Data management and sharing plan guide

Core concepts

This section of the guide establishes core concepts needed to effectively write a data management and sharing plan. 

Data management and sharing plan

A written document that outlines how your research data will be managed throughout the research process and shared. Plans written for grant applications are typically limited to two-pages so the contents are more of an outline or 'sketch' than a procedural document. For this reason is may be helpful to keep a longer and more detailed plan for your own use. 

Data sharing

Data sharing is a general term for describing how researchers share data with with other researchers, labs, institutions, and with the wider public. Most funders expect maximal data sharing. In other words they expect data that can be safely and effectively shared to be shared as freely and widely as possible.

Which data do I share?

Not all data needs to be shared and preserved. You should prioritize keeping and sharing data that:

1. Underlies and validates published research findings.
2. Captures a one-time event, cannot be easily replicated, or data with long-term value.

These data are generally considered to be the most valuable and useful. You should also consider sharing code used to analysis the data so that others can replicate - and validate - your findings.  

Data preservation

Data preservation is the process of maintaining access to data files. This means not just keeping copies of the files, but inventorying and cataloging them so they can be found (and refound) over the long-term. It also means saving data in common, open, and non-proprietary formats whenever possible to ensure it can be opened and reused in the future. 

Data repository

Data repositories are services devoted to sharing and preserving data. They use special software, metadata, workflows, and networks to meet these goals.They are the best choice for research data sharing, distribution, and preservation because they were special built for these tasks. 

Data repositories often have limits and restrictions governing which data they accept, such as only certain formats or under a specific volume. Some accept data from any research area (generalist repository), while others will only accept research from specific fields of research (disciplinary repository). Repositories like ISU's DataShare are known as institutional data repositories as they focus on collecting the outputs of their institution.

Git and GitHub repositories are not considered data repositories primarily because there is no preservation guarantee. 

Research data (scientific data)

This guide uses the terms data, research data, and scientific data interchangeably to all refer to data that was collected or generated for the purpose of research. 

The Federal government has an official definition:

Research data is defined as the recorded factual material commonly accepted in the scientific community as necessary to validate research findings, but not any of the following: preliminary analyses, drafts of scientific papers, plans for future research, peer reviews, or communications with colleagues. This "recorded'' material excludes physical objects (e.g., laboratory samples). Research data also do not include:
   (A) Trade secrets, commercial information, materials necessary to be held confidential by a researcher until they are published, or similar information which is protected under law; and
   (B) Personnel and medical information and similar information the disclosure of which would constitute a clearly unwarranted invasion of personal privacy, such as information that could be used to identify a particular person in a research study.

Source: OMB Circular A-110.

The National Institutes of Health (NIH) uses the term “scientific data” and has a slightly different definition (see NOT-OD-21-013). However the two definitions share the same focus on validating research findings. Be sure to check the definition used by your funder before writing your data management plan as some funders also want code, software, physical samples, and educational materials be covered in their plans.