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Research Data Management

A practical guide on the best practices of research data and codes management

Research Data Management

What is Research Data Management 

Research data management (RDM) is the organization, documentation, storage, and preservation of the data resulting from the research process (Network of the National Library of Medicine, 2024). 

It not only concerns how data should be managed and accessed during the lifespan of the research, but also in the long term. 

In general, RDM includes: 

  • Planning in advance how your data will be collected, stored, and cared for 

  • Documenting working practices 

  • Considering the way how you handle the information on a day-to-day basis over the lifetime of a project 

  • Deciding what happens to your data in the long term after your project concludes 

  • Preparing for data to be preserved or shared publicly 

 

Source:  

Network of the National Library of Medicine. (2024). Data Glossary, Research Data Management. https://www.nnlm.gov/guides/data-glossary/research-data-management

Why manage research data

Why manage research data? 

RDM and preservation of data are key parts of responsible research. Good practices in managing your data will ensure benefits ensue for you, your fellow researchers, your institution, and the wider public. These benefits include: 

  • Demonstrate research integrity by avoiding misconduct of research, e.g. fabrication, falsification or unauthorised use of data 

  • Reduce risk of data loss 

  • Easier to comprehend and analyze well-documented and well-organized data 

  • Ensure procedures around handover of data are clear when researchers leave a research group 

  • Find data more easily 

  • Minimize duplication of efforts 

  • Get credit for your shared data  

  • Comply with requirements of funders, journals, and the institution 

HKU Policy on Research Data and Records Management

The University of Hong Kong Policy on Research Data and Records Management 

Approved by the Senate at its meeting on May 5, 2015, the University of Hong Kong implemented the institutional policy on research data and records management, seeking to promote the highest standards in research data management. Revisions were made to the policy, and it was approved by the Senate on September 3, 2024. 

 

Key highlights of the policy: 

  • Definition of ‘researcher’: 

A researcher is anyone who conducts research at the University, under the auspices of the University, or with University resources. (Clause 3) 

  • Research data ownership:

Absent an arrangement to the contrary, the University asserts ownership over research data for projects conducted at the University, under the auspices of the University, or with University resources. (Clause 4) 

  • Retention of research data: 

Research data and records should be retained with the University for as long as they are of continuing value to the researcher and the wider research community, with a minimum retention period of five years after data collection or the most recent publication related to the data, whichever is later. (Clause 6) 

  • Research data and records should be: 

  1. Accurate, complete, reliable, handled safely and stored securely; 

  1. Compliant with legal obligations and ethical requirements; 

  1. Supported by metadata about how and when the data were generated and by who; 

  1. Accessible to others in a responsible manner in line with ethical, data sharing and open access principles; 

and more... (Clause 5) 

  • Researchers are responsible for: 

  1. Managing research data and records in accordance with the principles and requirements set down in this policy; 

  1. Ensuring that research data and records owned by the University are accessible to the University; 

  1. Developing and documenting clear procedures for the collection, storage, use, re-use, access and retention or destruction of the research data and records associated with their research. The information should be incorporated, where appropriate, in a research data management plan; 

and more... (Clause 9) 

 

For more details, please read the full text of the policy. 

Funders and journals requirements on research data management and sharing

Funders and Journals Requirements on Research Data Management and Sharing 

Local funding agencies

One of the major scientific research funders in Hong Kong, the Hong Kong University Grants Committee (UGC), has introduced the concepts of open access and open data as elements contributing to a “sustainable research culture” in its Research Assessment Exercise (RAE) 2026 framework, while the Research Grants Council (RGC) has already launched its Open Access Plan since 2021 with different scheduled initiatives supporting research data management and sharing, including: 

  • Planning to make Data Management Plan (DMP) as a requirement for grant application 

  • Considering implementation of a Data Sharing Pilot Scheme 

 

Overseas funding agencies

A growing number of funding agencies, especially overseas funders, impose policies for research data management and sharing. For instance: 

 

Academic journal requirements 

Many journals have data sharing policies that require datasets which are necessary to replicate their study’s findings must be made available to editors and referees at the time of manuscript submission, and some are requiring the data to be shared with the scientific community as a condition of publication. Several journals also require data availability statements to be included in publications. For example: