Open Access Week at the University of Latvia: Effective research data management by using international repository Figshare

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at start I will give some little practical information

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so please mute your microphone you are welcome to use the chat box for

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questions this event will be recorded So if you

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don't want to appear in the recording please turn off your webcam

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and the coding will be made available as soon as possible on the YouTube channel

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of the library of the University of latria now with the greatest pleasure I will

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give the word to Our Guest Andrew McKenna Foster product specialists at

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fixture with hours and 12 years of experience working with research and archival data please Andrew the stage is

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yours thank you so much ITA thank you everyone

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for uh being here I will share my screen yes please

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fantastic and please let me know if you um can't see that yes we can see yes

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wonderful so yes thank you for that introduction

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um and I must say I have my co-presenter Maria Cotera cannot be here today

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um she uh uh is sad about that and and hopes to be part of um future events but

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I do want to just say thank you again and this is a wonderful thank you for putting on this event for Open Access

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International Open Access week uh I am excited to be talking with you about uh

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figshare and and um open data in general and I'm going to talk for uh just a few

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minutes with some slides and then I'm going to spend all uh most of the time uh giving you a live demo of how to use

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fig share to share uh research outputs like open data

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um of course I just kind of mentioned this but I do want to give a quick background of open data in general and

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the fair principles some of you watching this may already know all about this stuff but I want to make sure we're all

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on the same page and then I'll do a quick introduction of fig share as a company and our parent company Digital

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Science and then as I mentioned spend the rest of the time talking about how

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you can use fig share so I'm planning on talking for about 30 to 35 minutes and then leaving the rest of the time for

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questions so why share data openly and responsibly

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there are lots of reasons uh here are several one funder aging funding

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agencies Publishers have open data policies that are increasingly expanding

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so to be in compliance with your publisher or your funder you may need to be sharing your data or at least

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thinking about how you can share it another great reason to share responsibly is transparency and

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reproducibility so you can increase the transparency of your work can increase the reproducibility of your research

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just as an example uh in the last couple years um here's an example of where open data

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would have really helped I used to study spiders and ecology and so this spider

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researcher apparently seems to have been just making up data and it's really affected

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all of his co-authors and collaborators and everybody's had to do a huge amount

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of work to repair the damage from this basically faked data that

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appears to have happened open data having to share that data openly would have um perhaps made this uh not a uh

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not an issue um a couple other reasons you can get credit for all of your work by sharing

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data so not just the published research paper but others can cite your actual

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data set it can stand alone from um from a published paper and then finally Perpetual findability

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so uh you know you you do all this work you want it to be available far into the

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future even when you're not around anymore um and it's sharing data in a way that's

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not responsible um means that it's it's definitely not going to be perpetually findable and

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what I mean by that is saying that data is available upon request or putting data on just a website and saying it's

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available at this URL um you know at least that's something but in 150 years

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um it may be a bit difficult for someone to request that data from you or that website may not be maintained anymore so

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sharing data responsibly and openly is is really important but how do you do

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that you follow the fair principles these were published in 2016

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and uh they stand for findable accessible interoperable and reusable so

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findable means there are digital object identifiers on your records there's

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metadata that describes those records and the the records themselves are discoverable

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accessible is about it being free to access and there are very few barriers

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to accessing that material so people can just access it just you know through the internet through the web browser

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interoperable is all about the metadata being in a standard format so that machine and humans can uh understand it

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and it can be translated into different indexes and um searches and the the record itself is

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also linked to related research and then finally reusable is about having a

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license that tells people how they can reuse that work and there's enough

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metadata to give context to explain what this uh this data is where it came from

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what are the assumptions in the data so that it's actually reusable and there are lots of research resources out there

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to help to help you make your data sets fair you

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can search you know go fair or how to fare are just two examples of sites that that give a lot of good suggestions and

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details around the fair principles one of the easiest ways to make your

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data and other outputs fair is to use a repository and of course you first look

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for a disciplinary repository like genbank for genomic data but oftentimes

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there isn't a disciplinary Repository for your particular work or discipline

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and that's when you turn to a disciplinary uh sorry a generalist repository which is what Big Share is

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and so I'm going to spend the rest of the talk talking about Big Share

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first a quick um you know where did figshare come from repositories

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are relatively new just within the last 10 to 12 years

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um especially when we're talking about data repositories and that's true with fig share so Mark hannel founded fig

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share in 2010 and then officially in 2012 so we're we're 10 years old this

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year Mark was a PhD student needed to share research outputs related to his papers

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he wanted to be able to point to them from the papers and put them somewhere where he could cite them and others

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could find them and he just there was nowhere to do that so here's some of the figures that he was sharing that are

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part of his um his stem cell biology research and they're still on figshare today

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so Mark started a website others started using it and and it's grown into a

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global repository that anyone can use so now as you'll see a little bit later

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you can use fig share to share large file sets of images file sets of a

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variety of different uh types you know spreadsheets text code images

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videos media sound anything that might support the conclusions of your research

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and that others might want to reuse and cite you can use fig share to do that

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I think share is part of a larger company Digital Science Digital Science

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nurtures companies that work within the research life cycle and so you see some of those logos are here

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um you may recognize some of them or you may even use some of them um whether through your University or

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personally so overleaf the latex editor alt metric tracks attention across the

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internet for digital objects you know if you tweet about something all metric can

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track that and and show that I'm just going to check the chat here oh

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great thank you for sharing the the website there um you know but the main goal here for

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digital Sciences to make research more efficient uh the days are not getting

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any longer it's um you know we all have so much to do

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um but also increase access to research outputs around the world and uh I think

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that's really important and I think as you'll see is something that that fixture does really well

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um and this is all done by just providing tools for both researchers and the administrators

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so looking specifically at figshare this platform is really a universe of

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repositories uh there's figshare.com which key to share the link in the chat

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um this is where you can sign up as an individual researcher for a free account and begin sharing your research outputs

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uh universities and research institutions governments and funders

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publisher companies Pharma companies can license the fixture platform and create

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their own repository that's branded that has custom metadata that has a bunch of

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administrative reporting features no matter what all of these repositories

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can be searched through one interface So currently there's 6.5 million research

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objects out there there are over 500 000 users around the globe using fig share

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to share their work so um zooming in on this this search image here this is the

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search page once you once again you can just go to fixture.com and you can and click on the little search box at the

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top and you'll see this page um so lots of results out there at the

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bottom left you can see where these uh out outputs are coming from so publisher

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repositories oftentimes if you submit a manuscript for publication you'll see

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um uh something in there uh in the process where they say you should make your data available you can use our

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repository or you can use your own repository options oftentimes that

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publisher repository is a fig share repository and that's where a lot of this is coming from universities have a lot of outputs here

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as well and then theficture.com line down here are the individual researchers

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and together everyone is sharing a lot of uh different types of

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um of outputs so figures like images data sets Journal contributions you know

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like Open Access versions of papers media Theses you can see the variety of things that are available through this

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generalist repository platform

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so how does fig share help with the fair principles

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just by using fig share uh you really have taken care of almost all of the the

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um requirements or practices for for making outputs fair so fixture does all

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of this for you um it lets you type in metadata in a standard way it provides a DOI it makes

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your research discoverable and this leaves you to do the hard work

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of actually curating your data um documenting it making sure that it's actually going to be reusable and I

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always try to plug the Librarians at your institution who can help you do

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this in a way that that your data set's going to be citable and reusable into the future

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so I encourage you to if you don't have a picture account to just sign up just

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go to picture.com all you really need is a put in your last name uh an email and think of a

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great password that's all you need to start an account and start sharing I also highly recommend uh if you don't

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have one already to create an orchid for yourself so these are basically a persistent identifier for you as a

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researcher helps distinguish you and your work um out there and you can link as you'll

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see the orcid account with the Fig Share account and then orcid will have a nice complete documentation of your research

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outputs all in one place it will pull anything you put on fixture it'll pull in to your orcid profile

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so what does this all look like uh in the in the wild

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um so I've opened up a couple tabs up here and I'll open up more this is figshare.com this is the home

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page and if you click the search uh into the search box or click the magnifying

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glass we can just see the search page it'll take a second to load with my uh

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internet connection [Music] um once again though you can see the all the results and the facets down the side

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and the theme of Open Access week is uh climate justice so I'm gonna just search

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for that term um and uh so we have 214 results I'm going

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to do a little bit of narrowing so I want to see things just from figure.com and I want to see data sets

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so there are three data sets shared by individual researchers that have climate

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Justice somewhere in the metadata and I want to show you what one of these data sets looks like and we can assess how

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fair it is so I'll open up this middle one now of course I've done this I've

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practiced this so I happen to know this is a great example um we see a bunch of spreadsheets shared

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here and we can view these spreadsheets individually we can view the first 50 lines of each of the tabs within this

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Excel spreadsheet a really nice way to be able to evaluate what this data what

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these data look like before downloading the files really importantly though we have all

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this metadata and this is actually an ex an excellent record I was really

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impressed that they did such a good job filling out the metadata here um as I mentioned figshare provides the

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DOI so we when we click this cite button we see the DOI now attached to this record which makes this persistently

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available and findable far into the future the picture also will give you a citation that you can uh format in many

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many different ways um depending on what your need is but the the metadata is excellent we see

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the authors here a really comprehensive description which is which is fantastic uh it goes all the way down the bottom

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here um we see the license so we know how we can reuse this a lot of keywords for

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discoverability categories and then fixture will track the metrics as well for this record so

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this is excellent for you as an individual researcher to understand how people are talking about your research

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and using your research in this case the authors cited this record in a

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publication and I can see that because of this citation count if I click that

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it opens up Dimensions Dimensions is another Digital Science product and so

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we're able to have this nice integration where we can look up in the dimensions

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database anything that uses a DOI from figshare so we see that there's this

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publication that cites this data set

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going back to the record we also have an integration with all metric so we can see uh how this record has been talked

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about okay there we go my mouse can cover on it now and clicking on this so This Record was published in 2015. uh

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you can see that right here clicking on that alt metric badge takes us to the the alt metric page that shows

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us the details and once again this is just built in with fig share um so we can see the news items this was

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published in 2020. so five years after that data set was published it was uh mentioned in a news site as well as a

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blog site and then I think the Tweet is from 2016. so you know really

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interesting to see that this was out there and it was actually picked up many years later and used so that can be very

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useful for the author and the authors institutions as well and close those

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uh just as an example so this is this is an excellent record very fair uh I'll

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show an example of maybe some not so fair records uh we can search particular

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uh metadata fields in pictures I'm going to search the title for as you can might imagine data set dot x l s x

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so uh a title for your data set uh if it's going to be truly Fair it should be

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descriptive um data set is not um the most ideal uh

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title to use uh and you can see here that there are a lot of Records out here that um we just

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don't have any idea uh What uh what's going on with them

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um so I can I'll click into one and just see if it's uh so they at least put a description in

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here that's good um and some keywords so overall not too terrible but a nicer a more descriptive

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title would be very useful here okay so I want to

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um show you what it looks like to upload a record in figshare and this is going to

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be true if what I'm going to show you is true if you are using it as a free a free account or your institution uses

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fixture for their repository now I've already logged in and I've logged into my personal account I'm going to go to

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my data so this is what everybody sees even

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administrators who have administrator accounts in a repository we see the records that we own some are public you

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can see I have some draft records in here uh in free fig share accounts you can

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store up to 20 Gigabytes of um uh files

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privately um once you publish them then you get that space back and you can you know

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upload another 20 Gigabytes if you if you want to do that um projects are a collaborative space

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which I'll talk about briefly in a moment collections are where you can cut

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you can group records from across fig share together to do a you know a meta-analysis uh or whatever you like

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so um I want to show you what it looks like to upload a record I'm going to create a

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new item here and we can see that we can drag and drop

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files into this record we can also make it a metadata only record

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um if that made sense to do that or maybe the files are stored somewhere else online and you want to link to them

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you want to use fixture to provide a DOI for that that data set and you can do that as well

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I got to move my zoom out of the way um to drag and drop

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uh files I know I don't think you can see this but I have uh I'll just drag

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some um a few files in there uh I'll just drags

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a an image and uh spreadsheet in there

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generally you can drag and drop up to five gigabytes in a browser I'll show you how to you can upload much larger

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file files the title as we mentioned should be very descriptive um especially you know if this is

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supporting a paper you might want to say data 4 and then you know the title of your uh work you can it'll automatically

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add you as an author you can add other authors um maybe I want to add Mark panel

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uh now Mark has several accounts and different fig share repositories that are out there so uh it's helpful to kind

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of you know figure out which one I want to use there you can also just add authors um

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so if they don't show up in this list they don't already have an account somewhere you can just add their name

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and uh they'll just show up in your list of authors categories come from a

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controlled vocabulary to make it a little easier to search across the the Big Share universe and

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uh so we can choose whatever makes the most sense here you can choose multiple categories if you want

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selecting the item type is uh required everything with a Green Dot is required and it's very important to click on the

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little info uh tab here to understand what is meant by each of these um you

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know fix your head to choose to to how to classify these these objects so it's good to try to make the objects to match

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your data sets or outputs your files with the right one so figures are

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generally images media is generally uh you know videos

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um data sets could be a lot of things and so on so you choose what uh the right record I'm actually not going to

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choose one so I don't accidentally publish this keywords it's good to have you know at

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least five keywords try to choose terms that others might search your work by alternative uh words that it that might

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be searched maybe you want to put in terms from different languages but as you start typing it will search

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the current database what other people have added and you can choose from that or just type your own

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keywords in that's free text entry the description of course should also be as we saw as descriptive as possible if

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you already have an abstract you can paste that in you can also do some formatting to make this uh easier

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for people to see I'll zoom in a little bit um you can type out whatever you like

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you can also put links in here um you can link this directly to

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wherever you need to link to as I scroll down uh you can also put

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your funding in which is also really useful if you might be able to just you can type in your own grant information

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but as you can see fake share also searches the dimensions database for uh

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Grant records that it has and it has grants from around the world as you can see so you can type in the grant name

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you can type in your Grant number and it's always good to really check and see if if you have uh if a grant is there

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that you can link to and I'll show you an example of what that looks like in a moment you can add multiple grants

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importantly as I mentioned for interoperability that part of fair is to in uh to reference related research so

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you might put in here a link to a related paper a related data set more

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information coming soon is the ability to add context to these references to

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say that you know this link is supported by this data set record

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licenses are very important and often very confusing for researchers

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um fig share the free fixture accounts offer open licenses because we're trying to encourage open access to material if

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you use fig share at an institution [Music] um you may see other licenses institutions can customize what licenses

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are there you can copyright license or more restrictive Creative Commons

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licenses in general though the absolute best license to use is cc0 it just makes

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basically for frictionless reuse far into the future

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um it allows others to use your work as as they need to uh but the very most you

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know most common one probably that people use is the CC buy which just says that you can do whatever you want

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basically but you just you must um cite the authors and in general you

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know it's standard practice to cite where information is coming from so that's you know the cc0 is generally

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great to use a couple other things here um actually I should mention you can

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edit the timeline this is something that people often don't realize you know if you have something that that has a date

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on it and it's a date prior to the date that you're entering this information you can click this little edit timeline

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and um you can change that date if you want so a little Pro tip there if you

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need to picture will track though when it was first published on fig share oops

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so scroll down here a few other things you can embargo these files if you don't want something available immediately you

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can embargo uh the entire content all of it or just the files

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um for until a calendar date or for a certain amount of time and it's always good to give a descriptive reason why

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it's embargoed so that people when people find your record they understand why they can't access the files

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lastly when you're going through the peer review process it's very helpful to

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to give the reviewers access to your data in an anonymous way that's where this private link comes in

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you must link your account to orcid to have this private link option I'll show

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how to do that in a moment but this private link now I can share this and anyone with this link will be

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able to download those the files that I've uploaded to this record

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um so it's a useful way to include with your manuscript so that the reviewers can see it you can also reserve a

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digital object identifier a DOI here so you can include that in your paper in

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the data availability statement and rather than saying data available upon request you can say the data is

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available in this repository here's the DOI so you can reserve that and put it in your paper during the review process

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really useful okay so I'm keeping my eye on the time um this is how you you enter the

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metadata once you've filled in all the green boxes you will be able to click the publish button it says I haven't

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filled it all in yet but once I do that I could click publish and save and my record would then be

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public important to note uh the only way to remove the record is to contact Big Share

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um because we want to maintain you know uh Integrity of of these scientific

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outputs so um really you know check everything and then when you're ready publish it if you

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do make a mistake you can actually publish new versions so I'm going to cancel this I don't need this anymore

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I could version you know this record that I've published I can edit it and uh certain changes will then when I

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publish will create a new record uh sorry a new version so um I'll you know

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you conversion your records into the future uh the last few things if you need to

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upload a really large file see there's a chat box oh great I see there's a question about

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fixture versus zenodo I will cover that in just a moment I can answer that question it's a great question

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um I want to just mention how do you move large files into fake share um

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under the application link we can this is where we can link to

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GitHub for example this is where we link to our orcid account you can see I've done that I've

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linked to my GitHub gitlab bitbucket also have Integrations and their FTP

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tool logins so this is how you could move a bunch of files in all at once or

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a really large file in if you are programmatically inclined you

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can also create a personal token and use that with the two-way open API

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so there are lots of ways to to work with uh fixture

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um programmatically the last thing I'll just mention here is uh that your profile

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um my profile link to orcid and put in some information and uh I

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should put in some biographical information maybe and some Publications I'm going to scroll down and just show the public profile

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this is what your profile ends up looking like it'll show your metrics your collaborators

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and all the outputs that you've shared so a really nice way to have uh to have

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a profile in picture and once again this will connect with orcid

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okay um the last thing I want to mention project spaces I think are really useful

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for individual researchers this is a place where you can privately work together before making things

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public I I'm using projects right now actually to work with some collaborators

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we have a database of plant sightings in an area so we're

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using that to kind of work together on this this file my collaborators have added these files

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I can view them I can leave notes on those records if I want to when we're ready we could

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publish these records directly from the project we could publish the project itself to give even more information

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about what we've been working on there can be public and private records in here so just a quick overview of uh just

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to to say Pro I think projects are really useful really uh good to use

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so uh before I get to some of the at least that one question I do want to

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just mention what does it look like if your institution is using fig share so what I've really just showed you is the

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the free version um from the researcher perspective the uh if your institution uses big share

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you would see more metadata options within the record

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and everything would be branded for your institution which can be very good because it gives more credibility to the

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records not only is it coming from you you know maybe you're well known in your field but someone can also see that it's

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coming from your University so here are a few um examples this is the University of

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loughborough's um landing page for their repository they use it for everything we can see

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some statistics from uh from their page uh I'll just show

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uh data set from Loughborough here so they also have organized their outputs

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into groups which we can see here on the left in this facet I'm going to open up we can see what they're using it for a

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lot of Open Access papers Theses and dissertations so I'll go to data sets since we are talking about data today

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um and so uh summer embargoed here there's a lot of

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supplementary information um let's see I think I'll go to this

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record here just to show an example of of what the record can look like so the record itself is branded uh with

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fluffborough's logo as I scroll down the logo is down here as well this is one of

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the extra fields that universities have to link to you know to kind of highlight the link to a published version of a

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paper as I scroll down we see that they've added a few custom Fields unit Research

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Unit and school This Record is nice too because I think

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a curator may have helped the researchers um that's the other benefit is there's a

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review process for the University so they can help make sure that for example funding is linked so we can see this is

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that where they chose a grant from that drop down when we click here we can see

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the grant information in the dimensions database and get much more information about

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uh who else might be receiving this funding other related grants Etc

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so uh those those are some of the benefits um when the university is using fig share for their repository and just a

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couple a couple other examples University of Cape Town South Africa uh Ziva hub

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uh use it primarily for uh um data sets as well uh Singapore uh

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management University is also another example there are over 75 universities

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around the world using figshare and uh in addition government agencies and

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research organizations Etc so um I

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want to answer some of those that question so the question um that was asked in the chat is what

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are the advantages disadvantages of fig share in comparison to zenodo or other companies or repositories

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and I of course can't speak for other repositories I have actually used zenodo

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in my uh personal uh life but before I was at figshare um I actually had used both platforms I

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shared my first data set on figshare um but I've used zenodo extensively as

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well and uh you know I think that every repository all these repositories are

35:15

slightly different in how they do things Big Share prioritizes the preview

35:21

ability so we preview over 1200 file types directly in the browser to try to

35:26

give um make research outputs even more understandable more engaging and and

35:33

more reusable in that way um fixture also handles extremely large

35:39

files so there are options if you have a one terabyte file set or file that you

35:45

need to upload a big share can do that for you and I think that's pretty difficult on many other platforms

35:51

um most not all platforms allow you to integrate with orcid really easily

35:57

bigshare does that I believe xenodo links well with with orcid as well

36:03

but not all platforms can do that um so those are a few examples it might

36:10

just be personal preference too you should try out try out the repositories

36:15

um but I will say both big Sharon zenodo um offer free accounts um for researchers to start using

36:23

um so I personally have accounts in both um I think I guess I'll just since I'm

36:28

on it I'll just go to one other uh difference I always I showed you the projects and collections

36:34

um zenodo does things a little differently as well it has other ways you can kind of package things together

36:39

so those are some of the differences um so I think I will uh

36:47

end there and leave it for questions uh thank you again for attending this webinar

36:54

um if you do have questions in the future please feel free to email me

36:59

um and I think Maria would also uh feel the same way if you have questions if

37:05

your library has questions about fig share using fixture as a repository for your University please put them in touch

37:11

with us um we're happy to answer questions around that as well so um it's like we got another oh great yes

37:18

you're welcome for the answer um and I should say so if if there are

37:24

more questions please either I guess unmute or um put them in the chat I will mention that we can

37:30

um we can see look up public profiles on the on the back end based on email

37:36

domains um there are a few accounts from Latvian

37:42

universities um but not much is being uh has been shared yet however there may be many

37:48

other folks just using third-party emails you know like a Gmail account or something and we don't we wouldn't

37:53

really know if uh where they are in the world uh in that case um but I will say that I you know we

37:59

have users from around the world and so I hope that you look through big share in

38:05

your discipline look for folks you know in your research networks and see what they're sharing

38:10

but happy questions I have one question um when you show how to make the

38:17

metadata record there was option method to record only in what cases it is used

38:23

that's a great question so you may um I know some folks have used this for

38:30

physical samples so you know if you have a physical sample you could create a

38:35

metadata record for it um I think many times people might take a picture of it of that wreck of that um object

38:43

and upload that but you could just have just the metadata

38:48

um for it um I think I think that's the biggest use they're

38:54

probably um many others you know maybe the file just it doesn't there's no link to it

39:01

um it can't fit on the internet it has to be sit on your own you know I don't

39:06

know your own server but you still want a record of it um there's nothing to upload so that

39:12

would be another uh use case there for example it could be that

39:18

that the research data are in another repository and person just want here to

39:25

make metadata and link to this other story yeah like that uh that's a possibility I think that so

39:33

every record that you make public will get a DOI and if that record is already

39:39

in a repository hopefully it already has a DOI I will say there are ways to

39:45

create records with an existing DOI you have to use the API for that

39:51

um through the interface and we have some some information about that on our help site so so I'd say in that specific

39:56

case um if a record already has a DOI uh the better thing would be to

40:04

reference it in the references especially if you're uploading things that are complementary

40:10

if you needed I'm just thinking through the the process here if it was in some

40:15

type of online repository but it didn't have a DOI then yes that would be a good

40:22

use you could basically move the files into fig share

40:27

give them a DOI and then you could reference that original location through

40:33

the references um so there are lots of options as you can see there's never there's usually

40:39

not a uh they're usually multiple uh ways to do this

40:44

um responsibly so did that answer your question yeah yes well I have heard that

40:50

it is such a kind of practice that people are making metadata records in

40:56

their institutional repositories but the the physically they are in some

41:02

subjective studies and then they're making some kindly oh sure sure yeah and I think it is often this

41:09

practice I don't know but I have heard that it is yeah that's a good point so a university repository

41:16

um as I mentioned there's you universities using fixture at least have the option

41:22

to add more metadata Fields down here so they have a little more control over that so they can make it really clear

41:28

and say like this record is in this disciplinary repository we have a copy

41:35

in our own repository and they can upload uh

41:41

um I'll just since we're on it I'll just this is the

41:47

um the documentation for the uh for the Fig share API and

41:54

you can actually um I'm sorry that this is uh I want to

41:59

create a new private article so um I can upload

42:06

information into fig share including a DOI I know this is a little hard to see but so I can I can take that DOI or

42:13

persist an identifier from that disciplinary repository create a copy of

42:19

all the metadata and then put it in my own yeah institutional repository yes so that is something that you could do

42:25

okay thank you yes so maybe somebody have some more questions

42:31

in the chat there is no that's okay questions come up later

42:37

please email um and I I hope uh I hope folks Try It Out Try

42:44

um try creating a picture account connect it to your orchid um start sharing uh your research

42:49

outputs thank you very much for your brilliant speech Andrew so event is over

42:56

thank you all for coming to this webinar and I will send this presentation as

43:02

well as link to the video recording to all participants by email thank you bye

43:08

thank you

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