The University of Freiburg recognizes the fundamental importance of research data, its creation andprocessing context, as well as its documentation and publication, for maintaining high-qualityresearch and scientific integrity. The University of Freiburg strives to meet the highest possiblestandards. It further recognizes that accurate, easily discoverable and accessible research data areessential foundations of any data-driven research project. They are necessary for the traceability,validability, and reproducibility of research processes and results. Research data thus have a longterm benefit for science and the potential for extensive subsequent use and dissemination in society.This policy is intended to give scientists guidance in dealing with research data and to contribute toa sustainable research environment. In conjunction with „The University of Freiburg’s Open AccessResolution“, it is intended to contribute to spreading and living the idea of “Open Science” and“Open Data”.
This policy is addressed to all members of the University of Freiburg who deal with research data,both as independent researchers and in their function as teachers and persons responsible for thesupervision of scientists in the early career phase. It was adopted by the directory board on09/21/2022. This policy should also be taken into account in the case of externally funded projects.Specific agreements with third-party funders regarding data management take precedence over thispolicy.
When dealing with research data, the entire lifecycle process must be taken into account, duringwhich it is collected or reused, processed, analyzed, edited, archived and, if applicable, published.The FAIR principles (Findable, Accessible, Interoperable, Re-usable) should be taken up at an earlystage in this process, provided that there are no legal or ethical reasons to the contrary and that theyare technically feasible. It is of particular importance to preserve the integrity and context ofresearch data. Research data must be stored in a correct, complete, unaltered and reliable mannerand must be reusable in the long term.
In accordance with intellectual property rights and provided that no third party rights, legalprovisions or other property rights prohibit it, research data shall be provided with a free license forsubsequent use and shall be made openly available.
Research data should be deposited in a suitable repository or archiving system. It is recommendedto examine primarily subject-specific or methodologically suitable repositories, provided that theymeet the OA requirements stated in this policy in substance and in spirit. Data should be providedwith persistent identifiers in addition to at least descriptive metadata. In particular, the University ofFreiburg recommends the use of ORCID IDs for individuals, of DOIs for publication of data sets (ifapplicable, in addition to discipline- or repository-specific identifiers and metadata).
Research data intended for re-use should be made available in citable form. This includes ensuringthe appropriate context, which may include the research software and workflow environments used.This task may be outsourced to appropriate professional services. It should be guaranteed thatcitation rules are observed and terms regarding publication and use are met. The origin of reuseddata is thus clearly traceable and the corresponding source is honored.
Research data and documents shall be retained and kept accessible for as long as required byinternal policies, professional guidelines, or the requirements of research funders under applicablelegal and contractual provisions (e.g., EU requirements regarding the collection of personal data).The minimum retention period for research data and documents is ten years after publication of thedata, publication of the relevant work or after project completion.
If research data and associated documents are to be deleted or destroyed after the storage period hasexpired or for legal or ethical reasons, this may only be done taking into account any legal or ethicalconsiderations. The deletion must be traceable and documented. When deciding whether to retain ordelete data, the interests and contractual provisions of third-party funders and other partiesinvolved, in particular contributors and collaboration partners, must be taken into account. Aspectsof security and confidentiality must be considered.
The responsibility for research data management during and after the duration of research projectsand undertakings lies with the University of Freiburg and its researchers and should be inaccordance with the recommendations for safeguarding good scientific practice. Theimplementation of these recommendations is supervised in the „Regulations of the Albert LudwigUniversity on Safeguarding Academic Integrity“.
i. Researcher collect, document, store and archive research data and the related documentation so that access orproper deletion is possible. This includes agreement on procedures and responsibilities incollaborative research projects. Such information should be part of a data management plan (DMP)that documents the acquisition, aggregation, editing, retention, use, and publication of the data usedand describes the requirements for integrity and confidentiality of the data. Researchers shallprepare a DMP for each research project and maintain and keep it current during the conduct of theproject. Where appropriate, they shall document the availability of research data in representationsof their projects, e.g., in a research information system or other publicly accessible projectdescriptions.
ii. Researcher handle research data in a way that complies with the principles and requirements of thisguideline. They ensure already during project planning whether open source software can be anequivalent alternative to programs whose source code is not disclosed. In particular, the use ofsoftware available under free licenses is advised.
iii. plan, as far as possible, the further use of the data, especially after project completion. Thisincludes both the determination of rights of use and exploitation after the end of the project,including the allocation of corresponding licenses, as well as the regulation of data storage andarchiving in case of leaving the University of Freiburg.
iv. comply with and advocate for all relevant organizational, regulatory, institutional, and othercontractual and legal requirements related to both research data and the management of associatedresearch records (for example, in the case of context or provenance).
i. The university of Freiburg supports its organizational units, provides adequate funding and resources for research promotion, services, operation of organizational units, infrastructures and staff qualification. To this end, itparticipates in cross-cutting exchanges with other institutions, research funding agencies, and is amember of the National Research Data Infrastructure Germany.
ii. The university of Freiburgpromotes compliance with the recommendations on good scientific practice. To this end, it provides templates for DMPs, conducts monitoring, and offers qualification measures as well assupport and advice. This is done in accordance with current policies, contracts with third-partyfunders, internal bylaws, codes of conduct, and other relevant guidance documents.
iii. The university of Freiburg develops mechanisms and provides services to store, securely retain, and publish research data to ensure access to research data during and after the completion of research projects.
iv. The university of Freiburg provides access to the services and infrastructure described above so that researchers can comply with the requirements of third-party funders and other legal entities and fulfill their responsibilities as described in this Policy.
This policy shall become effective upon adoption by the directory board on 09/21/2022 and shallsupersede the policy dated 12/19/2018. It will be reviewed every three years at the end of each yearto determine if it needs to be updated.