Data Management Plans

What is a Data Management Plan (DMP)?

A DMP is a document that you write which lays out how you intend to manage your research data. It will normally explain how you will organise the creation, processing and preservation of your data during the lifetime of your project and beyond. During the early stages of a project it should be considered a live document. Depending on the funding body, DMPs can range in size (and complexity) from a statement of around 200 words to a 2- or 3-page document (e.g AHRC, ESRC).

In the UoP's Research Data Management Policy the University uses the following definition:

“A ‘Data Management Plan’ (DMP) typically states what research data are likely to be created as a result of certain research activities and outlines the plans for sharing, dissemination, storage, preservation, eventual (possible) destruction of such research data. A DMP might take the form of a stand-alone document or be part of a research funding application, or research design protocol (for ethical review).” 

Just to make things interesting, please note that different funding bodies use different names for DMPs so you may come across the following terms, or similar: Data Management Plan, Access and Data Management Plans, Data Access Plans, Data Management and Sharing Plans, Statement on Data Sharing, Technical Plans, etc.

Examples of DMPs for some major funders can be found on the DCC website.

Do I have to write a DMP?

In short, yes - however, it can be a bit more complicated than that!

Nearly all major funders require a DMP at the application stage (see the DCC's Overview of funders' data policies). DMPs are reviewed by funders as part of the application process. A DMP lacking sufficient detail may jeopardise a funding application. In the instances where no data is created a covering statement explaining why a DMP is not required will normally be needed.

If your research is not funded, you are still required to ensure that adequate plans for the management of your data are in place. Your data should be managed in accordance with the UoP’s Research Data Management Policy.

How do I write a DMP?

It’s strongly recommended that you use the DMPonline tool (see the series of short user tutorial videos below).

This tool is provided by the DCC and offers structured templates for writing DMPs, which includes embedded guidance taken directly from the major funders. The DCC are an organisation established to provide expert data curation advice for the UK HE and research community. 

You will need to register before creating a data management plan.

Funder Templates

The DMPonline tool has custom templates for each major funder. Each funder has different requirements for their DMPs, so it is important to select the correct template and also review the relevant funder’s research data policy  and research data management and sharing requirements (or equivalent) in detail.

UKRI The Funding Service - Data Management and Sharing Sections or equivalent: 500-1500 words depending on the funder. Current advice: review funder templates on DMPonline. Use the funder template as a guide and edit to fit the available word count.

Generic UoP Staff template

If you are not applying to a major funder with a specified template, a generic University of Portsmouth template is available on DMPonline. When creating a plan, check the ’No funder associated with this plan or my funder is not listed’ box, then select the STAFF template.

Generic UoP PhD Student template

If you are not applying to a major funder with a specified template, a generic University of Portsmouth template is available on DMPonline. When creating a plan, check the ’No funder associated with this plan or my funder is not listed’ box, then select the PhD Student template.

If you need advice at any stage please contact researchdata@port.ac.uk.

CESSDA

For the social scientists amongst you the Consortium of European Social Sciences Data Archives (CESSDA) also a guide for DMPs: CESSDA – Data Management Expert Guide.

Data management costs

Many funders allow you to apply for the cost of data storage in your funding application. If the opportunity is there, then you need to take advantage of it.

At a Glance - Common Components of a Data Management Plan

Identifying related costs:

• Assess requirements for data storage during the lifetime of the project and beyond, and ensure these are budgeted for in the bid application.

Data Collection:

• Identify data types, formats, and standards to be used.

• Ensuring data is collected systematically, ethically, and securely.

• Using consistent methods and tools to maintain quality.

Data Storage and Backup:

• Storing data securely to prevent loss or unauthorised access, especially when dealing with sensitive or personal data.

• Regularly backing up data in multiple locations.

Data Documentation and Metadata:

• Describing data with metadata to make it understandable and reusable.

• Keeping records of methodologies, instruments, and processing steps.

Data Sharing and Access:

• Making data available to others through repositories while respecting privacy and intellectual property.

• Applying appropriate licences and access controls as needed.

• Following guidance on FAIR Data Principles (Findable, Accessible, Interoperable, and Reusable) to maximise the potential reuse of research data.

Data Preservation:

• Ensuring long-term access by using open-source formats (vs. proprietary) where possible and repositories.

• Archiving data in accordance with institutional or funder requirements.

Compliance and Ethics:

• Adhering to legal, ethical, and institutional guidelines, especially when dealing with sensitive or personal data.