Interview with data steward Sara Coppini: “There is not one way of doing things in data management. We should help each other out and share good practices.”

Can you tell us more about your background? I noticed you studied philosophy, digital humanities, and IT. Did you know right away where you were heading with such a diverse academic journey? How does it impact your role as a data steward?

I didn’t know at the beginning of my career that I was heading toward the data stewardship or data management research career. What I did know was that I wanted to combine aspects of different disciplines and make the most of each one. When I started studying IT for cultural heritage, my goal was to use and leverage IT tools to improve the dissemination and understanding of cultural heritage itself.

This interdisciplinary approach has proven helpful in my current role as a data steward. I often work with researchers from various backgrounds, and having even a basic understanding of their fields enables me to find a common language to discuss data management and the unique types of data they handle.

Did you have a dream job, or is your current role that dream?

I have always envisioned myself working in a research environment. At the same time, I didn’t want to be confined to writing scientific papers and focusing on a single area of study. I wanted to approach research from different perspectives and contribute to something meaningful for people. Improving the research environment as a data steward allows me to do just that.

My position intersects technical, administrative, and research domains. Currently, I’m conducting research on the types of data being reproduced within the university and the main support strategies we can offer researchers. Together with my colleagues, we’re constantly exploring ways to make data stewardship a vital part of the research landscape and to enhance the support we provide.

What is your specific role as a data steward at the university?

Researchers often come to us data stewards with questions about how to manage their data. Many of these questions relate to the requirements of European projects, particularly in the context of data management and open science. In addition to answering these queries, we organize events and webinars on data management.

Since joining the University of Bologna in 2022, I’ve noticed that many researchers are unaware of who we are and what we do. The university is enormous, so raising awareness remains a challenge. We address issues such as data storage solutions, strategies for data validation, and privacy or legal concerns, though we collaborate with specialized offices for the latter. We assist with the long-term preservation of data and support researchers throughout the data lifecycle.

You mentioned that raising awareness about data stewardship is challenging. Have you seen any changes in the past two years? Could you share a success story?

Yes, I’ve observed some encouraging changes. At first, we mainly reached out to researchers who were part of Horizon Europe projects because these initiatives have open science requirements. Now, we can receive up to one or two requests daily, even for smaller data management issues. It’s a sign that we’re becoming more visible within the university.

I have two success stories to share. The first occurred during an open science event a few weeks ago. Although attendance wasn’t high, some researchers approached me afterward with advanced questions—they already understood the basics and wanted to further improve their research management practices. It was a pleasant surprise, especially considering that two years ago, many were unaware of open science practices.

The second success was the second edition of a PhD course on open science practices and research data management. Participation increased compared to the previous year, and students were much more engaged. They are even raising awareness among their supervisors, which is a fantastic example of change coming from the bottom up.

How does the University of Bologna support skill development in data management?

The university management recognized and valued the professional role of data stewards from the beginning. When I started, I received specific training on data management and open science practices, in addition to my prior knowledge. We also benefited from educational materials and support from other European institutions.

Beyond individual training, my colleagues and I have initiated research on the role of data stewards and data management, aiming to improve recognition of our work. Although as far as I know the university isn’t currently training others to become data stewards or hiring additional staff, we’re working to raise awareness about data management issues. One example is the FAIR Champions project, where we engage researchers involved in open science to help support their peers in various domains. This project began as our idea and was fully embraced by the university management.

What inspires you in your work?

Even small changes inspire me. I love the idea that data stewardship can improve research practices and make scientific research more visible. It gives purpose and value to my work.

I also draw inspiration from interacting with other data stewards internationally. Seeing how people approach the same role differently—and successfully—in various environments is incredibly motivating. It fosters a sense of community and shared purpose as we all contribute to creating a more efficient global research landscape. In data management, there’s no single right way to do things, so sharing approaches is crucial.

What would you say to someone reluctant to share their data?

If there are valid reasons for not sharing data, such as privacy or sensitivity issues, that’s completely understandable. However, when the hesitation is purely a matter of unwillingness, I emphasize the broader benefits of sharing.

Excellent scientific results often come from combining data, strategies, and methodologies. Sharing your work can help others build something far greater than you could imagine. Collaboration has been the foundation of significant research advancements over the last 30 years—it’s always about teamwork and sharing.

One example I use when talking to researchers is the “http” protocol, initially developed for internal use at CERN but later made public. This decision led to the creation of the internet as we know it, revolutionizing research and society. Even negative results can be valuable. All results are some kind of information which can save future researchers time and resources.

Researchers should think globally. When you keep in mind as a primary goal to improve society then your ego goes aside. The aim of the research should simply be to improve the world. This perspective can only be achieved if there is a bigger cultural shift involving research evaluation criteria. Currently, evaluation systems prioritize publications, but we need to focus more on global contributions, transparency, and trust. Research should aim to improve society, not merely produce high publication counts.

What works best when educating people about data management—online or in-person sessions?

We’ve discussed this extensively among colleagues. Online sessions are convenient, but they lack the interactivity and engagement of in-person meetings. Practical activities, whether online or in person, are the most effective.

For example, in a PhD course on data management plans (DMPs), we noticed that students initially didn’t see the relevance. In the next edition, we made it a hands-on workshop, guiding students through the DMP template step by step. Using interactive tools and maintaining anonymity helped reassure participants about their abilities. Having someone start the process with you can make all the difference.

Is there anything else you’d like to add?

I would like to say that even if the data stewards are supported by the university it is not easy to be recognized by the whole community. At least in Italy, we’re still defining the professional role of data stewards. It’s vital to engage in discussions. We have to work for being part of the research community. Help each other out and share good practices.