Data Management Plans: Funding Agency Requirements

While the requirements of each funding agency are different, there are several common elements to all.  These are things that you should be thinking about, in general.

• What types of data will you collect?
• In what format will your data be stored, and how will you make it understandable to future users?
• What policies and procedures do you have to allow sharing and re-use of your data by others?
• How will your data be archived and protected, and for how long?

While most people think about digitally-stored data when they think of "data management," please don't neglect to include printed material and physical samples.

• Think about how you can not only make your data available to researchers “on-demand,” but also how you can more proactively make your data accessible without a specific request.
• Identify the documentation and metadata that will make the data reusable.
• Consider any ethical, privacy, or intellectual property issues concerning the data, and any permission restrictions that may need to be applied.

• Guidelines for Responsible Data Management in Scientific Research [pdf]

This introductory course, funded by the Office of Research Integrity and the US Department of Health and Human Services, outlines good practices for data management and answers questions such as "Who owns the project and its data?" via case studies.

• Data Management Tutorial

This tutorial provides more information on ownership of data, access to data, retention, and potential problems.

Data Management/Sharing Policy

"The purpose of CDC's data release/sharing policy is to ensure that (1) CDC routinely provides data to its partners for appropriate public health purposes and (2) all data are released and/or shared as soon as feasible without compromising privacy concerns, federal and state confidentiality concerns, proprietary interests, national security interests, or law enforcement activities."

Resources

• CDC/ATSDR Policy on Releasing and Sharing Data

Data Management/Sharing Policy

"This NOAA Administrative Order (NAO) establishes the Department of Commerce (DOC) National Oceanic and Atmospheric Administration (NOAA) Environmental Data Management Policy. This policy provides high-level direction that guides procedures, decisions, and actions regarding environmental data and information management throughout NOAA. Further guidance on how this policy is to be implemented will be provided in procedural directives that address the full data lifecycle of all domains of NOAA environmental information and records."

Resources

• Management of Environmental Data and Information
• National Standards for a Protected Species Observer and Data Management Program: A Model Using Geological and Geophysical Surveys

Data Management/Sharing Policy

"It is DoD policy that the DoD sustains a coordinated program to manage scientific and technical information created or acquired in the execution of research and engineering activities."

Congressionally Directed Medical Research Programs: "It is the intent of the Congressionally Directed Medical Research Programs (CDMRP) that data and research resources generated by CDMRP-funded research be made available to the research community (which includes both scientific and consumer advocacy communities) and to the public at large."

Resources

• DoD Scientific and Technical Information Program (STIP)
• Congressionally Directed Medical Research Programs: Policy on Sharing Data and Research Resources

Data Management/Sharing Policy

"The Institute of Education Sciences (IES) is committed to advancing education research through the sharing of scientific data collected through its grant-funded research programs. Data sharing provides opportunities for other researchers to review, confirm or challenge study findings, which is an important aspect of the scientific process. In addition, data sharing can enhance scientific inquiry through a variety of other analytic activities, including the use of shared data to: test alternative theories or hypotheses; explore different sets of research questions than those targeted by the original researchers; combine data from multiple sources to provide potential new insights and areas of inquiry; and/or conduct methodological studies to advance education research methods and statistical analyses."

See the Resources link for "IES policy on sharing research data collected through grants funded by its two research centers: the National Center for Education Research and the National Center for Special Education Research."

Resources

• Policy Statement on Data Sharing in IES Research Centers

Data Management/Sharing Policy

The DOE's Office of the Chief Information Officer maintains a site with information on the DOE's requirements and federal policies related to data and information management (DOE Policies link).

See the links in Resources for program-specific examples of the DOE's data management policies.

Resources

• DOE Policies
• Standard Research Terms and Conditions
• The State of Data Management in the DOE Research and Development Complex
• Atmospheric Radiation Measurement (ARM) Climate Research Facility Data Sharing and Distribution Policy
• Developing Data Management Policy and Guidance Documents for your NARSTO Program or Project
• Biological and Environmental Research Data Management
• Information- and Data-Sharing Policy, Genomic Science Program, Office of Biological and Environmental Research, Office of Science

Data Management/Sharing Policy

"HHS believes that sharing of data and other research tools produced or developed by investigators under HHS grants, such as cell lines, certain types of animals (e.g., transgenic mice), and computer programs, is essential for expedited translation of research results into knowledge, products, and procedures to improve human health. HHS endorses the sharing of final research data and research tools to serve these and other important scientific goals and expects and supports the timely release and sharing of final research data and research tools from HHS -supported studies for use by other researchers."

Resources

• HHS Grants Policy Statement (see II-77 to II-78, "Sharing Research Tools")

Data Management/Sharing Policy

"Data shall be managed as a resource that supports the range of mission and functional areas across the Department. The Data Resource Management Program, in this regard, promotes the adoption of standards and practices that encourage the sharing and exchange of information to further enhance mission and business performance."

Resources

• Department of the Interior Departmental Manual, Data Resource Management

Data Management/Sharing Policy

"This Veterans Health Administration (VHA) Handbook establishes the procedures for the use of data for VHA research purposes, the storage of VHA research data, and the development of VHA research data repositories."

Resources

• Use of Data and Data Repositories in VHA Research

Data Management/Sharing Policy

"The U.S. Environmental Protection Agency's (EPA's) Office of Science and Information Management (OSIM) in the Office of Research and Development (ORD) is developing a policy framework and ultimately, a set of policies and related guidance for managing the scientific data created and used by ORD across the entire life cycle of the data (e.g., from initial planning stages, to data gathering, organization, and analysis, to data publishing, to data archiving, potential re-use, and destruction)."

Resources

• Survey of EPA and Other Federal Agency Scientific Data Management Policies and Guidance
• Guidelines for Ensuring and Maximizing the Quality, Objectivity, Utility, and Integrity, of Information Disseminated by the Environmental Protection Agency

Data Management/Sharing Policy

"The data collected by NASA represent a significant public investment in research. NASA holds these data in a public trust to promote comprehensive, long-term Earth science research. Consequently, NASA developed policy consistent with existing international policies to maximize access to data and to keep user costs as low as possible. These policies apply to all data archived, maintained, distributed or produced by NASA data systems."

Resources

• Data & Information Policy
• NASA Mission Project Data Management Plans (PDMPs) - Examples, guidelines, and policies
• Guidelines for Development of a Data Management Plan (DMP), Earth Science Division
• Guidebook for Proposers Responding to a NASA Research Announcement (NRA) or Cooperative Agreement Notice (CAN) - "What is NASA's policy about releasing data and results derived through its sponsored research awards?" (see F.13)

Data Management/Sharing Policy

"In most instances, NIJ requires data sets resulting from funded research to be archived with the National Archive of Criminal Justice Data (NACJD). Data sets must be submitted 90 days before the end of the project period. In your application for NIJ research grants, you must include a brief (one- or two-page) data archiving strategy. The purposes of the strategy are (1) to demonstrate your recognition that data sets resulting from your research must be submitted as grant products for archiving and (2) to describe how the data will be prepared and documented to allow reproduction of the project's findings as well as future research that can extend the scientific value of the original project."

Resources

• Data Archiving Plans for NIJ Funding Applicants

Data Management/Sharing Policy

All investigators funded by CSREES or NIFA "must submit animal or plant genome and protein sequence data and distribute animal or plant genomic resources generated by [the] funding...Genome sequences, protein sequences, and genomic resources must be available to all for use without restriction. Pre-publication release of genome sequence data has been of tremendous benefit to the scientific research community and [CSREES/NIFA] strives to ensure that such rapid release of sequence data continues. [CSREES/NIFA] strongly encourages the entire scientific community to recognize that the continued success of the system of pre-publication data release requires active community-wide support. There should be no restrictions on the use of the genomic sequence data, but the best interests of the community are served when all act responsibly to promote the highest standards of respect for the scientific contributions of others. Investigators are also encouraged to collaborate and make information available via the relevant worldwide web sites."

See the resources links for more information and requirements.

Resources

• National Institute of Food and Agriculture, U.S. Department of Agriculture
• Cooperative State Research, Education, and Extension Service, U.S. Department of Agriculture

Data Management/Sharing Policy

"NCCWSC and the CSCs have developed data management policies and guidance as well as an architecture and infrastructure to effectively and efficiently share and manage data and information products produced by NCCWSC or CSC funded projects. Policies and guidance were developed by a working group with representatives from NCCWSC, the CSCs, LCCs, and other data management experts."

Resources

• USGS policies, DMP guidance, data management manual, etc.
• Data Management (Beta site)

Data Management/Sharing Policy

Open Data: "The AHA requires grant applicants to include a data sharing plan as part of the application process. Any research data that is needed for independent verification of research results must be made freely and publically available within 12 months of the end of the funding period (and any non-cost extension)."

"All new grants awarded after July 1, 2014, must comply with the outbound public access policy. However, active grant holders are strongly encouraged (though not required) to adhere to the policy. Doing so will demonstrate a commitment to the acceleration of the pace of scientific discovery."

See the Resources link for more information on the new AHA policy.

Resources

• Open Science Policy Statements for AHA Funded Research

Data Management/Sharing Policy

"ESRC grant applicants who plan to generate data are responsible for preparing and submitting data management and sharing plans for their research projects as an integral part of the application."

See the Resources links for more information on what needs to be included in your DMP and other guidelines.

Resources

• ESRC Research Data Policy (see p.5)
• Research Data Policy
• Data Management Plan: Guidance for Peer Reviewers

Data Management/Sharing Policy

"If data or a database is central or integral to a publication but too large to be included in the publication itself, it should be made freely available by other means. Typically this means making it available on-line at no cost, with no restriction on research use, and in a highly accessible manner."

Resources

• Research Policies (see 1.B)
• Policies

Data Management/Sharing Policy

"The Foundation encourages openness in research and freedom of access to underlying data by persons with a serious interest in the research. Grantees are also encouraged to explore opportunities to use existing and emerging internet distribution models and, when appropriate, open access journals, Creative Commons license or similar mechanisms that result in broad access for the interested field and public."

Resources

• Intellectual Property Arising Out of the Use of Foundation Funds

Data Management/Sharing Policy

The Smithsonian has made "broadening access to Smithsonian resources, including scientific data, a priority." One aspect of this strategic plan has been to create SIdora, a repository for research data.

Resources

• SERC Data Policy Excerpts: Data Management
• Sharing Smithsonian Digital Scientific Research Data from Biology
• Smithsonian Institution Information Technology Plan FY2012 to FY2016

Data Management/Sharing Policy

"The World Bank supports the free online communication and exchange of knowledge as the most effective way of ensuring that the fruits of research, economic and sector work, and development practice are made widely available, read, and built upon. It is therefore committed to open access, which, for authors, enables the widest possible dissemination of their findings and, for readers, increases their ability to discover pertinent information."

Resources

• World Bank Open Access Policy for Formal Publications