collected in each sub-work packages. The master document is maintained by TUAS
and made accessible via the project’s management platform Basecamp (see more
on D9.1). The document includes contact persons from an academic partner for
each country, who are in charge of the national level of data management
during the project. While each partner is expected to send an update relating
to their data management activities twice a year to the project coordinator,
each partner also updates the tool locally on a monthly basis (see Appendix
1). For reuse purposes, the document includes brief descriptions of each
datasets.

A protocol is in place for monitoring the collection, consistency and quality
of all data (quantitative and qualitative) collecting during the CoSIE
project. This includes guidelines about the data collection procedures, use of
standardized instruments, handling of missing data, entry of data, data
destruction, use of software and data shells, storing of data, access to data,
etc. Adherence to the protocol will be monitored by TUAS.

#  Storage and Backup

All data will be collected, accessed and stored locally according to the
legislative framework of each partner country with the support of DPOs at each
partner organization. While data entry and storage will be managed locally and
researchers will be permitted to keep a copy of local data at their site,
anonymized data from each local site is transferred through a secure network
on yearly basis to the project archive administrated by the project
coordinator. TUAS is responsible for the backup and recovery of the archive.
In order to avoid data losses, a common backup mechanism will be utilised
ensuring data reliability.

Hard copies of consent forms, information sheets as well as all audio and
visual data will be stored by WP leaders on university or partner
organizations’ premises in secure environments.

The data collected is confidential and only the members of the CoSIE
consortium have access to it during the project. Each research site is
responsible for the access, security, backup and recovery of the data they
have collected and stored.

All user and agency level data collected during the project will receive
unique identifiers and all identifying information (name, date of birth, etc.)
will be removed before data is transferred to project’s archive in the secure
network. Lists linking unique identifiers with identifying information will be
stored separately and securely, and will only be accessible by local principal
investigators and project manager (TUAS).

All processed data packages (with no sensitive information) are uploaded to a
Microsoft Sharepoint cloud folder maintained by TUAS, requiring a Microsoft
account from all partners. The folder enables joint use and storage during the
dynamic phase and immediately after the project. In the case of Community
Reporting videos, the files will be available through the website
_https://communityreporter.net/_ .  All data shared through any channel will
also be available via the CoSIE website.

Despite a strong emphasis on data security and privacy, the CoSIE consortium
recognizes risks still accrue in relation to possible breaches of
confidentiality and anonymity. Where confidentiality is nonetheless
threatened, relevant records will be destroyed.

#  Ethics and Legal Compliance

The CoSIE consortium will carry out the project in compliance with the highest
standards of research ethics and applicable international, EU and national
law. This compliance is also a contractual obligation for the consortium. The
grant agreement mentions the importance of following ethical principles:
honesty, reliability, objectivity, impartiality, open communication, duty of
care, fairness and responsibility for future science generations. The CoSIE
consortium is fully aware of the ethics and privacy issues stemming from the
deployment of ICT-related technologies and social media. This approach is
especially important as the project relates to the pervasiveness of a
technology, which many people do not understand, and which becomes even more
evident when gathering information from social media. See more on D10.1 and
D10.2.

All participants have the right to know how ethical issues are addressed in
the pilot they are participating. The CoSIE project is conducted in full
compliance with European Union legislation, conventions and declarations. No
data collected is sold or used for any purposes other than the current
project. A data minimization policy is adopted at all levels of the project
and is supervised by each WP leader. Moreover, any shadow (ancillary) personal
data obtained during the course of the pilots is immediately cancelled.
However, the plan is to minimize this kind of ancillary data as much as
possible.

The CoSIE IP plan covers the following issues: project’s knowledge management,
access to background data and knowledge, ownership and transfer of ownership
of results, protection and exploitation of results as well as settlement of
disputes (see more on 9.2). Partners will be given training of intellectual
property and copyright issues. Where appropriate, a flexible IP rights
licensing model such as Creative Commons will be utilised to ensure an
appropriate level of IP rights protection for the content creators while
allowing easy sharing of information.

#  The FAIR Approach

The CoSIE consortium is committed to making appropriate research data publicly
available as per the Open Science & Research Initiative in Finland (
_http://openscience.fi/_ )  and EU’s data management guidance (
_http://ec.europa.eu/research/participants/docs/h2020-funding-guide/cross-
cuttingissues/open-access-data-management/data-management_en.htm_ )  . In
order to ensure the maximum impact of the collated data (both raw data and
processed datasets) in the CoSIE project, each dataset is managed in one of
two separate processes based on its possibility for anonymization.

  1. When a dataset has been anonymized, it is sent by TUAS to Finnish Social Science Data Archive (FSD, https://www.fsd.uta.fi/en/) for long-term archiving. Full anonymization is required, as based on the EU Data Protection Regulation (GDPR) and the Finnish Personal Data Act, FSD requires the removal of all identifiers before submitting data to their system. Also, FSD does not archive audio-visual material. 

  

  

All related metadata is gathered by TUAS according to the FSD metadata
template. Through FSD, which is a service provider for CESSDA (Consortium of
European Social Science Data Archives), the datasets are findable by their
Data Catalogue. CESSDA adheres to the FAIR principles and aims at being a part
of the European Science Cloud. Additionally, the data is also findable via the
national non-field-specific Etsin metadata search service available in
Finland.

  2. If a dataset cannot be anonymized without significant loss of data, it is made available through the CoSIE website with archival copies saved at TUAS. Like in the process regarding anonymized data, also these copies will be available via the national Etsin metadata search service. Also, all appropriate audio-visual material is offered to be disseminated for further research by the Language Bank of Finland (https://www.kielipankki.fi/language-bank/). 

  

  

Both of the above mentioned processes provide a unique identifier to the
material, which makes it easy to refer to the data in all further research.
Suitable naming conventions are utilized, and special attention will be paid
to versioning to ensure clean datasets. Also the used terminology within the
datasets is kept as general as possible for inter-disciplinary utilisation.
The data will remain at the TUAS project archive for the duration of the
project as well as for at least 2 years after the end of the project.

The metadata is going to be produced according to the requirements of the
Etsin and FSD services in addition to appropriate project-specific information
like Discipline as well as Geographical and Temporal coverage of the data.
Furthermore, the online text categorization and analysis software developed in
WP5 will be made freely available to researchers and developers. Based on open
source software (Drupal & General Public License 2), the software can be
easily extended and new methods added. The software will be stored on the
server managed by TUAS.

Social media data collected in WP5 will not be shared publicly. The social
media layer utilised in the project will employ third party social media
platforms, such as Facebook, Twitter, YouTube, Instagram and similar. As the
CoSIE project consortium cannot have ownership of the data stored onto the
social media platforms – instead the data is stored in ICT systems operated by
third party social media organizations – the privacy concerns regarding any
information posted and stored on any social media platform depend on the
contracts (usually Terms of Service) and agreements between the user and the
social media platform operator. This directly implies that the CoSIE
consortium cannot affect the content of this contract between the user and the
social media operator.

As a principle, all anonymized data will be made freely available to the
research community during or presently after the project has ended. All
exceptions must be approved by the CoSIE Executive Board.

The CoSIE consortium is committed to comply with Open Access publishing
principles. In order to ensure the free dissemination of scientific knowledge,
the CoSIE researchers aim to publish their papers written within the scope of
the project in open access journals (gold open access) or via self-archiving
(green open access).The objective is that articles will be freely available to
the public immediately upon publication.

The costs of open access publishing principles have been taken into account in
the project’s budget. WP5 will co-operate with the service provider who is
specialized for crawling and scraping extensive amount of data from social
media platforms. Also these costs have been taken into account in the
project’s budget. There are no other specific financial or performance
considerations (of which the CoSIE consortium is currently aware) which might
influence neither short nor long-term management of the data.

**Appendix 1. The Summary & Instructions sheet and an empty Partner-Specific
Sheet from the CoSIE Data Management Tool. **