository_

##  4.3 Data Quality Assurance after Collection

Statistical data could be generally provided by CINECA exploiting statistical
tools as for example Elastic Search or Kibana, first producing logs containing
information about database content, subsequently parsing log files in order to
produce statistical visual representation of such information.

Other specific quality assurance mechanisms, such as checksums, are not
foreseen within the project at this point in the project, as they would not
only require implementations at technical partner CINECA, but would demand a
technological readiness level of the metadata providing partners (FHI
partners), which surpasses both the technological capabilities of several of
these partners as well as the available resources of all partners for this
section of the project. The Consortium is certain, however, that visualizing
statistical analysis of logged information, can provide a solution which is
sufficient for quality assurance after storage.

#  5\. Resourcing

Since the design and use of the meta(data) repositories, the preparation of
the project data and the application of the FAIR-principles to the datasets
were already foreseen during the composition of the project proposal, no extra
resources should be needed to fulfill these requirements.

The relevant project partners will make sure that no extra resources are
needed to ensure preparation and preservation of the datasets during the
lifetime of the project. If there are any costs or charges attached to the
preservation of the datasets after the lifetime of the project, these will be
planned for and added to the business model scenarios that will be developed
through the living lab methodology.

The following project partners are responsible for the data management during
the lifetime of the project:

  * All FHI partners are responsible for managing the correctness and quality of the data before uploading it into the project. This includes the rights status and copyright restrictions that might apply to the content. It is the responsibility of the content provider to provide the correct information to the project database and the WP Leaders, through the Coordinator or one of the WP leaders. Data provided by an FHI partner, which was already present in their local database and ingested into the project as background, cannot be edited by another partner or user. Only the partner that has contributed the data can edit it. 

  

  * WP Leader DIF is responsible for managing the standardization of all datasets coming from the content providing partners to the project. This means managing the preparation before upload into the project repository in accordance with the chosen standards. Specific preparation guidelines and manuals have been created for any data contributing party and have been added to D4.2. 

  

  * WP Leader CINECA is responsible for managing the preservation and security of the data once it has been stored in the I-Media-Cities repositories. 

  

  * WP Leader CRB is responsible for managing the data register and making the datasets compliant with its FAIR-principles. 

  

If any unforeseen or unplanned resources are needed to complete and deliver
any part of the project plan, the problem resolution mechanism, defined in the
Risk Management Plan  26  , will be started. This means, that the relevant WP
Leader will inform the Project Coordinator of the problem, and will analyze
and try to manage the problem inside the related project team. In the case the
insufficiency of resources can’t be resolved or entails risks for the whole
project, its solution is referred to the Project Coordinator and Management
Committee. The Project Coordinator will discuss the problem at the first
Management Committee following their discovery and will devise a solution
proposal that must be approved by the Management Committee.

#  6\. Data Security

All the data is stored on secured servers at CINECA. In order to ensure the
continuity or the uninterrupted provisioning of the IIA service (the research
service at CINECA), CINECA exploits Preventive, Detective and Corrective
measures in order to reduce or eliminate various threats/incidents that may
occur. The control measures are applied at different levels of CINECA’s
infrastructure, main control measures adopted include: Uninterruptible power
supply (UPS), Server Room conditioning and cooling and different types of
connectivity, including firewall and VPN services.

All the equipment is in redundant configuration.

HA clustering performs hardware/software faults detecting, and immediately
restarts the application on another system node, making the fault transparent
vs system users.

As EUDAT  27  partner, CINECA will support access to the CINECA data
repository, also providing the web portal with authentication mechanisms
implemented by the EUDAT consortium. Technologies developed within EUDAT will
be exploited and coupled with novel web tools in order to expose interfaces to
allow users browsing and visualizing files from the CINECA repository.

Proper APIs will be included in the IMC web portal interface to activate data
access using, for example, EUDAT federated identity management services (i.e.
B2ACCESS) or invoking iRODS procedures in order to directly connect to the
CINECA iRODS server instance.

Data access and authentication within I-Media-Cities infrastructure will be
implemented as a novel Account Service, managing system accounts through the
I-Media-Cities web portal interface and mapping I-Media-Cities users to iRODS
users so as to maintain the correspondence between accounts on the system in
case they pertain to the same physical person.

In EUDAT, access policies for data deposited directly in the Common Data
Infrastructure (CDI) through user-facing services (for instance B2SHARE) are
determined by the depositor. While the EUDAT CDI encourages open access,
depositors can currently choose to keep data private. Consequently access
policies for I-Media-Cities data stored in the CDI by a partner community will
be determined by CINECA data managers as part of the community and
subsequently respected across all copies maintained in the CDI.

Moreover the EUDAT2020 project in the future will develop finer-grained
authorisation for data sharing, enabling "group" or "approved reader"
authorisation modes. Within the CDI framework, authorisation decisions (the
granting of access rights) will remain with the relevant data owners.

The EUDAT approach in terms of Access policies could obviously impact on the
I-Media-Cities Security Service architecture and development, even if no
specific high-level requirements has been already identified in order to
determine how access should be granted to a specific resources within the
IMedia-Cities infrastructure.

To make sure no data will be lost, a data recovery plan generally provides
basic replication mechanisms conceived in order to preserve data from failures
or in case of system takeovers. This kind of approach includes file system
backup as well as database support for replication. Upon such kind of basic
and very general mechanisms, currently supported from the most part of HPC
centres, CINECA offer includes more sophisticated high level mechanisms for
data preservation and metadata management. CINECA-”Backup Servers” is an
important control measure adopted in order to maintain a backup of the data
contained at application and database servers as well as file system servers
for both production and staging environment. The Advanced Data Backup
mechanism enables recovery of the pertinent service from incident/disasters
that cause a complete loss of the data.

CINECA also supports high-level data and metadata management tools relying
upon services developed within the EUDAT consortium and offers high level
support for storage and data preservation. To this extent individual services
in the EUDAT CDI provide shorter or longer periods of data preservation
depending on Service Level Agreements (SLA). The B2DROP service (which could
be easily integrated within the IMC infrastructure) is aimed at short-term
sharing of active research data, B2SHARE is aimed at the medium-term storage
and sharing of near-publication and published data and B2SAFE is aimed at
longer-term preservation and backup of community data repositories.

Backup of data in the EUDAT CDI is performed at two levels: multiple replicas
of data can be stored at different sites (also on different geographical
locations) through the B2SAFE service, governed by user-defined policies; data
may additionally be backed up at an individual site, depending on the nature
of the storage systems in use at that site.

I-Media-Cities will apply extra security measures when dealing with the
transfer of sensitive data. If such data needs to be transferred, the project
will use a File Transfer protocol combined with an SSL Certificate to add an
extra layer of security to the transfer of files. Encrypting the data this way
is one of the safest ways to make sure that sensitive data is protected during
transfer. In fact, CINECA provides file transfer mechanism based on GridFTP
which supports x509 proxy certificates as well as SSL encryption. GridFTP is a
very effective tool for data transfer: it enhances the standard ftp service
making it more reliable and faster. The transfer performance with GridFTP may
be easily raised of 45 times the ones provided by scp-like tools. GridFTP was
developed by the Globus alliance as part of an open-source toolkit for data
management. It is a client-server application: on CINECA HPC platforms a
server is available.

#  7\. Ethical Aspects of Data Management Plan

All ethics and legal issues connected to data sharing in I-Media-Cities are
covered in D9.1 POD Requirement N° 4  28  and the IPR-section of D1.1  29  .

In this Article, we provide a summary of all rules, regulations and provisions
planned for to deal with any ethical challenge that might arise with data
sharing in I-Media-Cities.

  * When dealing with long term preservation or sharing of personal data of any kind, the project will ask the user for informed consent. This informed consent will be achieved through requesting the user to approve the Terms of Use, the Privacy Policy and the Disclaimer, in order to be able to register his account and submit any kind of personal data into the platform or any of its web services. These documents will be added to every web service of I-media-Cities and might differ from each other to fit the specific technical abilities of a specific web service. The Consortium will make sure that all web services will have a clearly marked and dedicated area where users can, at all times during their visit, find and read the terms and policies that apply. 

  

Templates for the Terms of Use, the Disclaimer and the Privacy Policy of
I-Media-Cities have been added as annexes to this document.

_See Annex II for the Terms of Use template_

_See Annex III for the Privacy Policy template_

_See Annex IV for the Disclaimer template_

  * The project will make sure that all legislative standards and acts of ethics are followed when dealing with collecting, processing and sharing data in the project. 

  

  * The Terms of Use and the Privacy Policy, attached to any part of the project where data is collected from users, will inform those users on how their data will be used, who it will be shared with and the details of its storage. 

  

  * If data needs to be anonymized before it can be made open, the project will do so. 

  

#  8\. Updates of the Data Management Plan

The Data Management Plan as well as the Data Register will be updated yearly
to make sure that all information included in the plan and the Register are
still valid and that specific information previously unavailable is added.
This update will happen at least once a year at M16 (after first project
review), M24 and M36 and an overview listing of all updates to the Data
Management Plan (including Data register updates) will be added as an Annex to
the updated versions of this deliverable (with references to the chapters).
The updated version of this document will be available via the results section
of the project website, where it will replace the previous version of this
deliverable.

It is the responsibility of the Coordinator to manage the updates of the Data
Management Plan and the Data Register.

#  9\. Conclusion

This Data Management Plan provides an overview of all aspects of collecting,
processing and generating data within I-Media-Cities, as well as all the
related challenges and constraints that need to be taken into consideration.

I-Media-Cities has constructed a Data Register that lists all datasets
collected, processed and/or generated within the project and details all
relevant data management information for each of them. Every dataset has a
summary that indicates, among other things, the unique identifiers of the
dataset. Since I-Media-Cities is part of the H2020 project and of its Open
Research Data Pilot, the Data Register will include the information of how
every dataset complies to the FAIR-principles of data management, as well the
details on its storage and preservation.

The last three sections of this DMP provides information on the ways data
quality is assured throughout and after the project lifetime, the security
provisions that protect the datasets, the ethical rules that apply and the way
the resources are planned for all parts of data management throughout the
project.

A first version of the Data register with all datasets foreseen in I-Media-
Cities, containing the detailed data management information for each dataset,
has been created and added as an annex to this document. Since the Data
Register is a living document, it will be updated throughout the project
lifetime, to include previously unforeseen datasets.

Templates for the Terms of Use, Privacy Policy and I-Media-Cities in order to
collect the informed consent of users.

An update planning for this deliverable is also provided and details when
updates are scheduled, who is responsible for them and where updated versions
or update overview information can be found.