On a lively afternoon at the National Open Science Festival in Maastricht, we hosted an interactive session titled "The Barcelona Declaration on Open Research Information – Developments in the Netherlands." Our aim was to jointly explore the challenges surrounding open research information, and brainstorm actionable solutions with a diverse audience of signatories and non-signatories alike. This blog post captures the key challenges identified by a group of 40 participants - and the ideas on concrete actions to overcome them.

The Barcelona Declaration: An Overview

Launched in April 2024, the Barcelona Declaration calls for making openness the default option for research information. Warning that much of it is locked in proprietary infrastructures, the Declaration highlights that open research information is essential for transparent research assessment and equitable decision-making, and for open science more generally.

Reliance on closed systems like Web of Science and Scopus creates significant barriers to open science by restricting access and the use of black-box indicators. These systems hinder accountability, preventing open debate about the quality of and biases in research metrics. Decisions about research priorities, careers, and funding are often driven by opaque metrics based on information from closed sources, limiting transparency and fairness. Furthermore, the proprietary nature of critical research information undermines academic sovereignty and inclusivity, disproportionately disadvantaging less privileged regions, languages, and disciplines.

To address this, the Declaration calls on knowledge institutions to make the following four commitments:

1. To make openness the default for the research information we use and produce
2. To work with services and systems that support and enable open research information
3. To support the sustainability of infrastructures for open research information
4. To support collective action to accelerate the transition to openness of research information

The initiative has already garnered significant support, with about 100 signatories and almost 50 supporters. The signatories include universities and other research organizations, libraries, research funders, governments, and network organizations such as the Coimbra Group, Udice, UK Reproducibility Network, and YERUN. The Declaration has also been endorsed by organizations such as CoARA, cOAlition S, EUA, HELIOS Open, and Science Europe. So far, eleven organizations in the Netherlands have signed the Declaration: Delft University of Technology, Dutch Reproducibility Network, Leiden University, SIA, SURF, University of Groningen, Universities of the Netherlands, Utrecht University, VU Amsterdam, NWO, and ZonMw. While the progress has been impressive, the road to full implementation, as the discussion at the National Open Science Festival showed, will require collaboration, innovation and a cultural shift.

Four Key Challenges

Our session began with a brief introduction to the Barcelona Declaration and its significance, followed by an interactive poll using Wooclap to identify the challenges participants encountered in committing to or implementing open research information practices. Participants were asked to name challenges they expect or experience in the implementation of the Barcelona Declaration, as well as to “vote” for up to five challenges they find to be most pressing.

The final list contained more than 25 challenges, which ranged from dependence on commercial providers and data quality issues to cultural and technical barriers. Looking back at the session results, we find that the key challenges mentioned could be grouped into the following four categories: 1) Vendor lock-in and dependence on commercial providers, 2) Data quality and technical expertise, 3) Cultural resistance, and 4) Awareness and advocacy.

Collaborative Problem-Solving, Collective Solutions

Following the voting, participants formed small groups to delve deeper into specific challenges of their own choosing, and brainstorm actionable solutions.

Challenge 1: Vendor Lock-in and Dependence on Commercial Providers

The dominance of proprietary services like Scopus and Web of Science has created a vendor lock-in problem. Many institutions are heavily reliant on these platforms, which limits their ability to transition to open alternatives. This dependence is exacerbated by concerns over the interoperability of new systems and the uncertainty surrounding their capabilities and long-term stability. The group pitched these ideas to address the challenge:

• Negotiation or Transition: Institutions should make clear decisions to either negotiate more favourable terms with existing vendors or transition decisively to open alternatives.

• Interoperability: Invest in systems that enable data integration from multiple sources to mitigate risks associated with switching to open alternatives, and reduce reliance on any single data provider.

• Funding & Staffing: Commit resources to support and maintain open infrastructures.

• Legal Implications: Explore possibilities to support the transition to open research information through the legal framework, looking to the Taverne amendment and Open Access as an example of good practice.

Challenge 2: Data Quality and Technical Expertise

Concerns over the quality and completeness of metadata in open research systems emerged as another issue. For example, research intelligence teams worry that open infrastructures lack the robustness and reliability of proprietary databases. Compounding this issue is the lack of technical expertise within many institutions to use open alternatives effectively. Proposed solutions include:

• Data Validation: Increase the volume and validation of metadata in open systems like OpenAlex through collaborative projects between multiple institutions.

• Knowledge Sharing: Promote exchange of best practices and collaborative evaluation of open options, to build trust and improve tools.

• Skill Development: Train research intelligence teams in using open data systems effectively to increase confidence in use.

• Roadmaps & Criteria: Develop a shared roadmap and decision-making criteria for adopting open infrastructures, providing a clear path forward.

Challenge 3: Cultural and Behavioral Challenges

One of the most significant challenges is changing the habits of stakeholders who are accustomed to using proprietary tools like Web of Science and Scopus. Some express skepticism about the feasibility of transitioning to open research information systems. Additionally, stakeholders may hesitate to commit due to fears of potential risks, such as disruptions to established workflows or subpar alternatives. The group proposed the following:

• Phased Implementation: Commitment does not mean implementation has to be complete overnight - start with pilot programs, scaling up gradually.

• Show the Way Forward: Success stories from early adopters and pilot programs inspire confidence and serve as practical blueprints for others.

• Network Support: Create networks of champions and thematic/national peer groups for sharing experiences, so that no one has to do it alone.

• Change National Criteria: Update assessment criteria to incentivize or mandate the use of open research information, for example through funders, the Strategic Evaluation Protocol (SEP) and Rewards & Recognition.

Challenge 4: Awareness and Advocacy

A lack of awareness among different stakeholder groups about the value and necessity of open research information emerged as another key challenge. For example, for researchers it is not clear how open information is relevant for them or how it could serve their specific needs. This lack of understanding can hamper efforts to create widespread support for the transition. Ideas to address this include:

• Outreach Campaigns: Use thematic networks and campaigns through existing groups like Open Science Communities (OSCs).

• Tailor-made Advocacy: Create an engaging list of arguments for open research information tailored to the different needs of various stakeholders and underlining the risks and benefits.

• Tools for Researchers: Develop user-friendly tools to showcase researcher accomplishments using open information systems.

• Policy Integration: Embed open research information goals into organizational missions and policies, also via national frameworks such as the Strategic Evaluation Protocol (SEP) and Rewards & Recognition.

Shaping the Future of Open Research Information Together

In the plenary discussion that ensued, the group highlighted the importance of working together and creating shared infrastructures as a cornerstone for implementing the Barcelona Declaration. By collaborating, institutions share knowledge and resources, reducing the duplication of efforts and making the process more manageable. If you would like to learn more and get involved, consider the following :

• Read the Seven Guiding Principles for Open Research Information, developed by the Dutch Taskforce on Responsible Management of Research Information and Data.

• Join the National Working Group: Dutch Barcelona Declaration signatories have joined forces and meet on a regular basis. If your institution is not a signatory yet but would benefit from participating, please contact Ana Ranitovic.

• Contribute to the Paris Roadmap to Open Research Information: In September of 2024 signatories and supporters of the Barcelona Declaration created a shared roadmap to coordinate next steps. To express your interest in working groups implementing the roadmap, please fill out this form.

• Read SURF's Open Research Information roadmap for creating a robust open research infrastructure, increasing the quality and coverage of metadata, and connecting and enriching research information.

Signing the Barcelona Declaration is not just a symbolic gesture - it is a commitment to transparency, inclusivity, and equitable access to knowledge. Together, we can make openness the norm.

Header image: Jonas Jacobsson
DOI: 10.59350/qghy4-j1q63 (export/download/cite this blog post)