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wiki:m1.1 [2023/12/19 15:47] – [Description] esoedingwiki:m1.1 [2023/12/20 16:50] (current) – [Recommendation] esoeding
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 =====Description===== =====Description=====
  
-[Status: Under development, Date: 2023-12-18, Version: 001]+[Status: Under development, Date: ~~LASTMOD~~, Version: 001]
 ====Motivation for this Recommendation: ==== ====Motivation for this Recommendation: ====
  
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 ====Recommendation === ====Recommendation ===
  
-It is recommended, that center management should +It is recommended, that center management should 
 1. Employ measures and incentives to actively encourage all employees to register with ORCID and to keep their metadata current and share the relevant parts of this data with the center.  1. Employ measures and incentives to actively encourage all employees to register with ORCID and to keep their metadata current and share the relevant parts of this data with the center. 
 +
 2. Keep record of their staffs ORCIDs and share them with the RDM teams, where appropriate, in order to record ORCIDs with their output. 2. Keep record of their staffs ORCIDs and share them with the RDM teams, where appropriate, in order to record ORCIDs with their output.
  
 +3.      Become an ORCID member to integrate ORCID metadata within the centers' publication system and ensure the long-term sustainability of the ORCID identifier.
  
 =====Binding Convention: ===== =====Binding Convention: =====
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 ====1. Explanation of the Background and Benefits of the Recommendation ==== ====1. Explanation of the Background and Benefits of the Recommendation ====
-1. Explanation of the Background and Benefits of the Recommendation 
 According to recommendation 1.0 the use of ORCID is recommended in all Helmholtz Data Infrastructures to identify people and contributors to resources in data infrastructures and repositories of the Helmholtz Association wherever possible.  According to recommendation 1.0 the use of ORCID is recommended in all Helmholtz Data Infrastructures to identify people and contributors to resources in data infrastructures and repositories of the Helmholtz Association wherever possible. 
  
 See recommendation 1.0 for more information on why ORCID is recommended for use within the Helmholtz Association.  See recommendation 1.0 for more information on why ORCID is recommended for use within the Helmholtz Association. 
  
-According to the terms of use ORCIDs can only be registered and maintained by their owners, hence by researchers or people for themselves. The registration and maintenance are free. Users may choose what data they wish to deploy with their ORICD registration and which of that data should be made public. Users can also grant permission to certain agents, to update their ORCID data in various aspects, i.e. publishers may ask for permission to link publications with ORCIDs and DOIs, or organizations may link their members with ORICD records to identify them. +According to the terms of use, ORCIDs can only be registered and maintained by their owners, hence by researchers or people for themselves. The registration and maintenance are free. Users may choose what data they wish to deploy with their ORICD registration and which of that data should be made public. Users can also grant permission to certain agents, to update their ORCID data in various aspects, i.e. publishers may ask for permission to link publications with ORCIDs and DOIs, or organizations may link their members with ORICD records to identify them. 
  
 Organizations cannot enforce the use or ORCIDs by their employees and cannot register ORCIDs for them. This creates the dilemma, that they cannot rely on the existence of ORCIDs for every employee.  Organizations cannot enforce the use or ORCIDs by their employees and cannot register ORCIDs for them. This creates the dilemma, that they cannot rely on the existence of ORCIDs for every employee. 
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 ====2. Possible alternative solutions==== ====2. Possible alternative solutions====
- +see [[https://earth-and-environment.helmholtz-metadaten.de/wiki/doku.php?id=wiki:m1.0#possible_alternative_solutions|recommendation M1.0]]
-Besides ORCID other PID systems for autors of scientific publications exist. The most relevant are Scopus Author ID, Researcher ID / PublonsID, ISNI, Wikidata ID.  +
- +
-We will not discuss the pro’s and con’s of each PID system here in detail. We found, however, that ORCID offers the best solution in terms of stability, reliability, cost efficiency and widespread application of the PID systems mentioned above.  +
 ====3. Consideration of the advantages and disadvantages of implementing the recommendation==== ====3. Consideration of the advantages and disadvantages of implementing the recommendation====
 a. Suggested procedures to be implemented a. Suggested procedures to be implemented
-  * Organizations should adopt a policy, encouraging all employees to register an ORCID and publish relevant data on their employer with their ORCID. +  * Organizations should adopt a policy, encouraging all employees to register an ORCID and publish relevant data about their employer within their ORCID. 
-  * During the hiring process organizations should ask all employees about their ORCID, take record of the ID if it exists, or encourage them to register one if it doesn't. They should also encourage the future employees to update their ORICD with current affiliations, and publish the relevant data. +  * During the hiring process, organizations should ask all employees about their ORCID, take record of the ID if it exists, or encourage them to register one if it doesn't. They should also encourage future employees to update their ORICD with current affiliations, and publish the relevant data. 
-  * The organzations should share this information with the libraries and data management teams during the internal onboarding process of the employee.+  * Organzations should share this information with their libraries and data management teams during the internal onboarding process of employees.
 b. Incentives b. Incentives
-  * the use of ORCID allows to automate the aquisition of metadata with publications and data sets. Authors may therefore save significant time and work by avoiding to submit metadata about themselves and their employers. i.e. when submitting an ORICD as an author or contributor reference the respective public metadata can be retrieved from ORCID and doesn't have to be provided separately. Proper attribution of publications and datasets could improve the employees internal publication record.  +  * the use of ORCID allows to automate the acquisition of metadata with publications and data sets. Authors may therefore save significant time and work by avoiding to submit metadata about themselves and their employers, i.e. when submitting an ORICD as an author or contributor, the respective public metadata can be retrieved from ORCID and doesn't have to be provided separately. Proper attribution of publications and data sets could improve the employees internal publication record.  
-  * It is recommended, to acknowledge data publications in a similar manner as scientific publications in journals, which means, that they count towards all employees annual achievements and count against performance based funding schemes. +  * It is recommended to acknowledge data publications in a similar manner as scientific publications in journals, which means, that they count towards all employees annual achievements and count towards performance based funding schemes. 
 c. Data Privacy c. Data Privacy
-  * data privacy managers should be informed about the way, ORICD is encouraged by the center management. Data privacy officers should approve the procedures implemented to manage ORCID in the centers. +  * data privacy managers should be informed about how ORICD is encouraged by the center management. Data privacy officers should approve the procedures implemented to manage ORCID in the centers. 
 d. ORCID not present d. ORCID not present
   * In cases where an ORCID is not available for a person, we recommend the following procedure:   * In cases where an ORCID is not available for a person, we recommend the following procedure:
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 2. Keep record of their staffs ORCIDs and share them with the RDM teams, where appropriate, in order to record ORCIDs with their output. 2. Keep record of their staffs ORCIDs and share them with the RDM teams, where appropriate, in order to record ORCIDs with their output.
 +
 +3.      Become an ORCID member to integrate ORCID metadata within the centers' publication system and ensure the long-term sustainability of the ORCID identifier.
  
 Note 1: regarding activity 1, there exist multiple possible ways to encourage employees to register and maintain their ORCIDs. These could e.g. be sharing information about the benefits of traceable information for the center and science as a whole, benefits for their department, by being able to track the departments scientific output, benefits to themselves, for not repeatedly being asked for permissions to use their data. It is also possible, that prices or rewards are issued to persons sharing their data. Due to the many way this can be envisioned, particular implementation scenarios will be collected below.  Note 1: regarding activity 1, there exist multiple possible ways to encourage employees to register and maintain their ORCIDs. These could e.g. be sharing information about the benefits of traceable information for the center and science as a whole, benefits for their department, by being able to track the departments scientific output, benefits to themselves, for not repeatedly being asked for permissions to use their data. It is also possible, that prices or rewards are issued to persons sharing their data. Due to the many way this can be envisioned, particular implementation scenarios will be collected below. 
  
-Note 2: regarding activity 2 we recommend, to make the collection of the ORCID, the granting of permission and the agreement to use and update the ORCID data a structural part of the employment process conducted by the personnel department. Forms may be developed registering the necessary data and signing off on the use, informational leavlets may inform the person about the circumstances, how and where the data is used, and how they can revoke permissions to use it. These procedures should comply with the legal requirements in data protection e.g. the GDPR (DSGVO). The processes implemented will be briefly documented below.+Note 2: regarding activity 2, we recommend to make the collection of the ORCID, the granting of permission and the agreement to use and update the ORCID data a structural part of the employment process conducted by the personnel department. Forms may be developed registering the necessary data and signing off on the use, informational leaflets may inform the person about the circumstances, how and where the data is used, and how they can revoke permissions to use it. These procedures should comply with the legal requirements in data protection e.g. the GDPR (DSGVO). The processes implemented will be briefly documented below.
  
  
wiki/m1.1.1703000866.txt.gz · Last modified: 2023/12/19 15:47 by esoeding