Managing your research data – a progress update

As you will already be aware, in 2024 we undertook a major, multi-phased project to redevelop our University research information system (CRIS), our institutional repository (CERES) and our research data management software (CORD). The ultimate aim was to better showcase our research outputs, increase their impact and improve their visibility. Additionally, we had an opportunity to unite them in one comprehensive system that would also integrate with other university systems and streamline ongoing hosting and technical support. You can read more in previous posts announcing our new CRIS and our combined CERES/CORD repository. 

A joint platform for our CORD and CERES systems enables us to manage and share Cranfield’s research data and publications in one place. We can consolidate our data records, improve our processes and create better links between data and other outputs.  

As a result of the move, creating records in CORD is now a mediated service. This means all content provided by the user is now moderated and checked by a member of library staff. This is not unusual within universities and means we can operate in line with best practice. For example, we will have more efficient processes where unpublished draft data does not take up valuable storage space, and we don’t lose access to records uploaded by contributors who subsequently leave Cranfield. 

As with all implementations, we recognise that the new CERES/CORD system still needs further development, and we have produced a phased plan to address some of the ongoing concerns that both users and our library staff have identified. For example, we are prioritising improvements to the online submission process over the next few months. Our temporary form, which guides you to supply the right information in line with best practice, has already been improved. You are now able to submit your files via the Cranfield Drop-Off service instead of attaching them to the Microsoft Form. This means you can send files in a non-Microsoft and non-proprietary format (which is good research practice!).  

In the upcoming phases of developing CORD in CERES we also will introduce institutional login authentication, reducing the need for you to store a different username and password, and a built-in submission form so you can submit data and publications directly into the system. 

How we are asking you to help us now 

CORD is used to publish all finalised data that can, and should, be shared including: 

• Funded data in line with funder requirements 
• Data in support of publications (with two-way links with papers) 
• Data in support of PhD theses (with two-way links with theses) 
• Data from completed research which is of long-term value or re-usable. 

We all need to work in partnership to improve our data practices.  We can achieve this by: 

1. Encouraging FAIR data practices.  To do this, we are asking you to provide a README file, which helps the reproducibility of data and the inclusion of non-proprietary files alongside the original outputs to allow interoperability. 
2. Ensuring that there is a chain of escalation for enquiries on data where the original contributor is no longer at Cranfield. Make sure you are clear in your data management plan and CORD submission form who your PI/Supervisor is. 
3. Ensuring suitable embargoes and restrictions are applied. Please consult our Open Research Specialist if you are not sure.

We will work to raise awareness on good practice in open research and to develop policies and procedures with researchers which help Cranfield move forward in an achievable way. 

We welcome your input to the guidance we provide. So far, general guidance on research data management and open research is available, but please let us know if discipline-specific guidance would be helpful in this area.  

We are also in the process of establishing a pan-university research data management forum to help advise us on future developments of the system, represent any concerns you may have, raise awareness of open research principles, and share best practice,  

Your patience whilst these changes are made is really appreciated, as the work is done by a very small team, and predominantly by our Open Research Specialist.  

If you have any comments or suggestions, please contact your Library Research Support Team.

Image by M. Richter from Pixabay