Karabena Consulting – Research Data Management Policy

Purpose

Karabena Consulting is committed to complying with the Australian Code for the Responsible Conduct of Research 2018 (The Code) and the Australian Institute of Aboriginal and Torres Strait Islander Studies (AIATSIS) Code of Ethics for Aboriginal and Torres Strait Islander Research (the AIATSIS Code). This Research Data Management Policy (the Policy) covers the requirements articulated in The Code and the AIATSIS Code regarding the responsibilities for the management, storage, access, retention and disposal of research data and primary research materials.

Scope

The Policy applies to all research undertaken by staff and researchers of Karabena Consulting.

Research Data Management Plan

Researchers are responsible for:

Developing, reviewing and adhering to a Research Data Management Plan (the Plan) in accordance with this Policy, when commencing and throughout research projects
Complying with any contractual, intellectual property, confidentiality agreements, ethical and legal requirements relevant to the project when developing the Plan
Update the Plan to reflect changing circumstances where necessary

Storage of research data and primary research materials

To ensure the longevity and appropriate accessibility of data and primary research materials, Karabena Consulting will make sure that data is archived and managed securely and is done in accordance with the requirements of Aboriginal and Torres Strait Islander stakeholders.

In the instance where Karabena Consulting staff are responsible for the collection and storage of data, Karabena Consulting will:

Ensure that the storage of research data is consistent with any copyright or licensing arrangements that are in place in the state of Victoria
Comply with relevant legislations, regulations and guidelines in Victoria or other states where data is collected and stored by Karabena Consulting staff
Ensure any hard-copy documents are locked in cabinets in the Karabena Consulting office and are disposed of in a secure storage bin at the conclusion of their use. If a Karabena Consulting staff leaves, staff will be required to return all copies, documents and items relating to Karabena Consulting projects in their possession.
Ensure access to project folders on computer systems is restricted to authorised people only and is password protected
Ensure research products are preserved in location and format as agreed in consent forms bearing a Karabena Consulting Trust logo
Ensure that any individuals and/or organisation that can be consulted in the future about the research products are identified and, with their permission, their contact details stored with the materials
Anticipate that technology will change and consider how that might affect the use and storage of the data in the future

In the instance where Karabena Consulting staff use third party research tools, Karabena Consulting will:

Ensure the third party is aware of and implements appropriate technical standards in relation to the use and storage and include metadata protocols
Seek to store data in these third party research tools/apps in ways which incorporate the perspectives of Aboriginal and Torres Strait Islander peoples in the management of their intellectual property and data

Access to research data and primary research materials

To ensure ongoing Indigenous governance, Karabena Consulting adopts the CARE principles with regards to data access. These are Collective Benefit, Authority to Control, Responsibility, and Ethics.

Collective Benefit: Data ecosystems shall be designed and function in ways that enable Aboriginal and Torres Strait Islander peoples to derive benefit from the data.
Authority to Control: Aboriginal and Torres Strait Islander people’s rights and interests in Indigenous data must be recognised and their authority to control such data be empowered. Aboriginal and Torres Strait Islander data governance enables First Nations peoples and governing bodies to determine how First Nations peoples, as well as First Nations lands, territories, resources, knowledges and geographical indicators, are represented and identified within data.
Responsibility: Those working with Indigenous data have a responsibility to share how those data are used to support Aboriginal and Torres Strait Islander peoples’ self-determination and collective benefit. Accountability requires meaningful and openly available evidence of these efforts and the benefits accruing to Aboriginal and Torres Strait Islander peoples.
Ethics: Aboriginal and Torres Strait Islander peoples’ rights and wellbeing should be the primary concern at all stages of the data life cycle and across the data ecosystem.

Additionally, Karabena Consulting will:

De-identify data where required
Show or distribute restricted material only with expressed permission from those who provided or are responsible for it
Be aware of any potential for third-party access to the data and address this in the consent form

Retention and disposal of research data and primary research materials

Karabena Consulting will ensure that the retention and destruction of research data is:

Consistent with any copyright or licensing arrangements that are in place
In accord with research discipline-specific practices and standards
Compliant with relevant privacy, ethical and publication requirements
Compliant with other relevant laws, regulations and guidelines.

The minimum period for retention of research data is five years from the date of publication.

Data sovereignty

Funders of research have copyright over the final product as a result of the research
Karabena Consulting owns Background Intellectual Property (BIP). This refers to the IP brought to the research project which includes:
- Copyright (e.g. academic publications, data collection guides, project plans, research methods)
- Confidential information, trade secrets and/or know-how
- Patents
- Registered trademark
Any feedback or advice provided by stakeholders will remain the personal IP of the individual

Karabena Consulting is committed to Indigenous data sovereignty. This refers to Indigenous data that is, or should be, governed and owned by Aboriginal and Torres Strait Islander peoples from the very creation of that data through its collection, access, analysis, interpretation, management, dissemination, potential future use and storage.

Karabena Consulting will develop strategies to ensure our capacity to implement data sovereignty over time.

Register of research data

Karabena Consulting will develop and maintain a centralised research data register.

Relevant legislations

Privacy Act 1988
Information Privacy Act 2000 (Vic)
Australian Human Rights Commission Act 1986
Freedom of Information Act 1982
Public Records Act 1973
Copyright Act 1968
Health Records Act 2001 (Vic)