Georgia Southern University

Digital Commons@Georgia Southern

Data Management Services Instructional Materials Promotional and Instructional Material

2013

Lunch and Learn Workshop Data Management

Plans
Data Management Services, Zach S. Henderson Library

Follow this and additional works at: https://digitalcommons.georgiasouthern.edu/lib-promo-dms-

instr

Recommended Citation
Data Management Services, Zach S. Henderson Library, "Lunch and Learn Workshop Data Management Plans" (2013). Data
Management Services Instructional Materials. 3.
https://digitalcommons.georgiasouthern.edu/lib-promo-dms-instr/3

This presentation is brought to you for free and open access by the Promotional and Instructional Material at Digital Commons@Georgia Southern. It
has been accepted for inclusion in Data Management Services Instructional Materials by an authorized administrator of Digital Commons@Georgia
Southern. For more information, please contact [email protected].
 Plan

Analyze Collect

Lunch and Learn Workshop Integrate

Data Life Assure

Data Management Plans Cycle

Discover Describe

Preserve

http://georgiasouthern.libguides.com/data
What Is Data Management Planning?
Planning for what data will be created and how it will be prepared,
disseminated, and preserved:
• Data types and sources
What types of data, samples, physical collections, code, software, curriculum materials and
other materials will be produced or obtained and used in the course of the project?

• Formats and standards

What standards will be used for your files and metadata?

• Roles and responsibilities

What are the roles and who has responsibilities for managing data?

• Dissemination methods
What are the methods for sharing data and metadata during and after the award period?

• Policies for public access, data sharing, and re-use

How will you meet funder requirements to provide public access to your data while protecting
privacy, confidentiality, security and intellectual property rights?

• Preservation
How will you preserve the integrity of your data over time?
Why Data Management Planning?
• Many funders now require that a data management or sharing
plan be submitted with the grant proposal:
– DOE, DOJ, NOH, NSF, USGS, etc.
– Alfred P. Sloan Foundation
– Gordon and Betty Moore Foundation

• Many publishers now require open access to replication data as a

condition of publication.
– Nature
– PLoS One
– Science
PLoS One

• Open access sharing

is required to publish
in PLoS One
Why Data Management Planning?

• It benefits you and your collaborators.

Your data will be easier to find, understand, and use during active research.

• It benefits the research community.

Your data will be easier to find, understand, and use by other researchers in
the long term.

• It increases awareness and impact of your research.

The easier it is to discover, access, understand, and use your data over time,
the more likely it is to be used and cited.
 Office of Science & Technology Policy (OSTP)
Memorandum, February 22, 2013

“The Administration is committed to ensuring that, to the greatest

extent and with the fewest constraints possible and consistent with
law and the objectives set out below, the direct results of federally
funded scientific research are made available to and useful for the
public, industry, and the scientific community. Such results include
peer-reviewed publications and digital data.”

“The … (OSTP) hereby directs each Federal agency with over $100
million in annual conduct of research and development expenditures
to develop a plan to support increased public access to the results of
research funded by the Federal Government.”

https://www.whitehouse.gov/sites/default/files/microsites/ostp/ostp_public_access_memo_2013.pdf
 What Is a Data Management Plan? Plan developed
here.

A plan for how you will manage your data throughout the “data life cycle”:
Plan: description of the data that will be compiled, and how the data will be
managed and made accessible throughout its lifetime.
Collect: observations are made either by hand or with sensors or other
instruments and the data are placed a into digital form.
Assure: the quality of the data are assured through checks and inspections.
Describe: data are accurately and thoroughly described using the appropriate Data Life
metadata standards. Cycle
Preserve: data are made available (or not) to other researchers and the public
(e.g., through a data archive like Digital Commons @ Georgia Southern).
Discover: potentially useful data are located and obtained, along with the
relevant information about the data (metadata).
Integrate: data from disparate sources are combined to form one
homogeneous set of data that can be readily analyzed.
Analyze: data are analyzed.
https://www.dataone.org/sites/all/documents/DataONE_BP_Primer_020212.pdf
Preparing Data Management Plans –
Getting Started

• Always review the specific

proposal request documents, or
funder/publisher requirements.
• Research funder requirements
via DMPTool’s DMP
Requirements Library and the
library’s Data Management
Services guide.

http://georgiasouthern.libguides.com/data
Preparing Data Management Plans –
Getting Started

• Consider DMPTool to develop

your data management plan
using funder-specific templates.
• DMPTool supports sharing with
collaborators and the library’s
DMS staff to get feedback.
• Consult with the library’s DMS
staff to develop language, locate
appropriate data archives, and
prepare your data.
Elements of a Data Management Plan
Data types and sources
What types of data, samples, physical collections, code, software, curriculum materials
and other materials will be produced or obtained and used in the course of the project?
Consider:
• Including a brief description of each type of data to be generated (e.g., experimental,
qualitative, raw, processed).
• How much data you anticipate will be generated over the course of the project.
• Which data you will share and at what stage (raw, processed, reduced, or analyzed).
• Why the data you will share will be of interest to a broader community and how your
plan will maximize potential for reuse.
• If you are using data from other sources. If so, provide a brief description, including
content, source, and any conditions required for obtaining and using that data. If
you will combine existing data with your own, describe the relationship between the
data sets.
Elements of a Data Management Plan
Formats and standards
What standards will be used for your files and metadata?
Consider:
• Formats of data files created over the course of the project, and approximate volume
of data.
• Select non-proprietary file formats for sharing and archiving to maximize the
potential for reuse and longevity, and describe the plans for conversion to those
formats, if necessary.
• The metadata that will be created or captured, when it will be created, and who will
create it.
• Identify community metadata standards used. Indicate if no applicable standards
exist and describe what additional documentation you will provide to make the data
understandable and usable by others (ex: Readme file).
• data organization, such as how data will be distributed among files, file naming
conventions, directory organization, and version management.
Elements of a Data Management Plan
Roles and Responsibilities
What are the roles and who has responsibilities for managing data?
Consider:
• Who will have primary responsibility for implementing the data management plan?
• If multiple institutions are involved, funding agencies typically task the lead PI with
executing the DMP.
• Plans for transfer of responsibility if key personnel depart from the project.
Elements of a Data Management Plan
Dissemination Methods
What are the methods for sharing data and metadata during and after the award period?

Consider:
• How the data sets will be stored (if secure storage and/or restricted access are required)
and backed up during the course of the project.
– Describe hardware, storage environment, and local or external services to be used.
– Include the costs for these services in proposal budget, if applicable.
• Who will have access to working data and how will access be managed before and after
the grant period.
• How the data will be transferred and shared between collaborators.
• When you will share the data.
Elements of a Data Management Plan
Dissemination Methods
What are the methods for sharing data and metadata during and after the award period?

Consider:
• How the data will be made available (e.g., an institutional repository).
• How users will discover the data (e.g. an institutional repository, project website,
Internet search engines).
– Some funders and publishers require an identifier (e.g., DOI) for persistent access
to the dataset.
• How users will obtain the data (e.g. direct download, registration and download, upon
request).
• Tools and software needed to work with data, include in metadata.
Elements of a Data Management Plan
Policies for public access, data sharing, and re-use
How will you meet funder requirements to provide public access to your data while protecting
privacy, confidentiality, security and intellectual property rights?

Consider:
• Conditions for reuse of the data by others including any licenses that will be applied.
• Whether data acquired from another source will be shared, and under what conditions.

Privacy & Security:

• How the data will be managed to protect privacy (e.g. measures taken to anonymize data,
disposition of data including personally identifiable information).
• Legal and ethical requirements that may preclude sharing of any of your data. If so,
explain the circumstances that prevent you from sharing data.
• If your research is subject to oversight by the Institutional Review Board. Refer to
applicable requirements and describe how your data management practices will ensure
compliance.
Elements of a Data Management Plan
Policies for public access, data sharing, and re-use
How will you meet funder requirements to provide public access to your data while
protecting privacy, confidentiality, security and intellectual property rights?

Intellectual Property
• Copyright protection and whether it extends to your data.
• Some standard licensing options (Creative Commons, Open Data Commons)
exist. Many metadata standards accommodate rights or usage statements
where conditions for reuse may be expressed.
• That funding agencies (including the NSF) often recognize that
commercialization potential may delay or preclude data sharing, and exempt
trade secrets and commercial information from the data sharing requirement.
Elements of a Data Management Plan
Preservation
How will you preserve the integrity of your data over time? Some of these issues may
already by addressed in the section on public access, sharing and re-use.

Consider:
• Any departmental, institutional, or programmatic policies on data retention, how they
influence your plan, and how you will adhere to the policies.
• How long data will be retained or preserved and why.
– Some data may only be retained for the lifetime of the project, some may be retained for the
project plus a specified number of years, and some may be worth the effort of long-term
preservation (several years to decades).
– Consider what data are needed to validate the research, what data directly support publications
based on the research, and what data have the greatest potential for reuse.

• Hardware or campus or commercial services to be used to assure data preservation

• Costs for any of these activities or services. You may be able to include them in your
proposal budget.
Data Management Services
@ Henderson Library

http://georgiasouthern.libguides.com/data