(3) what methodology & standards will be applied, (4) whether data will be
shared /made open access & how and (5) how data will be curated & preserved.

#  Overall Dataset Framework

This document contains the second version of the DMP, which, according to the
document

“Guidelines on FAIR Data Management in Horizon 2020”, aims to make our
research data findable, accessible, interoperable and reusable (FAIR). In
SafeWaterAfrica, data management procedures are included into the WP8 and can
be summarized according to the framework shown in **Figure 1** , in which the
complete workflow of dissemination and publication is shown.

**Figure 1** : SafeWaterAfrica workflow of dissemination and publication

DMP: Data Management Plan

PEDR: Plan for Exploitation and Dissemination of Results

OA: Open Access

SC: Steering Committee

Dissemination Manager: Jochen Borris, Fraunhofer

Data Manager: Manuel Andrés Rodrigo Rodrigo, UCLM

The procedure for the management of data begins with the production of a data
set by one or several of the partners. According to the Figure, they should
inform the Data Manager about the data by filling in the template shown in
Annex 1, in which the metadata is included. Dataset is then archived by the
partner that has produced it, while metadata are managed by the Data Manager.

The data archived by the partner may be in the form of tables and,
occasionally, as documents such as reports, technical drawings, pictures,
videos and material safety data sheets. Software used to store the research
results mainly includes the:

  * applications of the office suites of Microsoft, Open and Libre Office, e.g. Word and Excel, and 

  

  * Origin Data Analysis and Graphing by Originlab. 

  

  * Following checkup by the Data Manager, the metadata will be included in the Annex II section of the next edition of the DMP and depending on the decision-tree shown, data can be considered for publication. 

  

The DMP addresses the required points on a dataset by dataset basis and
reflects the current status of reflection within the consortium about the data
that will be produced. The DMP presents in details only the procedures of
creating ‘primary data’ (data not available from any other sources) and of
their management. In the internal procedures to grant open access to any
publication, research data or other innovation generated in the EU project the
main workflow starts at the WP level. If the WP team member considers putting
research data open access, it will inform the project steering committee about
its plans. The project steering committee will then discuss these plans in the
consortium and decide whether the data will be made openly accessible or not.
The general policy of the EU project is to apply “open access by default” to
its research data. Project results to be made openly accessible for the public
will be labelled “public” in the project documentation (table, pictures,
diagram, reports etc.). All project results labelled “public” will be
distributed under specific free/open license, where the authors retain the
authors’ rights and the users can redistribute the content freely by
acknowledgement of the data source.

With regard to the five points covered in the template proposed in the
“Guidelines on Data Management in Horizon 2020” (Data set reference and name,
Data set description, Standards and metadata, Data sharing and Archiving and
Preservation), they are included in the Table template proposed in Annex I and
there are common procedures that will be described together for all datasets
included in the next sections of this document.

#  Data Set Reference and Name

For an easy identification, all datasets produced in SafeWaterAfrica will be
also provided with a short name (Data set reference) following the format SWA-
DS-xxyyy, where xx refers to the work package in which data are produced and
yyy is a sequential reference number assigned by the Data Manager upon
reception of a proposal of Dataset. This name will be included in the template
and will not be filled in by the partner that propose the Dataset. Opposite,
partner that produces the Dataset will propose a descriptive name  (1)  ,
consisting of a sentence in which the content of the dataset is clearly
reflected. This sentence should be shorter than 200 characters and will be
checked and, if necessary, modified by the Data Manager for the sake of
uniformity.

#  Data Set Description

It consists of a plain text with a maximum extension of 200 words in which it
is very briefly summarized the content, methodology and organization of the
dataset in order to let the reader have a first clear idea of the main aspects
of the Dataset. It will be filled in by the partner that produces the Dataset
(2)  and checked upon reception and, if necessary, modified by the Data
Manager for the sake of uniformity.

#  Standards and Metadata

Metadata is structured information that describes, explains, locates, or
otherwise makes it easier to retrieve, use, or manage an information resource.
Metadata is often called data about data or information about information.
Metadata that are going to be included in our DMP are going to be classified
into three groups:

  * Descriptive metadata, which designates a resource for purposes such as discovery and identification. In the DMP of SafeWaterAfrica this metadata are needed to be filled in by the partner that propose the Dataset and include elements such as the contributors  (3)  (institution partners that contributes the dataset), creator/s  (4)  (author/s of the dataset), subjects  (5)  (up to six keywords that clearly identifies the content). 

  

  * Administrative metadata, which provides information to help manage a resource, such as when and how it was created, file type and other technical information, and who can access it. In the DMP of SafeWaterAfrica, these metadata are needed to be filled in by the partner that propose the Dataset and include elements such as language  (6)  (most likely 

  

English), file format  (7)  (excel, cvs, …) and type of resource  (8)  (Table,
Figure, picture…). It is proposed to use commonly used metadata standards in
this project based on the digital object identifier system® (DOI). With this
purpose, DOI of the final version of the metadata form for each Dataset will
be obtained by the Data Manager.

  * Structural metadata, which indicates how compound objects are put together. In the DMP of SafeWaterAfrica, these metadata are needed to be filled in by the partner that proposed the Dataset in Table 1 and include elements such as parameters  (9)  included in the dataset (including information about methodology used to obtain it according to international standards, equipment, etc.), structure of the datatable  (10)  (showing clearly how data are organized) and additional information for the dataset  (11)  (such as Decimal delimiter, the Column delimiter, etc.) 

  

  * Upon reception of the first version of the Dataset, this information will be checked by the Data Manager and, if necessary, modified for the sake of uniformity and clarity. 

  

#  Data Sharing

The data sharing procedures and rights in relation to the data collected
through the SafeWaterAfrica project are the same across the different datasets
and are in accordance with the Grant Agreement. Partner that produces the
datasheet should inform about the status  (12)  of the dataset: public, if
data are going to be published, or private, if no diffusion out of the
consortium is aimed (because data are considered as sensitive). In the case of
public data, a link to sample data can also be included to allow potential
users a rapid determination about the relevance of the data for their use
(13)  . This link will be checked by the Data Manager and the partner that
produce the Dataset is responsible for keeping it alive for the whole duration
of SafeWaterAfrica.

With respect to the access procedure, in accordance with Grant Agreement
Article 17, data must be made available upon request, or in the context of
checks, reviews, audits or investigations. If there are ongoing checks etc.,
the records must be retained until the end of these procedures.

Each partner must ensure open access to all peer-reviewed scientific
publications relating to its results. As per Article 29.2, the partners must:

  * As soon as possible and at the latest on publication, deposit a machine-readable electronic copy of the published version or final peer-reviewed manuscript accepted for publication in a repository for scientific publications; moreover, the beneficiary must aim 

  

to deposit at the same time the research data needed to validate the results
presented in the deposited scientific publications.

  * Ensure open access to the deposited publication — via the repository — at the latest: 

  

o On publication, if an electronic version is available for free via the
publisher, or o Within six months of publication in any other case. o Ensure
open access — via the repository — to the bibliographic metadata that identify
the deposited publication. The bibliographic metadata must be in a standard
format and must include all of the following: the terms “European Union (EU)”
and “Horizon 2020”;-the name of the action, acronym and grant number;-the
publication date, and length of embargo period if applicable, and-a persistent
identifier.

Data will also be shared when the related deliverable or paper has been made
available at an open access repository, via the gold or the green model. The
normal expectation is that data related to a publication will be openly
shared. However, to allow the exploitation of any opportunities arising from
the raw data and tools, data sharing will proceed only if all co-authors of
the related publication agree. The Lead author, who is the author with the
main contribution and who is listed first, is responsible for getting
approvals and then sharing the data and metadata in the repository of its
institution or, alternative, in the repository **Fraunhofer ePrints** (
_http://eprints.fraunhofer.de/_ )  , an open access repository for research
data.

#  Archiving and Preservation

The archiving and preservation procedures in relation to the data collected
through the SafeWaterAfrica project are the same across the different datasets
and are in accordance with the Grant Agreement.

The research data is generated at the sites of the partners, and stored and
archived at each place in accordance to the rules of each organisation and in
accordance with the referring national legislation. Additionally the data is
copied to the project intranet that is available to all beneficiaries. The
project uses the software Atlassian Confluence. This wiki software
installation is provided by the coordinator Fraunhofer IST. The software runs
on a separate server on the campus in Braunschweig, Germany. Access is limited
to the IT administrators and to the beneficiaries via any internet browser,
secured by personal accounts. Differential back-ups are made each night on
magnetic tape. Server and tapes are stored in a locked room. The electricity
grid is backed up by batteries. The Confluence server will be provided also
after the end of the project for at least five years.

#  Legal Issues

The SafeWaterAfrica partners are to comply with the ethical principles as set
out in Article 34 of the Grant Agreement, which states that all activities
must be carried out in compliance with:

  * The ethical principles (including the highest standards of research integrity e.g. as set out in the European Code of Conduct for Research Integrity, and including, in particular, avoiding fabrication, falsification, plagiarism or other research misconduct) and Commission recommendation (EC) No 251/2005 of 11 March 2005 on the European Charter for Researchers and on a Code of Conduct for the Recruitment of Researchers (OJ L 75, 22.03.2005, p. 67), the European Code of Conduct for Research Integrity of ALLEA (All European Academies) and ESF (European Science Foundation) of March 2011 

  

(
_http://www.esf.org/fileadmin/Public_documents/Publications/Code_Conduct_ResearchIntegr_
_ity.pdf_ )

  * Applicable international, EU and national law. 

  

Furthermore, activities raising ethical issues must comply with the ‘ethics
requirements’ set out in Annex 1 of the Grant Agreement. At this point, the
DMP warrants that 1) research data are placed at the disposal of colleagues
who want to replicate the study or elaborate on its findings, 2) all primary
and secondary data are stored in a secure and accessible form and 3) the
freedom of expression and communication.

Regarding confidentiality, all SafeWaterAfrica partners must keep any data,
documents or other material confidential during the implementation for the
project and for at least five years (preferible 10 years) after the period set
out in Article 3 (42 months, starting 2016-06-01). Further detail on
confidentiality can be found in Article 36 of the Grant Agreement.