#  Introduction

ARCHES [2] (“Accessible Resources for Cultural Heritage Ecosystems”) is a
Horizon 2020 (H2020) project which aims to generate more inclusive
environments at museums and cultural heritage (CH) sites, so that people with
differences and difficulties associated with perception, memory, cognition and
communication can easily access and understand art. To this end, ARCHES brings
together three key aspects: a participative research methodology with the
active involvement of the previously cited target audiences organised in the
so called exploration groups; the re-use of available digital resources
provided by the partners and external sources; and the development of
innovative technologies that will be implemented and fine-tuned by the
technology partners with the feedback from the exploration groups. As a
consequence, the generation, collection, re-use and preservation of data is
deemed to be crucial for the smooth running of ARCHES and will need the
collaboration of all the partners within the consortium: Treelogic (Tree),
University of Bath (UBAH), The Open University (OU), Sign Time GmbH
(SignTime), Neumüller Moritz – ArteConTacto (MN), Centro Regional de Bellas
Artes de Asturias – Fine Arts Museum of Asturias (MBBAA), Coprix Media
(Coprix), VRVIs Zentrum für Virtual Reality and Visualization Forschungs
(VRVis), KHM-Museumsverband –

Kunsthistorisches Museum Wien (KHM), The Wallace Collection (WC), Fundación
Colección Thyssen Bornemisza – Thyssen Museum (Thyssen), Fundación Lázaro
Galdiano – Lázaro Galdiano Museum (FLG) and Victoria & Albert Museum (V&A).

This document, the first version of the ARCHES Data Management Plan, describes
the research data that will be generated and collected during the project, as
well as the data (i.e. the partner museums digital assets) that will be used
throughout the project. The strategy to make data FAIR (findable, accessible,
interoperable and re-usable) is commented in the following sections.
Nevertheless it is worth noting that updates and more details will be added as
ARCHES progresses so as to provide the guidelines and strategies to follow
beyond the completion for exploiting data collected and generated within
ARCHES. A final version will be released in month 36 of the project.

#  Data summary

##  Purpose

The purpose of the data collection/generation is the support of the ARCHES
technical developments and complementary activities to validate the proposed
solutions in real environments and organise demonstration activities open to
everyone according to the objectives and guidelines defined in the document
Description of Action (DoA). In particular, data collection and generation are
crucial to achieve the following specific objectives:

  * To develop and evaluate strategies which enable an exploration of the value, form and function of mainstream technologies by and for people with differences and difficulties associated with perception, memory, cognition and communication. 

  

  * To develop and evaluate the use of mainstream technologies to enable the inclusion of people with such disabilities as museums visitors and consumers of art. 

  

  * To identify sources – Internet, internal archives, libraries, etc. – that can provide digital cultural resources and take advantage of their possibilities to integrate this content into innovative tools, applications and functionalities. 

  

  * To validate the technological outcomes in operational environments based on a participatory research methodology consisting of three pilot exercises in museums. 

  

  * To promote the tools and applications developed in ARCHES by means of on-site demonstration activities all around Europe. 

  

Likewise, data collection/generation is in close connection with the tasks
scheduled in the work plan, especially in the context of the technical work
packages – i.e., WP3 “Development of an accessible software platform”, WP4
“Development of applications for handheld devices” and WP5 “On-site
multisensory activities” – paving the way for the system validation and pilot
exercises in WP6. Therefore, the DMP will be a living document where new
datasets may be incorporated at any time all along the lifespan of the project
following the principles of FAIR data.

##  Types and formats

ARCHES will handle different types and formats of data according to the
multiple research areas and technical developments. In principle, these are
grouped into four categories:

  * **Multimedia research data** : A combination of sound, images, video and text components to represent the works of art in different ways and support the integration of digital surrogates into the web and mobile applications as well as the generation of complementary resources and tools. Photographs, 3D models, sketches, interactive guides, avatars and serious games are also considered within this category. 

  

  * **Metadata** : Data associated to the multimedia content used to better describe and understand each of the works of art. This includes information about the author, style, period and other details regarding the history and characteristics of the paintings, sculptures and other CH assets. Subtitles are other form of metadata that will be generated together with the videos to become accessible to people with hearing difficulties. 

  

  * **User data** : Credentials to access the platform and applications to interact with the community as well as user preferences to personalise how the content is presented. These preferences will not be based 

  

on the identification of impairments but on the selection of the desired
functionalities from a wide range of options, avoiding the management of
potential sensitive information.

  * **Exploration data** : Data generated for/by the exploration groups regarding their involvement in the project, from the recruitment phase in the UK, Spain and Austria to the interaction with the research teams to provide feedback on the methodology, activities and technologies. Therefore, information sheets, consent forms and multiple materials to assess the outcomes and allow expressing opinions and feelings – e.g. surveys, questionnaires, interviews, etc. – will be generated, stored and preserved under this category. 

  

The above information is summarised in Table 1 with the most common formats
employed by the partners when managing these datasets. We will decide the ones
that best fit the depending on the input sources and the applications. This
will also be aligned with the definition of system requirements and
architecture in the deliverables D3.1 and D4.1.

**Table 1: Types and formats of data generated/collected.**  
  
<table>  
<tr>  
<th>

</th>  
<th>

**Type of data**

</th>  
<th>

**Description**

</th>  
<th>

**Formats**

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

**1**

</td>  
<td>

**Multimedia research data**

</td>  
<td>

Image

</td>  
<td>

JPG, PNG, TIF, GIF, BMP

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

High-resolution photograph

</td>  
<td>

TIF, PNG, RAW

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

3D model

</td>  
<td>

PLY, DXF,

COLLADA, STL,

OBJ, PDF, U3D, FBX

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

Audio and video

</td>  
<td>

MP3, MP4, MOV,

AVI, WMV, MPG, MPEG, 3GP

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

**2**

</td>  
<td>

**Metadata**

</td>  
<td>

Subtitles, captions

</td>  
<td>

SRT, VTT, QT

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

Metadata

</td>  
<td>

JSON, plain text

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

**3**

</td>  
<td>

**User data**

</td>  
<td>

Credentials

</td>  
<td>

TBD

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

Preferences

</td>  
<td>

TBD

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

**4**

</td>  
<td>

**Exploration data**

</td>  
<td>

Information sheet

</td>  
<td>

DOC, DOCX, PDF

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

Informed consent

</td>  
<td>

DOC, DOCX, PDF

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

Feedback

</td>  
<td>

DOC, DOCX, XLS,

XLSX, PDF, JPG,

PNG, MP4, 3GP

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

##  Origin

We identify four different origins for the data collected/generated in ARCHES:

  * **Consortium partners** : Information and digital CH assets mainly gathered by the six participating museums, i.e., MBBAA, KHM, WC, Thyssen, FLG and V&A, so as to present them to the exploration groups in Spain, Austria and the UK. This data will be obtained from their digital archives, guides, library, etc. and exploited by means of state of the art technologies – e.g. augmented reality, avatars, relief printers and models, context-sensitive tactile audio guides and advanced image processing techniques. 

  

ARCHES may also acquire new image (photographs, models, drawings) and video
datasets (e.g. when enough documentation is not available or the development
of accessible resources require additional multimedia content) that can be
used in the project. In these cases, image and video datasets will be produced
at the participating museums using the most common file formats. Text files
relating to information about museum objects and images will be generated in
formats such as DOC, PDF or TXT, although it may be processed and converted to
other schemes.

  * **Exploration groups** : ARCHES will create new data based on the weekly activity of the exploration groups involved in the activities prepared for them at the six ARCHES museums. It will inform how the platforms, apps and activities are designed and developed with the purpose of improving their functionalities and accessibility. Qualitative and quantitative data resulting from diverse methods – e.g. interviews and discussions with participants, along with direct observation – will be collected in audio, video and written formats taking the differences and difficulties of the individuals into account as done with the consent forms. 

  

  * **Users** : In order to register and log in to the platform, they will provide a name and valid email address. The system will store the options they select for the customised presentation and visualisation to enable the corresponding functionalities. 

  

  * **External sources** : Repositories of CH assets of several institutions – such as Europeana [3], DBpedia [4] and the Rijksmuseum [5] – that publicly and freely release digital content on the Internet, useful to test the functionalities of the new tools and complement the online experience. Images, videos, audio and metadata will be collected through the corresponding Application Programming Interfaces (API). The list of CH institutions will continuously grow in parallel with the organisation of the sessions where the exploration groups evaluate the types of contents to be included in the platform and applications according to their needs and expectations. 

  

##  Re-use

As stated in the DoA and described in the previous sections, a significant
part of the research data will consist of existing data coming from museums,
CH sites and other related sources to be used for the development of
technology such as apps, websites and sensory activities (e.g. 3D reliefs).
This is clearly aligned with the expected impacts listed in the work programme
under the topic Reflective-6-2015 [6], where promoting “the use of digital
cultural heritage allowing its reinterpretation towards the development of a
new shared culture in Europe” and exploiting “the rich and diverse European
digital cultural heritage in a sustainable way” are two of the cornerstones.

On the one hand, ARCHES will re-use data already stored on the Central
Management Server (CMS) of each of the partner museums. For example, in case
of the WC, this is MuseumPlus and eMuseumPlus. Therefore, there will be no
problem in providing specific digital resources to the technological
developers once these are selected by the exploration groups with the support
of OU, UBAH as well as the educators and experts working in the museums. This
will enable the generation of tactile images among others. In addition, some
images and complementary information may be directly retrieved from the public
websites, in particular when referring to masterpieces:

  * MBBAA:  _http://www.museobbaa.com/en/collection/permanent-collection/_

  

  * KHM:  _https://www.google.com/culturalinstitute/beta/partner/kunsthistorisches-museum-viennamuseum-of-fine-arts?hl=en_

  

  * WC:  _http://wallacelive.wallacecollection.org/eMuseumPlus_

  

  * Thyssen:  _https://www.google.com/culturalinstitute/beta/u/0/partner/museo-thyssen-bornemisza_

  

_?hl=en_

  * FLG:  _http://www.flg.es/museo/la-coleccion/bases-de-datos_

  

  * V&A:  _https://www.vam.ac.uk/collections_

  

On the other hand, different options will be considered to collect and re-use
already-existing digital CH resources, making use of the APIs released by the
multiple institutions as pointed out in the previous section. These APIs
provide direct access to a great deal of artworks in several formats, from
images to 3D models together with videos, text and audio tracks. Europeana [3]
– MBBAA, KHM, Thyssen and FLG are Europeana contributors – the Rijksmuseum [5]
and the Finnish National Gallery [7] will be explored during the initial
phase. Furthermore portals like Google Arts and Culture [8] – part of the KHM,
Thyssen, FLG and V&A collections can be found here – WikiArt (The Visual Art
Encyclopaedia) [9] or DBpedia [4] also make digitisations of paintings, 3D
objects and associated metadata available to the general public.

The consortium will pay special attention to Intellectual Property Rights
(IPRs) regarding data re-use from external and internal sources. We will
respect the terms and conditions described on the corresponding websites
and/or the copyright licenses under Creative Commons [10]. Similarly, neither
the WC nor the V&A will allow their digital assets to be re-used for
commercial purposes and, specifically, the WC will not allow any re-use of the
assets by third parties for any reason without permission. The other
participating museums in Spain and Austria will take a decision on how the
digital content is shared once the artworks are selected by the exploration
groups.

##  Expected size

Multiple factors should be taken into account to estimate the size of the
data. Based on the types identified in section 2.2, we expect multimedia
research data to represent the highest percentage of storage needs. Format,
resolution, size, length and other variables will be analysed throughout the
duration of ARCHES to ensure that the hardware resources are enough to store
and preserve data, especially when the platform and apps become public and new
institutions are sought to share their contents.

Some examples of data provided by the participating museums can be found in
Table 2. Although metadata will not require much space, images (especially
those employed to design 3D reliefs) have to be in high resolution for
accurate results, ranging between 5 and 100 MB each. Likewise, data related to
the generation of tactile reliefs can vary from many MB to several GB. In
addition, the consortium is currently analysing the reproduction of 3D models
with different materials, colours and dimensions taking advantage of existing
or new scans. Depending on the method, the size could be several GB and up to
TB.

**Table 2: Examples of data provided by the museums.**  
  
<table>  
<tr>  
<th>

</th>  
<th>

**Painting**

</th>  
<th>

**3D object**

</th>  
<th>

**Fabric**

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

**Title**

</td>  
<td>

Madame de Pompadour

</td>  
<td>

Celadon dish

</td>  
<td>

Strawberry thief

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

**Photo**

</td>  
<td>

</td>  
<td>

</td>  
<td>

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

**Place of origin**

</td>  
<td>

Paris (France)

</td>  
<td>

Zheijiang (China)

</td>  
<td>

London (UK)

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

**Date**

</td>  
<td>

1758

</td>  
<td>

14  th  century

</td>  
<td>

1883

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

**Artist/maker**

</td>  
<td>

François Boucher

</td>  
<td>

Unknown

</td>  
<td>

William Morris / Morris & Co.

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

</td>  
<td>

**Painting**

</td>  
<td>

**3D object**

</td>  
<td>

**Fabric**

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

**Materials/techniques**

</td>  
<td>

Oil on canvas

</td>  
<td>

Stoneware, glazed

</td>  
<td>

Indigo-discharged and block-printed cotton

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

**Credit Line**

</td>  
<td>

Bequeathed by John Jones

</td>  
<td>

Bequeathed by Mr Arthur Hurst

</td>  
<td>

Given by Morris & Co.

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

**Museum No.**

</td>  
<td>

487-1882

</td>  
<td>

C.1-1940

</td>  
<td>

T.586-1919

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

**Gallery location**

</td>  
<td>

Europe 1600-1815 (Room 3)

</td>  
<td>

Ceramics galleries (Room 145)

</td>  
<td>

British galleries (Room 125)

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

**Description**

</td>  
<td>

Madame de Pompadour was the official mistress of King Louis XV. She

was also an influential

patron of the arts and a leader of taste. S

devoted supporter of

the Sèvres porcelain factory and keen

collector of Japanese

lacquer, she furnished

her residences with fine

furniture and porcelain. […]

</td>  
<td>

Green-glazed stonewares from

Zhejiang were the most common type of

Chinese ceramics exported to the Middle

East before 1400. This dish was thrown and carved before being given a thick
green

'celadon' glaze, which has pooled in the

incised decoration and carved fluting. […]

</td>  
<td>

Morris was inspired to draw this design after

finding thrushes stealing

fruit in his garden. This complicated and

colourful pattern is

printed by the indigo

discharge method and took a long time to

produce. Consequently,

it was expensive to buy. […]

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

**Other**

</td>  
<td>

</td>  
<td>

Audio description available:

_http://bit.ly/2nRAfmM_

</td>  
<td>

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

User data should not be a problem in terms of size, since it will be
restricted to contact details, username and password as well as the
configuration options.

Because exploration data will mainly consist of written documents as well as
photographs and videos usually taken with a smartphone, they will all account
for several GB.

##  Utility

Collected/generated data will be useful for different target audiences:

  * **People with differences and difficulties associated with perception, memory, cognition and communication** : Co-creation is a crucial concept in ARCHES where end users are continuously involved in the value chain from the very beginning. Multimedia research data will allow them to explore new forms of interaction with CH resources through the Internet or at the museum. Metadata will be a good support to multimedia content so as to make the available information accessible to all. Besides, in addressing the combination of state of the art technologies and digital CH assets, the exploitation and re-use of data will build bridges not only between cultures but also between the heritage communication and a historically silenced audience, traditionally sidelined by mainstream cultural and intellectual activity. 

  

  * **Researchers** : Social researchers may take advantage of the documents to obtain feedback from the participants as well as information sheets and consent forms for people with learning difficulties and sensory impairments. It will facilitate the communication and pave the way to replicate the approach and methodology in other contexts, especially in the field of education. From a technological perspective, high-resolution photographs, 3D scans and other datasets may be of interest to design new functionalities and applications in the field of CH. 

  

  * **Museums** : Both multimedia research data and exploration data will allow museums to define more inclusive strategies in the future building on top of the ARCHES results. Moreover, the generated material may be employed for other purposes, such as marketing and preservation, attracting new audiences to the facilities. Likewise, the generated digital content may be integrated in their own websites and other networks to boost dissemination and the re-use of these surrogates. 

  

  * **General public** : Although specifically designed for the aforementioned target groups, access to multimedia data through the online platform and smartphone applications will be granted to all on a free basis. In addition, the outputs will be available at the participating museums at least during the open days to be organised at the end of the project. 

  

#  FAIR data

This section deals with four key aspects within the DMP, i.e., findable,
accessible, interoperable and re-usable data.

##  Making data findable, including provisions for metadata

The collection and generation of consistent and accurate metadata
significantly contribute to the improvement of data search and the
identification of digital resources. In this particular context where CH
assets are the main concern, metadata will also facilitate the finding of
similar content across different online collections and repositories, such as
the external sources cited in the previous sections. In order to ensure that
interoperability among different approaches and structures, the adoption of a
common standard is recommended. Therefore, the consortium will analyse the
schemas used by the participating museums as well as the most relevant actors
in the CH field.

The implementation of a metadata scheme will be exploited for the search
functionality in the online platform and applications for handheld devices to
allow the user to find specific CH assets by date, data, author, title,
origin, type of artwork, etc. Keyword-based search will also be developed to
detect specific words and terms free-text fields, such as description, history
and others.

Likewise, the consortium will define a unique identifier for each of the
digital resources to facilitate the handling of videos, images, etc. among
professionals. The methodology will enable the storage and preservation of,
for example, multiple photographs of the same artwork keeping their connection
for further re-use, studies and cross search.

For data that requires versioning, the consortium will take advantage of
Version Control Systems (VCS). For example, source code will be maintained in
GIT and SVN repositories; executable object code can be versioned on
MyGet.org. Furthermore, the documents can also be versioned in repositories
during design and authoring.

##  Making data openly accessible

The ARCHES project proposes a general strategy in which different alternatives
will be developed to make data openly accessible. Aside from the envisioned
platform, apps and multisensory activities where multimedia content will be
available for specific actions, different repositories will contain the four
different types of data generated/collected by the partners.

When referring to the final version of multimedia research data and associated
metadata, a dedicated repository managed by the coordinator (Tree) will be
used to deposit this information. This has already been considered in the
system architecture as pointed out in the deliverable D3.1 “Report on system
architecture definition”. A REST-API will facilitate the sharing of the stored
digital resources in an easy way by means of an HTTP browser that will call
API methods.

User data will not be accessible for people outside the consortium for privacy
and security reasons. Even within the consortium, only the person in charge of
the technical development of the platform at Tree will be allowed to handle
this data. Passwords will be hashed.

Regarding the exploration data, when it does not rise ethical and privacy
issues, the consortium will benefit from the available platform Open Research
Online (ORO) [11], the OU’s repository of research publications and other
research outputs. ORO is an open access resource that can be searched and
browsed freely by the general public.

Open access to the content of the repositories will be subjected to IPRs. As a
consequence, each partner will carefully assess on a case-by-case basis which
results – and to what extent – can be made public. In particular, museum data
may be retained by the project partners in accordance to the Grant Agreement
(GA) and Consortium Agreement (CA). For example, WC digital assets, such as
high-resolution images, cannot be made openly available to third parties
without permission. On the contrary, other WC digital assets, such as
lowresolution images and video content is already (and will be) publically
available online on different websites [12], [13] and can be used by third
parties for non-commercial purposes. Similarly, V&A digital assets are openly
available to third parties for non-commercial purposes. The other
participating museums will decide on the strategy to adopt with respect to
making data openly accessible once the digital CH assets to be included in the
solution are selected in the exploration sessions planned for the end of 2017
and 2018.

Technology developers will also evaluate the outputs and intermediate results
that can become public since most developments may contain traces of
copyrighted material (e.g. use of high-resolution photographs) and, thus,
developers might not have the full copyright on the derivative outputs.

In the context of communication and dissemination actions, different
activities are planned to achieve the maximum impact from the outset by taking
advantage of the generated data. These are described in deliverable D7.2
“Communication plan, activities and publications – 1  st  version” and include
a dedicated website [2] – where reports about research and technological
results that are part of the public deliverables will be available – social
networks, mass media, networking in different events, etc. Moreover, the
consortium will encourage publication in open access journals and the adoption
of green or gold models for open access. Again, ORO may be used to this end as
well as the website.

##  Making data interoperable

The use of the most common and standardised formats for each of the data types
(see Table 1) is the first step to make data interoperable with other systems
and for professionals in other disciplines. Free online converters can be
found browsing the web to easily obtain a compatible file.

Regarding the vocabularies and ontologies, ARCHES will proceed as outlined in
section 3.1, i.e. analysing the schemas and methodologies used by the
participating museums and other partners with the purpose of developing a
joint strategy to ensure interoperability among their systems. The following
paragraphs describe some popular schemas and how they are connected to provide
data to the Europeana network [3] (the other way around is possible too). This
is an initial suggestion that should be studied in depth by the consortium.

The Conceptual Reference Model (CRM) [14] developed by the International
Committee of Documentation (CIDOC) of the International Council of Museums
(ICOM) is a well-known and extensively used semantic model based on earlier
standards. CIDOC-CRM establishes relationships among implicit and explicit
concepts for CH documentation to transform isolated and inhomogeneous metadata
into a valuable and coherent global resource. CRMdig [15] has extended CIDOC-
CRM in the framework of the 3D-Coform project [16].

The Lightweight Information Describing Objects (LIDO) is an XML harvesting
scheme intended to act as a gateway and provider of museum object metadata to
online databases and repositories. Therefore, it does not replace CIDOC-CRM
but builds on top of this and other data schemas. The strength of LIDO lies in
“its ability to support the full range of descriptive information about museum
objects” [17].

The Europeana Data Model (EDM) used by the Europeana network [3] aims to
guarantee the preservation of the original data from the diverse metadata
schemas, while accommodating the rich variety of community standards for
museums, archives and digital libraries. In particular, LIDO is one of the
standard intermediary schemas that can be mapped to EDM in a straightforward
manner. The EDM class hierarchy is presented in Figure 1.

**Figure 1: EDM class hierarchy [18].**

##  Increase data re-use

ARCHES is committed to the exploitation and sharing of the outcomes generated
(knowledge, technologies, data, etc.) in the framework of the activities
defined in the work plan. Free applications, public deliverables, open
publications and reports or access to research data are indicative of this
commitment. However, all the aspects related to IPR should be thoroughly
assessed for each result and addressed according to the clauses of both the GA
and the CA and considering the particular interests and policies of each of
the partners. Data re-use is not an exception.

The platform and smartphone applications will be kept updated and running for
a period of at least two years after the completion of the project, allowing
the consortium to improve the functionalities, add new content and initiate
the commercial exploitation in accordance with the business plan developed in
WP7. During this period, the access to the repositories will be supported as
usual, so that third parties will be able to re-use data following the
conditions defined and agreed by the partners.

Because multimedia research data and metadata are mostly related to the
digital CH assets owned by the six museums, the re-use by third parties will
be subjected to their particular business strategies. Data will be licensed
following the same principles each museum apply to its digital collection
available on the Internet through its website, Google Art, Europeana and other
means all along the execution and after the completion of ARCHES. Outputs
derived from the use of digital CH assets will also be released/protected
accordingly in agreement with the technical developers (if any) involved. To
this end, access to datasets in our repositories may be conditioned to the
registration of the researchers and entities willing to take advantage of this
content. In order to obtain the necessary credentials, they will be asked to
provide a valid e-mail and additional contact details as well as some relevant
information concerning the exploitation actions to be carried out. If approved
by the consortium, a username and password (or alternatively an API key) will
be generated.

Some designs – such as the relief printer – and tools will not be released
since the owner will apply for a patent. Making the data public and allowing
its re-use would be a violation that would invalidate the process. Therefore,
an embargo period is foreseen in this particular situation.

The consortium will jointly work towards the achievement of the maximum
quality of the results that will be tested by the exploration groups in the
museums.

#  Allocation of resources

The estimated costs for making data FAIR were already considered when drafting
the budget for the project before being submitted to the European Commission.
The implementation of dedicated spaces in data repositories was deemed to be
an important part of the approach as well as the access to the collected and
generated data. Consequently, the consortium does not need to make any
distinction or to consider additional resources to fulfil the expectations in
this regard.

Depending on the repository, there will be different people responsible for
the storage, access and curation of data:

  * The contributions of ARCHES to the ORO repository of the OU will be managed by the Research Manager Prof Jonathan Rix (OU). 

  

  * The multimedia/metadata repository for the interaction with the online platform and applications for handheld devices will be managed by the Technical Manager Ms Ana Belén Rodríguez (Tree). 

  

  * Intermediate and final data to generate 3D reliefs, 3D printer design and tactile audio guide will be managed by Mr Andreas Reichinger (VRVis). 

  

Costs associated to the long term preservation of data generated in the
project will be assumed by the aforementioned partners as part of their daily
operating costs.

#  Data security

All data will be kept in compliance with the “Data protection act” (1998) [19]
and the “Freedom of information act” (2000) [20]. Research notes and visual
records along with interview material and transcripts will be kept in secure
conditions. ARCHES is registered with the Faculty of Data Protection Officer
at OU. Therefore, any personal information will be kept on an OU secure
server.

  * OU will aim to keep collected datasets resulting from the participation of the exploration groups in the pilot exercises and validation separated from personal identity information. Any key linking codes to identity information such as names, addressed and telephone numbers would then be kept secure and separate from the dataset accessible only to the investigators. This, however, may not be acceptable to the exploration groups and the methods they choose to develop. Consequently, partners will be flexible in balancing their needs for privacy with the needs for representation. This is a key aspect of the research approach being adopted. The methodology was submitted to the Open University Data Protection Officer and was recorded on 23  rd  December 2016. 

  

  * Tree will deal with different types of data. In particular, passwords to log in to the user’s profile will be hashed so that nobody (except for the user) can see this information. Regarding the infrastructure for multimedia research data and metadata storage, backups will be made on a daily basis following the company’s policy. Access to these backups will be restricted to the persons working in the project. 

  

  * Although most data generated for the multisensory activities will be intended to be used only by the developers, VRVis has a reserved space on a secure data server in its facility, which only members of VRVis can access. An easily browse-able folder hierarchy is used: Each museum and each object has its own main directory. There, VRVis collects all input data and data generated during the project. 

  

#  Ethical aspects

The research carried out in ARCHES adheres to the “Ethical guidelines for
educational research” [21] edited by the British Educational Research
Association (BERA) and the “Data protection act” (1998) [19]. It will also
follow the OU policy documents “Ethical principles for research involving
human participants” and “The code of practice for research and those
conducting research”. The OU will insist that all explorations groups operate
under these guidelines as well as any local or national policies which are
relevant. In fact, the research protocol for the ARCHES project already
received a favourable opinion by the Open University Human Research Ethics
Committee.

Given the possible vulnerable nature of the participants in the exploration
groups, the consortium recognises the need to be sensitive to several key
aspects when referring to data management and how participants get involved in
the pilots and validation (e.g. information sheets and information consents),
collaborate (e.g.

access to data and audio visual content generation) and provide feedback (e.g.
surveys and questionnaires):

  * The need to be constantly alert to the potential breaches of confidentiality between exploration group members. 

  

  * Consent as an ongoing, unfolding process, particularly in relation to people with learning difficulties. This is particularly relevant given that the project is endeavouring to give these participants a research voice. 

  

  * The need to balance our desire to gather data. Our presence as observers to practices rooted in everyday relationships elsewhere means we will engage in discussion with relevant management or services at the earliest opportunity if we evidence practices which cause us concern about individual well-being. 

  

  * Issues with privacy in relation to subsequent use of data beyond the initial confines of the exploration groups. We regard images and other audio visual footage to be the property of the individual. If subsequently we wish to use any material, we will need to seek further specific permission. 

  

WP8 “Ethics requirements” focuses on the activities tackling ethics in
relation to the exploration groups. The university research teams (OU and
UBAH) have considerable personal expertise within the field of ethics, but
this will be reinforced by the presence of an independent, international
ethical specialist on the External Expert Advisory Board (EEAB). The work
package will be executed throughout the duration of the project to ensure the
informed, consensual and secure involvement of people with intellectual and
sensory impairments. In this context, the key objectives will be to:

  * Develop a range of mechanisms to inform participants about the project and to assure we are working with their consent throughout. 

  

  * Maintain ethical standards in a manner and form appropriate to that laid out by national and institutional documents and committees. 

  

  * Operate with key participatory principles, agreed with the exploration groups that will underpin research practices and relationships throughout the project. 

  

  * Ensure all participants understand the importance of rigorously applying these ethical principles. 

  

In order to achieve these objectives, ARCHES will be organised and managed in
line with principles of participation, consent, security and privacy. The main
aspects connected with the DMP are outlined in the following subsections (and
the full version can be found in the DoA).

##  Principles of participation

  * ARCHES is enabling the research voice of the members of the exploration groups. 

  

  * ARCHES must ensure the members of the exploration groups are active, recognised and willing participants. 

  

  * Individual members of the exploration groups will join the project on a volunteer basis and will be able to leave whenever they so wish. 

  

  * Data collection methods will also be developed in collaboration with the exploration group so they can best identify, capture and record their experiences and views. 

  

  * Diverse forms of communication must be used to engage with authentic user perspectives and the diverse forms of evidence that this produces must be valued and treated as significant markers of certainty. 

  

  * Reports will be provided twice a year to the EEAB on ethical issues, in relation to principles of participation, consent, security and privacy. 

  

##  Principles of consent

  * Consent and assent is an ongoing, unfolding process, to which the research teams need to be alert at all times. It will be demonstrated by engagement as well as through verbal or signed agreement. 

  

  * Consent will be made via the communication medium in which the person is most adept (verbal and/or augmented communication), and recorded with the person’s initials (or alternative if necessary), witnessed by an advocate. 

  

  * The prospective members of the exploration groups need to meet the researchers before the project begins. Informed consent will be sought following this meeting. Agreement to participate will be viewed as provisional consent. 

  

  * Consent is provisional upon the research being conducted within the outlined framework, continuing to develop within participant expectations, and there being no adverse change in the person’s ability to give consent. 

  

  * Participants will be encouraged to share information with people they trust, who in turn will be encouraged to ask questions. 

  

  * Consent and assent materials must be accessible to people with the range of sensory and intellectual impairments, to ensure all participants are consensually involved in the project. 

  

  * Information will be given verbally, supported by sign/symbols/illustrations and repeated on more than one occasion. 

  

  * Supporters and other professionals involved must give their informed consent to participate using the agreement form, which will be completed prior to any data collection taking place. 

  

##  Principles of security

  * There is a need to be constantly alert to the potential for breaches of confidentiality and trust between exploration group members, impacting upon personal and collective well-being. 

  

  * Written records or audio recordings of consent will be maintained and updated as appropriate when new members join or if additional consents are sought. 

  

  * The UK researchers will hold appropriate Disclosure and Barring certificates. 

  

##  Principles of privacy

  * Research notes and visual records along with interview material and transcripts will be kept in secure conditions. 

  

  * The project will be registered with the Open University Faculty Data Protection Officer. 

  

  * Images and other audio visual footage are property of the individual. Each individual will be informed in person of the possible use of photography and other data collection methods as part of ARCHES research sessions. If subsequently we wish to use any material, we will need to seek further specific permission. 

  

The aspects described in section 5 will also be taken into account in this
field.

##  Deliverables

  * Full ethical clearance for the collection of personal data from the appropriate committee at the participating universities was acquired prior to the end of the third month of the project, involving oversight of all consent materials. This was reflected in deliverable D8.2 “POPD – Requirement No. 3”. 

  

  * A range of accessible consent material in English (see Annex A) was developed by the end of the second month of the project in deliverable D8.3 “POPD – H – Requirement No. 4”. Versions in Spanish and German will be available two months prior to the start of the research groups in Spain and Austria. 

  

  * All participants are being provided with an accessible letter (see Annex A) and access to an online video – one version for British Sign Language (BSL) speakers [22] and other version for the general public – explaining the research process and offering and opt-out option [23]. 

  

  * Detailed information on the informed consent procedures implemented were provided in deliverable D8.1 “H – Requirement No. 2”. 

  

#  Conclusions

In this deliverable the initial strategy to deal with data collection,
generation, management and exploitation has been described. More information
will continuously be included by the consortium partners until the final
version is released in September 2019. This will allow us to improve and fine
tune the preliminary actions (including the identification of datasets) as
well as implement new measures if necessary.

The section dealing with the data summary presented the purpose, types and
formats, re-use, origin, expected size and utility of the data collected and
generated in ARCHES. Different categories were defined based on the diverse
characteristics and needs of the project, involving the consortium partners as
well as external sources.

The approach to make data findable, accessible, interoperable and re-usable
was drafted in the corresponding section, where the use of a common data
scheme to facilitate searches among different collections and the
implementation of APIs to favour interoperability among different systems were
commented. In addition, it was clearly stated that the re-use of existing
digital CH assets fell within the objectives of the project.

No extra resources will be allocated for the actions described in the DMP
since they fall within the common activities of the partners in charge of data
management. Similarly, the security measures adopted for the ARCHES project
will be aligned with their own policies in this field – in particular, OU has
submitted its plan to The Open University Data Protection Officer. However,
this does not prevent from considering complementary measures if sensitive
data is handled.

Ethical aspects will be monitored in the framework of WP8 “Ethics
requirements”. The information sheets and informed consents provided in Annex
A will be translated into Spanish and German before the exploration groups in
these countries are built and following the same principles detailed in
section 6 and applied for the first exploration group in the UK. The proposed
protocol has already received the confirmation from The Open University Ethics
Committee.