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Guidelines for key data producing projects

These guidelines apply to FRDC-funded projects that produce data. A key data producing project is one that:

  • collects or creates a dataset
  • should make its data available to the public
  • collects data that is of immediate or future use to other projects
  • is a good example of how to collect a certain type of information

 

These guidelines are organised by project stage, from application to final reporting.

Filling Out a Full Application (Data Management Section)

The data management section of the application form asks for detailed information about the data to be collected by the project and how the data will be managed after the project has ended.

Heading
Information to provide
Type of data to be collected  A description of the dataset(s) in as much detail as is known. 
Privacy or security issues  Indicate the intention to make the data available to the public and how this will be done. Indicate if parts of the datasets are commercial-in-confidence or subject to embargo and the issues around security of the data to be collected. Note that FRDC’s policy is to make all data accessible, unless there are privacy or security issues. 
Custodian  Identify the custodian, covering issues such as security, long-term care, disaster recovery, and back-up procedures. Nominate an appropriate custodian for the long-term hosting and maintenance of the dataset. FRDC must approve the choice of custodian.
Guidelines for choosing an appropriate custodian are as follows:
  • custodian is an agency;
  • custodian has the greatest need for the data;
  • custodian is competent to maintain the data;
  • custodian has statutory responsibility for capture and maintenance of data; or
  • custodian is in the best economic position to capture and maintain data.
Choices for a custodian are:
  • The agency undertaking the FRDC project
  • A third party on behalf of the agency undertaking the FRDC project. Preferred agencies are:
    • Royal Australian Navy - Meteorology and Oceanography
    • CSIRO Marine and Atmospheric Research
    • Australian Antarctic Division
    • Australian Institute of Marine Science
    • Geoscience Australia
    • Bureau of Meteorology
    • BlueNet
If you would contact details for the above custodian agencies, please contact FRDC or the Australian Ocean Data Centre. 

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Post Initial Board Appraisal Full Application (Data Management Section)

Further data management details are required in this application. Provide details on:

Heading
Information to provide
Data description  Provide as much detail as possible about the datasets to be collected, including the number of datasets, custodians, format, etc. This information will be used to assess the appropriateness of the nominated custodian. 
Purchased data  Provide titles of datasets and custodians of data sets required to be purchased with project funds. 
Metadata  Identify the group responsible for writing metadata. This will usually be the researcher, perhaps with help from the custodian. 

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Ways to effectively consult data providers

These guidelines will be helpful if your project requires the use of existing data held by State/Territory agencies. There are accepted protocols for engaging State/Territory agencies and these include adequate planning, using existing networks (e.g. ANZLIC) and follow-up. Consultation should be carried out with respective State/Territory representatives to determine the correct protocol, methodology or classification procedures to use. In many cases, specific guidelines for data collection and management are available and should be adhered to.

 

It is well worth the extra time and effort spent at the beginning of a project to approach data providers prior to making data requests. In the case of government-held datasets, whole-of government coordination is essential for efficient and cooperative interactions.

 

It is important to follow best practice in engaging with data providers because there is efficiency in:

 

  • coordinated requests to data providers
  • building on existing initiatives that may have the same data needs
  • preventing duplication of data capture by using an existing 'point of truth' dataset
  • building trust with agencies by recognising their priorities and costs to them of providing you with data
  • encouraging cross-jurisdictional approaches which deliver national outcomes
  • using existing coordination arrangements (e.g. ANZLIC Council, ANZLIC Contact Officers)

 

Some general principles to keep in mind when approaching data providers:

 

  • it is important that data providers understand the background of the project, how it will be of value to them and others, and how it fits within their priorities
  • include data providers in designing the project and methodology
  • be explicit and clear in making data requests
  • build ample interaction into the timeline and budget for the project
  • communication should be a priority throughout the process, including both higher level contacts and data managers

 

Guidelines for the preferred procedure for engaging external data providers.

Step
Action
Responsibility
Details
1
Data requirements are to be explicitly defined in the initial stages of the project  Principal Investigator  PI should know details of the data requirements, metadata searching and content standards specific to the project. Time must be built into the project for this to be completed before data collection begins 
2 Become familiar with ANZLIC policies  Principal Investigator / FRDC  FRDC should discuss with the PI the most effective ways to consult with data providers. Involve the ANZLIC national office if needed 
3 High level support for the project  FRAB / FRDC  Arrange a letter or telephone call from FRAB executive or project sponsor to ANZLIC jurisdiction representatives of the project's rationale and context to the upcoming data request 
4 Meet with each relevant ANZLIC jurisdiction representative or coordinating group  Principal Investigator  Meet face-to-face with ANZLIC representative to gather information on their priorities and discuss the details of the data request 
5 Consultant team to be unified in approach to data providers  Principal Investigator  If there is more than one sub-consultant involved, the lead consultant should meet with the team (face-to-face is preferable) to discuss data requirements and steps for gathering data so there is a unified approach 
6 Keep up communication throughout the process  Principal Investigator and FRDC  Keep in contact with jurisdictional representatives as progress is made. PI to update FRDC regularly 
7 Provide all contributors with final information and data products  Principal Investigator  When the final report, information and data products are published, copies should be sent to all contributors.

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Submitting final data products to FRDC

It is expected that a key data producing project will produce the following outputs before final payment is approved:

 

 

Creating and submitting metadata

All datasets should be identified and documented with metadata to facilitate their subsequent identification, proper management and effective use; and to avoid collection or purchase of the same data more than once.

 

Metadata should provide information about the content, geographic extent, currency and accessibility of the data, together with contact details for further information.

 

The Australian Ocean Data Centre and BlueNet have developed a Metadata Entry Tool to assist in the preparation of ISO 19115-compliant metadata for marine datasets.

 

Metadata will be created and validated by the research provider, as per the Project Agreement. Metadata should be published either on the Marine Data Catalogue and/ or on the Australian Spatial Data Directory.

 

Submitting data to the custodian

Details of required standards and formats will be provided to the researcher by the custodian prior to the end of the project. It is the Principal Investigator’s responsibility to discuss the details of data delivery and publication with the custodian at the beginning of the data collection phase.

 

Data licence

A data licence is an agreement between the data provider and the end user stating the conditions under which the data can be used. Download a template of the FRDC-approved data licence for use with FRDC datasets. If you would like to use another data licence with FRDC-funded data, please make sure it has been approved for use by FRDC.

 

Map production checklist

All maps submitted to FRDC (including those in reports) should conform to the following Map Production Checklist.
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