Research Data Management Strategy

In March, 2021, the Tri-Agency (CIHR/IRHR, SSHRC/CRSH, NSERC/CRSNG) released its Research Data Management (RDM) Policy with the objective “to support Canadian research excellence by promoting sound RDM and data stewardship practises.” – Tri-Agency Research Data, 2021, para.7 

The policy sets the expectation that Tri-Agency funded research is to be conducted to the highest professional and disciplinary standards, both domestically and internationally. It notes, “These standards support research excellence by ensuring that research is performed ethically and makes good use of public funds, experiments, and studies are replicable, and research results are as accessible as possible.” Research data management is a necessary part of research excellence.” – Tri-Agency Research Data, 2021, para. 2

“To this end, the agencies support the FAIR (Findable, Accessible, Interoperable, and Reusable) guiding principles research data management and stewardship.” – Tri-Agency Research Data, 2021, para. 3

The Tr-Agency expects the research they fund to be conducted to the highest professional and disciplinary standards, domestically and internationally. These standards support research excellence by ensuring that research is performed ethically and makes good use of public funds, experiments and studies are replicable, and research results are as accessible as possible. Research data management (RDM) is a necessary part of research excellence (Tri-Agency Research Data, 2021, para. 2).
 

Lethbridge Polytechnic’s RDM Strategy

Lethbridge Polytechnic supports its researchers in their efforts to establish and implement data management practices that are ethical, legal, and in compliance with commercial obligations and Tri Agency requirements, including the:

Located in the central area of lands traditionally occupied by Siksikaitsitapi, the Blackfoot Confederacy, Lethbridge Polytechnic is committed to adopting responsible data management practices that respect Indigenous data sovereignty. In alignment with Theme 5: Research and Innovation in Coming Together in A Holistic Way: Lethbridge College’s Niitsitapi Strategy, the Polytechnic seeks to enhance Indigenous applied research, innovation, and entrepreneurship opportunities through partnership with Indigenous communities, businesses, organizations, and peoples.

This will be achieved through the following priority objectives:

These objectives, including Lethbridge Polytechnic’s data management strategy, will be guided by Kakyosin, a Blackfoot language concept referring to the Blackfoot peoples understanding of alignment and alliance and the order or patterns in nature, ways of being and doing that can be discerned through keen observance and can be applied to the ways we organize. The group, led by knowledge keepers, is instrumental in ensuring First Nations’ Ownership, Control, Access, and Possession (OCAP) (FNIGC, 2025) and Findability, Accessibility, Interoperability, and Reuse (FAIR) principles (FAIR Principles, n.d.) are honoured in research partnerships, projects, knowledge dissemination opportunities, and data management practices.

It is important to note that Lethbridge Polytechnic’s RDM Strategy will be flexible and iterative. It is meant to reflect best practices and, when appropriate, allow data to be accessible. It is not meant to be a policy.

 

Current State (updated February 2025)

The Polytechnic’s RDM Committee continues to develop its RDM strategy. In late 2024, the Polytechnic began benchmarking its current RDM status using a pilot survey. An information gathering survey will be distributed across the institution in early 2025. Dissemination of information about RDM, such as through the Polytechnic’s internal newsletter, meetings with Research Chairs, Deans, and Associate Deans, focus groups, drop-in information sessions, and more, will also begin in 2025.

Ensuring Polytechnic employees become familiar with what RDM is and encompasses, why it matters, and the Polytechnic’s approach to it, is key. 

The Polytechnic’s RDM committee includes the following members, and more:

  • Associate VP - Research
  • Manager of Applied Research Operations - CARIE
  • Director, Strategic Planning, Analysis & Reporting
  • Policy, Privacy and Risk Coordinator
  • Information and Technology Services (ITS) Security Analysts
  • Researcher Representatives
  • Library Coordinator, Centre for Teaching, Learning and Innovation
  • Research Ethics Board Coordinator
  • Animal Care Committee Coordinator
  • The Polytechnic’s Indigenous Cultural Advisor is available to provide guidance

This committee reports its findings directly to senior leadership through regular reports to the Associate VP – Research, and the Vice-President, Research & Academic.
 

Current Stage: Assess the Current State of RDM at Lethbridge Polytechnic

Goal: Determine the current state of institutional available RDM services, resources, staffing, and external supports.

Status: Ongoing

The Polytechnic piloted an internal survey that will be distributed across the institution in early 2025. This survey will further inform the Polytechnic of its current and future RDM needs.

Gaps identified within the institution will be charted using RISE capacity levels, with tasks, goals, and timelines assigned to each.

This chart will be posted onto the Lethbridge Polytechnic Research Data Management Strategy website and updated regularly.

 

Stage 2: Envision the Future State of RDM at Lethbridge Polytechnic

Goal: Determine the desired near-to-medium term (3-5 years) future state of RDM.

Status: Ongoing

Using the RISE Framework, the RDM committee will identify future institutional RDM needs. Other activities during this stage will include:

  • Promoting awareness of RDM.
  • Developing and providing training opportunities on RDM to researchers.
  • Provide training on OCAP and CARE principles (Global Indigenous Data Alliance (GIDA), n.d.) to researchers and staff.
  • Developing a generic Data Management Plan template.
  • Evaluating and determining appropriate data repositories within Lethbridge Polytechnic, including budget requirements, e.g., Borealis.
  • Consulting with industry partners and stakeholders for external input.

 

Stage 3: Articulate the Path Forward

Goal: Describe the necessary actions and resources required to realize the future of RDM at Lethbridge Polytechnic.

Status: Ongoing

Activities within this stage will include:

  • Writing and revising relevant Lethbridge Polytechnic policies and guidelines.
  • Writing and revising relevant Lethbridge Polytechnic agreement templates to reflect RDM policies.
  • Determining where ongoing RDM compliance will be housed and what current and future budgeting is required.
  • Ongoing support for researchers and students including data storage.

 

Stage 4: Launch the RDM Strategy

Goal: Write, obtain approval for, launch, and promote Lethbridge Polytechnic’s RDM strategy.

Status: Begin in 2025

It is anticipated that refining, revising, and completing the tasks required for launching the RDM strategy will be a multi-year process, with the final version of the strategy launched during the 2026/2027 academic year.

 

Frequently Asked Questions (FAQ):

What constitutes data?

According to CODATA (2023), data includes, but is not limited to, facts, measurements, recordings, records, or observations about the world, that are yet to be processed/interpreted/analysed by researchers. Data exist in many formats or media, such as written work, notes, numbers, symbols, text, images, films, video, sound recordings, pictorial reproductions, drawings, designs or other graphical representations, procedural manuals, forms, diagrams, workflow charts, equipment descriptions, data files, data processing algorithms, or statistical records. This video provides a basic explanation.

What constitutes research data?

CODATA (2023) defines research data as: Data that are used as primary sources to support technical or scientific enquiry, research, scholarship, or artistic activity, and that are used as evidence in the research process and/or are commonly accepted in the research community as necessary to validate research findings and results. Other digital and non-digital content have the potential of becoming research data. Research data may be experimental data, observational data, operational data, third party data, public sector data, monitoring data, processed data, or repurposed data.

What are research materials and how do they relate to research data?

Research materials serve as the object of an investigation, whether scientific, scholarly, literary or artistic, and are used to create research data. Research materials are transformed into data through method or practice. Examples of research materials may include bio-samples for a geneticist, primary sources in an archival fonds for an historian, or a school of zebrafish for a biologist.

Examples of research data corresponding to these materials include gene sequence data, chronological analyses of ideas and contributions, and data on the behaviour of the zebrafish under certain conditions, respectively. “Research material” is a general concept that spans disciplines and may be digital or analogue (Tri-Agency Research, 2024).

What is Research Data Management (RDM)?

RDM involves storage, access, and preservation of data created or collected in the course of research. RDM practices cover the entire lifecycle of the data, from planning the investigation to conducting it, and from backing up data as it is created and used to long term preservation of data deliverables after the research investigation has concluded. Specific activities and issues that fall within the category of data management include: File naming (systematic naming of computer files); data quality control and quality assurance; data access; data documentation (including levels of uncertainty); metadata creation and controlled vocabularies; data storage; data archiving and preservation; data sharing and reuse; data integrity; data security; data privacy; data rights; notebook protocols (lab or field) as required (CODATA, 2023).

Here are some useful videos: Research Data Management Explained, Research Data Management.

Why does it matter?

RDM enables researchers to organize, store, access, reuse and build upon digital research data. RDM is essential to Canadian researchers’ capacity to securely preserve and use their research data throughout their research projects, reuse their data over the course of their careers and, when appropriate, share their data. Furthermore, as an acknowledged component of research excellence, strong RDM practices support researchers in achieving scientific rigor and enable collaboration in their fields (Tri-Agency Research, 2024).

What is a data management plan (DMP)?

CODATA (2023) defines a DMP as a statement describing how research data will be managed throughout a specified research project's life cycle - during and after the active phase of the research project - including terms regarding archiving and potential preservation of the data in a data repository. A DMP is a 'living' document that can be updated when needed. The DMP Assistant provides useful information on DMPs, including some good videos. Here are links to additional videos: Data Management Plans in 3 Minutes, Knowledge Clip: Data Management Plans (DMPs), The what, why and how of data management planning

What is the purpose of a DMP?

DMPs assist researchers in proactively establishing how they will manage their data through all stages of a research project and beyond. DMPs are an excellent way for researchers to anticipate and identify opportunities and challenges in managing their data (whether ethical, methodological, financial or other), before those opportunities and challenges emerge. DMPs, therefore, enable researchers to better adapt their projects to unanticipated obstacles, and to integrate necessary adaptations and improvements. A DMP can also be an excellent way to engage partners and collaborators in ongoing conversation about how to best manage research data. Thus, DMPs improve the design and efficiency of the research project and are an important tool to ensure research excellence (Tri-Agency Research, 2024). The University of Lethbridge has provides a comprehensive guide to DMPs here.

Does the Polytechnic have a DMP template?

The polytechnic will have a sample DMP available on this website soon. Note that it is intended to be a guide, and that your DMP may include more, less, or different information.

What is/are metadata

CODATA (2023) defines metadata as “data about data. It is data (or information) that defines and describes the characteristics of other. It is used to improve the understanding and use of the data.” Applying metadata labels improves searchability and findability (p. 25).

The National Information Standards Organization (NISO) defines metadata as structured information that describes, explains, locates, or otherwise makes it easier to retrieve, use, or manage an information resource (Carnegie Mellon University, 2024).

Here are some videos that provide brief overviews: What is Metadata?, The Metadata Librarian Explains Metadata.

What is data deposit?

“Data deposit” refers to when the research data collected as part of a research project are transferred to a research data repository. By depositing their data, researchers ensure that the data are securely preserved and accessible to them following the completion of the research project. Data deposit also enables researchers to choose to what extent the data may be accessible to others, and under what terms. Making the data accessible to others supports reuse, validation, replication, and links with other data and research findings (Tri-Agency Research, 2024).

What are the benefits of data sharing?

Data sharing permits making data available for checking, reproducing, or reusing. The mechanisms available for achieving this are: making data available on request, as supplementary information to journal articles, or as published datasets in data repositories (Tri-Agency Research, 2024).

Where/how should I store data throughout a research project?

Data should be collected and stored throughout the research project using software and formats that ensure secure storage, access to analysis and visualization tools, and facilitate preservation of and access to the data well beyond the duration of the research project; these details should be captured in a DMP (Tri-Agency Research, 2024).

What is a repository?

A repository is a physical or digital storage location that can house, preserve, manage, and provide access to many types of digital and physical materials in a variety of formats. Materials in online repositories are curated to enable search, discovery, and reuse. There must be sufficient control for the physical and digital material to be authentic, reliable, accessible and usable on a continuing basis (CODATA, 2023). Lethbridge Polytechnic is currently exploring options for a dedicated repository for research data. Here is a video that explains repositories: Data Repositories Explained.

Where can I find information on the Polytechnic’s RDM strategy?

This website will be updated as new information is released. Notifications will appear in Connections as well. Also watch for upcoming surveys, workshops, information sessions, etc.

 

References

CODATA RDM terminology (2023 version). (2023). Zenodo. https://zenodo.org/records/10626170

Coming together in a holistic way: Lethbridge College Niitsitapi strategy. (n.d.). Lethbridge Polytechnic. https://lethpolytech.ca/departments/indigenous-services/niitsitapi-strategy

Concordia University Library. (2021a, March 9). Research data management explained [Video]. YouTube. https://youtu.be/7ab32m0mC3A?si=rEiXWbGcJ_7aWe6T

Concordia University Library. (2021b, March 9). Data repositories explained [Video]. https://youtu.be/4jkShGIz-kI?si=qf0TiTISEKPx-i_r

The Data Governance Coach. (2023, December 6). What is metadata? [Video]. https://youtu.be/HUXZvO28fvk?si=EDHxxeKuYV2sZ9LL

Digital Research Alliance of Canada. (2-25). Welcome to DMP Assistant. https://dmp-pgd.ca/

FAIR principles. (n.d.). Go FAIR. https://www.go-fair.org/fair-principles/

First Nations Information Governance Centre. (2025). Welcome to the fundamentals of OCAP. https://fnigc.ca/ocap-training/take-the-course/

Global Indigenous Data Alliance. (n.d.). CARE principles for Indigenous data governance. https://www.gida-global.org/care

Moore Library. (2020, February 4). Data management plans in 3 minutes [Video]. YouTube. https://youtu.be/qeDjix_Vs00?si=vNB4kACWn2q61QmM

Research Data Netherlands. (2014, April 1). The what, why and how of data management planning [Video]. YouTube. https://youtu.be/gYDb-GP1CA4?si=TIv0ZpJ4ESuA30aK

Secretariat on Responsible Conduct of Research. (2021). Tri-Agency framework: Responsible conduct of research. https://rcr.ethics.gc.ca/eng/documents/framework-cadre-2021-en.pdf

Secretariat on Responsible Conduct of Research. (2022). Tri-Council policy statement: Ethical conduct for research involving humans.  https://ethics.gc.ca/eng/documents/tcps2-2022-en.pdf

SIUE Lovejoy Library. (2014, December 4). The metadata librarian explains metadata [Video]. https://youtu.be/ABF2FvSPVYE?si=SQkIZvCzKZDUsF5Z

Tri-Agency research data management policy. (2021, March 14). Government of Canada. https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/research-data-management/tri-agency-research-data-management-policy

Tri-Agency research data management policy - frequently asked questions. (2024, October 2). https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/research-data-management/tri-agency-research-data-management-policy-frequently-asked-questions#1c

Tri-Agency statement of principles on digital data management. (2021, January 20). Government of Canada. https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/research-data-management/tri-agency-statement-principles-digital-data-management

Truth and Reconciliation Commission of Canada. (2012). Truth and Reconciliation Commission of Canada: Calls to action. https://www2.gov.bc.ca/assets/gov/british-columbians-our-governments/indigenous-people/aboriginal-peoples-documents/calls_to_action_english2.pdf

UGent Open Science. (2020, August 7). Knowledge clip: Data management plans (DMPs) [Video]. YouTube. https://youtu.be/GRNsLTQGjCo?si=pCl_ZZPf76IHT2x1

UGLibraries. (2019, April 1). What is data? [Video]. YouTube. https://youtu.be/pg12U1BAnoA?si=flyAIkjYU12RXE-V

University of Lethbridge. (2002). Writing the research data management plan. https://library.ulethbridge.ca/rdm/DMP

University of Lethbridge. (2024, July 3). Research data management [Video]. YouTube. https://youtu.be/3WK2AK3SNdw?si=2DXeWEYH_tQ06H0m