The document outlines the components and requirements of effective Data Management Plans (DMPs) for research projects, focusing on guidelines set by agencies like NIH and NSF. It introduces DMPTool, a free tool designed to help users create machine-actionable DMPs and emphasizes the importance of data sharing, preservation, and compliance with funding mandates. The document also highlights resources and new policies aimed at improving data management practices in research.

1. September 29, 2021
Data Management Planning and Tools
Effective Data Management
NISO webinar
Maria Praetzellis

2. Agenda
General components of a DMP
NIH & NSF requirements
Tools
Machine-actionable DMPs

3. California Digital Library (CDL)/UC3
CDL founded by the University of California in 1996
University of California Curation Center (UC3) is
CDL’s program concerned with maintaining,
preserving, and adding value to digital research
data throughout its lifecycle UC3 areas of focus:
● Research data management
● Data publication and data metrics
● Persistent identifiers
● Digital preservation
● Data/software skills training

4. DMPTool
Free, open-source community supported
tool
+65K users, 312 participating institutions
Create next-generation,
machine-actionable DMPs

5. DMPTool Team
Brian Riley
Application
Programmer
Maria Praetzellis
Product Manager
Ashley Gould
Senior
DevOps/Infrastructure
Engineer

6. DMPTool Editorial Board

7. DMPTool Editorial Board
Heather L Barnes, PhD, Digital Curation Librarian, Wake Forest University
Raj Kumar Bhardwaj, PhD, Librarian, St Stephen's College, University of Delhi, India
Renata G. Curty, PhD, Social Sciences Data Curator, University of California, Santa Barbara
Jennifer Doty, Research Data Librarian, Emory University
Nina Exner, Research Data Librarian, Virginia Commonwealth University
Janice Hermer, Health Sciences Liaison Librarian, Arizona State University
Megan O'Donnell, Data Services Librarian, Iowa State University
Reid Otsuji, Data Curation Specialist Librarian University of California, San Diego
Nick Ruhs, PhD, STEM Data & Research Librarian, Florida State University
Anna Sackmann, Data Services Librarian, University of California, Berkeley

8. What’s in a
DMP?

9. Current DMP Funder Requirements
Mandates on open publication, open data, or both
● National Institutes of Health
● National Science Foundation
● The Bill & Melinda Gates Foundation,
● European Commission (EC)
● The Wellcome Trust
2013 Holdren Memo from the White House’s Office of Science and
Technology Policy (OSTP) aimed at increasing public access to the results
of research funded by the federal government

10. DMP Basics
A document that addresses how you will manage and secure your
data throughout the lifecycle of a research project
Can be both a required document for grants and a living document for
research planning purposes

11. What’s a good DMP?
A good DMP should have a clear, organized and effective system to
manage data throughout the project.
Include plans for the data after the research is complete.
The most important component of most federal data management plans is
on data sharing and data preservation.

12. Components of a DMP
● Data Collection
○ What data will you collect or create?
● Documentation and Metadata
○ What documentation and metadata will accompany the data?
● Ethics and Legal Compliance
○ How will you manage any ethical issues?
● Storage and Backup
○ How will the data be stored and backed up during the research?
● Selection and Preservation
○ Which data are of long-term value and should be shared, and/or
preserved?
● Data Sharing
● Responsibilities and Resources

13. Funder
requirements

14. New! - NIH Data Management & Sharing Policy
● Effective January 25, 2023
● Requires researchers seeking NIH funding to prospectively submit a plan
outlining how scientific data from their research will be managed and shared
● Researchers should “maximize the appropriate sharing of scientific data”
● Data should be shared as soon as possible, and no later than the time of an
associated publication or end of performance period (whichever comes first)
● This plan represents the minimum requirements. NIH ICOs may expect more
specificity in their plans - check funding announcements for info

15. What’s new in the NIH Data Sharing Policy
Chart from Update on the NIH Policy for Data Management & Sharing and Implementation Activities Presentation to
Federal Demonstration Project by Taunton Paine and Cindy Danielson

16. NIH Selecting a data repository
Primary consideration should be given to data repositories that are discipline or data-type specific to
support effective data discovery and reuse. Some programs and/or FOAs have specific repositories to be
utilized.
Open Domain-Specific Data Sharing Repositories and other NIH supported repositories. NIH has done a lot of
thinking around desirable characteristics of data repositories.
If no appropriate discipline or data-type specific repository is available:
● Small datasets (up to 2 GB in size) may be included as supplementary material to accompany articles
submitted to PubMed Central
● Data repositories, including generalist repositories (such as Dryad) or institutional repositories, that
make data available to the larger research community, institutions, or the broader public.
Source: https://grants.nih.gov/grants/guide/notice-files/NOT-OD-21-016.html

17. NSF DMP Details
NSF DMP Full Policy Implementation
● Two page document.
● Part of the merit review process (scientific merit/broader impacts).
● Costs can be included in the budget as direct costs.
● Needs to include details on plans for making research outputs publicly
accessible
NSF policy on the dissemination and sharing of research results: “Investigators are
expected to share with other researchers, at no more than incremental cost and
within a reasonable time, the primary data, samples, physical collections and other
supporting materials created or gathered in the course of work under NSF grants.”

18. Current NSF DMP Components
The types of data, samples, physical collections, software, curriculum materials, and
other materials to be produced in the course of the project
The standards to be used for data and metadata format and content
Policies for access and sharing, including provisions for appropriate protection of
privacy, confidentiality, security, intellectual property, or other rights or
requirements
Policies and provisions for re-use, re-distribution, and the production of derivatives
Plans for archiving data, samples, and other research products, and for preservation of
access to them

19. What resources are
available to help me
with my DMP?

25. DMPTool Administrative Features
Incorporate information about local resources and services to aid
researchers with data management.
Provide customized guidance and suggest answers to the questions
asked by funding agencies.
Create local DMP templates.
Allow users at your organization to request feedback on their plans.
Configure the DMPTool with Shibboleth so users can log in with their own
institutional accounts.

26. Introducing the
new, machine-
actionable DMP!

27. Our Ultimate Goal
The principle goal of a machine actionable DMP is to support the creation
and stewardship of FAIR data
● Allow data and information about research to be communicated and shared across
stakeholders
● Facilitating
○ notifications and verification
○ real-time reporting
○ automated compliance
● maDMPs should lessen the administrative burden on researchers and grant administrators.
- Implementing Effective Data Practices: Stakeholder Recommendations for Collaborative Research Support.
https://doi.org/10.29242/report.effectivedatapractices2020

28. “The purpose of this Dear Colleague Letter
(DCL) is to describe — and encourage —
effective practices for managing research
data, including the use of persistent
identifiers (IDs) for data and
machine-readable data management plans
(DMPs).”

29. www.arl.org/implementing-effective-data-practices

30. Identifiers connect research activities
DMPTool supports PIDs within a DMP:
● DMP IDs
● RORs for research organizations
● Funder Registry IDs for funders
● ORCIDs for DMP creators and collaborators
● Registry of Research Data Repositories (re3data)
● Licenses (spdx)
● RDA Metadata Standards Directory

31. DMP ID & ORCID Integration
DMP IDs generated via the DMPTool are
now automatically linked to the DMP
creator’s ORCID record.

32. Thanks to Erin Robinson, Metadata Game Changers, for the use of this graphic.

33. https://dmphub.cdlib.org/dmps/do
i:10.48321/D1F88S
Landing
page for a
DMP-ID

34. API
API exchanges information about DMPs that are compliant with RDA
Common Standard Metadata Schema
1. Retrieve a list of templates (id, title and description)
2. Retrieve a list of your organizations DMPs
3. Retrieve an individual DMP
4. Create a new DMP
Ability to export plans as RDA Common Standard compliant JSON
New OAuth feature allows external systems to access data on behalf
of a user
API Keys can be acquired via the Developer Tools tab on a user profile
page.

35. Where to learn more
● Ten Simple Rules for Creating a Good Data Management Plan
● DMPTool Example DMPs
● Support Your Data
● Implementing Effective Data Practices: Stakeholder Recommendations
for Collaborative Research Support
● FAIR Island Project (Networked Data Management Plans)

36. Thank you!
Maria Praetzellis
maria.praetzellis@ucop.edu
blog.dmptool.org
uc3.cdlib.org
fairisland.org
@TheDMPTool