RESEARCH DATA – UMP guidelines
§ 4 Open Access to Research Data
1. Employees and doctoral students of the Poznań University of Medical Sciences and other persons referred to in § 1 section 2 ensure open access to the research data at their disposal and related metadata by:
1) development of a Data Management Plan, i.e. establishment of principles for managing research data during and after completion of scientific research or development work, in particular defining the types of research data, principles for their use, including procedures for their sharing and archiving;
2) depositing them, in electronic form, in the MOST WIEDZY repository, and in the case of establishing such a repository at the Poznań University of Medical Sciences, in that repository;
3) if possible: public disclosure of research data in accordance with FAIR principles together with the granting of appropriate non-exclusive licenses analogous to those provided for in § 3 paragraph 2;
4) ensuring traceability of research data, e.g. through standards such as DOI (Document Digital Identifier), so that research data is accessible, searchable and reusable;
5) concluding appropriate agreements with entities belonging to research teams, scientific consortia or other relevant entities or co-creators of research data.
2. Employees and doctoral students of the Poznań University of Medical Sciences may limit the scope of use of research data by indicating selected categories of persons authorized to use them.
3. Support in meeting the requirements set out in § 3 section 4, in particular in the scope of contact with publishers, is provided by:
1) Plenipotentiary of the Rector of the Poznań University of Medical Sciences for Open Access;
2) employees of the Main Library of the Poznań University of Medical Sciences;
3) Team of Legal Advisers of the Poznań University of Medical Sciences.
Research data generated during scientific research conducted using the research infrastructure of our University are deposited in the Data Bridge.
It is a repository of research data created in cooperation between three universities: Gdańsk University of Technology, University of Gdańsk and Medical University of Gdańsk.
At our University, the people responsible for research data are:
dr hab. Barbara Poniedziałek – Rector's Representative for Open Access to Scientific Publications and Research Data at UMP
bpon@ump.edu.pl
dr hab. agnieszka zawiejska
azawiejska@ump.edu.pl
Dr. Tomasz Krauze
tomaszkrauze@ump.edu.pl
mgr Tomasz Motyl
tmotyl@ump.edu.pl
RESEARCH DATA – key issues
Research data is any data that is collected, observed, or created during the research process with the aim of producing original research results.
We distinguish, among others, observational, experimental, simulation, compilation or reference data. Research data also includes any descriptions of procedures, laboratory journals or notes from experiments.
Open research data is data to which everyone has unlimited access and can freely use, modify and disseminate.
Benefits of making research data widely available:
- Better communication and information exchange between specialists from different disciplines
- Ability to perform analyses based on unique data that cannot be collected again
- Increase in the number of citations of both the data itself and publications based on it
- Possibility to assess the reliability of the research conducted
- Open access allows you to use existing resources and reduce the cost of research
Research funding agencies often require a Data Management Plan.
[based on: https://mostwiedzy.pl/infokit/Infokit-pl.pdf, accessed: 20.06.2024]
Open Access Policy for Publicly Funded Research Data – July 2025
[source: https://www.gov.pl/web/nauka, accessed: 07.08.2025/XNUMX/XNUMX]
The general principle for sharing research data is: Data should be as open as possible and as closed as necessary. FAIR principles have been formulated for this purpose.
FAIR is an acronym of four English adjectives describing the characteristics of research data: findable, accessible, interoperable, reusable.
FAIR Rules:
- findable - possible to find
– the data set is provided with metadata that allows it to be found by people and computer programs
– the collection is assigned a unique identifier (e.g. DOI), which is an element of metadata describing it
– metadata is indexed in publicly available, searchable databases
- Accessible - accessible
– access to the dataset or metadata is possible directly via a unique identifier (no additional tools or software required)
– metadata is always available, even if the dataset itself has already been deleted or moved
- interoperable - interoperable
– a form that ensures easy reading and processing
– data sets and the metadata describing them contain links to other, related data sets - Reusable - reusable
– the data set contains a license that clearly specifies the conditions for reuse and processing of the data
– metadata clearly identifies the author and place of creation of the data
– metadata is constructed according to generally accepted standards, specific to a given discipline and type of data
– metadata contains numerous attributes describing the data set and helping users determine its suitability for their own research
[based on: https://mostwiedzy.pl/infokit/Infokit-pl.pdf, accessed: 20.06.2024]
A Data Management Plan is a document that describes the activities performed at each stage of work with research data. A DMP facilitates planning procedures related to obtaining, processing, and sharing research data.
A Data Management Plan should include:
- Assessment of the data already available, description of gaps and needs
- Description of how data is collected and its type
- Documentation and data description standards (metadata)
- Information about the owner of the copyright and intellectual property rights of the data, as well as the person responsible for managing them
- Requirements and procedures related to ethical aspects of data collection
- Description of procedures for ensuring data quality control
- Determining under what license the data will be available
- Short and long term data storage and protection strategy
- Determining what resources will be needed to carry out the DMP
Tools supporting the creation of DMP:
[based on: https://mostwiedzy.pl/infokit/Infokit-pl.pdf, accessed: 20.06.2024]
- Selection – not all data needs to be shared.
- Removal of sensitive data enabling identification of the research subjects (anonymization, pseudonymization).
- Selecting file formats.
- Assigning appropriate names to folders and files.
- Providing data sets with appropriate descriptions in the form of metadata.
If you need a tool that will help you edit and clean the collected data, use e.g. OpenRefine
Data anonymization tools:
Research data does not have to be perfect, for example, it may contain gaps. It is important to mark these gaps and describe what caused them.
[based on: https://mostwiedzy.pl/infokit/Infokit-pl.pdf, accessed: 20.06.2024]
Metadata is data about data, used to access, understand, and reuse research data. There are three main types of metadata: descriptive, structural, and administrative.
Metadata should provide information about, among other things, the structure of the data, the constraints on it (if any), what the data means and how to cite it.
Examples of metadata fields are: dataset name, version, author/s, description, format, license, founding agency/ies, keywords, DOI, discipline, language.
There are many metadata standards, e.g. general (Dublin Core, Data Cite, Data Documentation Initiative (DDI)), domain-specific and institutional.
Metadata can be saved in a txt file, spreadsheet, or XML file.
There are many initiatives aimed at formalizing metadata specifications for easy reuse, for example:
[based on: https://mostwiedzy.pl/infokit/Infokit-pl.pdf, accessed: 20.06.2024]
The strategy for storing, archiving and protecting data should be described in the Data Management Plan. Increasingly, research data repositories such as the Data Bridge are acting as archives. Many other subject-specific and institutional data repositories are also available.
The repository search engine helps you find them, e.g. RE3DATA
Good data archiving practices require the use of the 3-2-1 rule, i.e. creating three backup copies on two separate media, including one copy in a different physical location, e.g. another building or the "cloud".
[based on: https://mostwiedzy.pl/infokit/Infokit-pl.pdf, accessed: 20.06.2024]
In accordance with the “reusable” principle, data should be provided with a license specifying the terms of use of a given data set. The choice of license depends, among other things, on our University’s data sharing policy. Funders may also have their own requirements regarding licenses. Licenses should be defined at the stage of creating a Data Management Plan.
An example of open licenses are Creative Commons (CC) licenses. When using them, remember that they were created for works, not data sets, and therefore you should make sure that the selected license fits your collection.
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Attribution | The author of the dataset must be credited. You can distribute, change, create new works, including commercial ones. |
 CC BY SA |
Attribution-ShareAlike | You can copy, modify and distribute the data but only under the same license |
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Attribution-No Derivative Works | May be used for any purpose. No modifications allowed. |
 CC-BY-NC |
Attribution - Non-Commercial Use | No commercial use. You can copy, modify and distribute the data. |
 CC-BY-NC-SA |
Attribution-NonCommercial-ShareAlike | No commercial use, sharing only under the same license. You can copy, modify and distribute the data. |
 CC-BY-NC-ND |
Attribution-NonCommercial-NoDerivs | No modifications, no commercial use. You can only download and distribute. |
CC-BY
CC-BY-ND
Each time you use the license or data based on it, you must clearly indicate the author of the data set.
[based on: https://mostwiedzy.pl/infokit/Infokit-pl.pdf, accessed: 20.06.2024]
If the dataset already has a DOI number assigned, you can use the citation generator to create its bibliographic description:
The format of the bibliographic description depends primarily on the citation style adopted in the publication (e.g. Vancouver, APA, Chicago). Regardless of the style, the description should contain the following basic information: author, year, title, place of publication (repository name), version, identifier.
[based on: https://mostwiedzy.pl/infokit/Infokit-pl.pdf, accessed: 20.06.2024]