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Data management plan components

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The data management plan consists of seven components. Here you describe comprehensively what research data is to be collected, documentation and data quality.

In the data management plan, you describe how you store and securely backup, the legal and ethical aspects, and how your research data is made available and how long-term preservation is secured. You describe who is responsible for the various parts and what resources are needed.

This guide is based on the Swedish Research Council and the Association of Swedish Higher Education Institutions guidelines, describing how a data management plan should be prepared.

Below are brief descriptions with links to the Swedish National Data Service’s more comprehensive descriptions of the following areas. Also, Örebro University’s own templates that you can use to write your data management plan in Swedish and English.

This section of the data management plan contains information that connects the data management plan with the research project(s) to which it is a part.

Here you list the individuals and organisations involved in the project. It must be clear who is the principal for the research project and who is responsible for collecting and managing research data. It is also important to refer to other necessary documents for the data management plan, such as project agreements.

Describe how research data will be collected (method and/or software), explain why any existing research data will not be used. This can be summarised later in a brief research data survey, like a literature survey.

Furthermore, included in this section is which type of research data is to be collected, the data format(s), and the data volume. When it comes to format, briefly explain why the chosen format is to be used. It is preferred to use an open and standardised format to enable sharing and data's long-term security.

To survey existing research data, use the Swedish National Data Service research data directorySwedish National Data Service international links or topic-specific directories via the Registry of Research Data Repositories.

Here you will find more information about file formats and software on the Swedish National Data Service webpage.

This section focuses on the documentation and data quality of your research data.
Describe what kind of metadata standard will be used; in most cases, this will be the same that the research data directory uses. Determine which research data directory the description and research data (if possible) can increase visibility. Remember to include what documentation might be required for interpreting the research data.

Before proceeding, also describe how you examine and ensure the quality of your research data, to eliminate errors.

For more general information about this topic, visit the Swedish National Data Service’s Manage Data webpage.

This section focuses on how the research data will be stored and how data backup will be done throughout the research project.

Use the storage solutions offered by IT Services. Avoid storage on, for example, laptops, external hard drives, or USB sticks. Describe how data security is ensured and re-creation of your research data if it were to be corrupted. State also the information classification of research data here.

For more general information about this topic, visit the Swedish National Data Service’s Manage Data webpage.

This section concerns how the research data is secured and managed in compliance with the legal procedures that apply regarding personal data, privacy, and intellectual property. This also includes handling consent, encryption, and access to sensitive research data during the project time.

Explain your research data's ownership, if there is data from a third party, or if parts can not be made public due to intellectual property rights. How is your research data managed concerning these ethical aspects and open access to the research data?

More general information about the legal and ethical aspects is available on the Swedish National Data Service website.

This section focuses on how research data will be made visible and available via research data catalogues, when it is made available or if there is an embargo period.

  • Describe if restrictions exist or if research data cannot be made available, as well as what has been done to minimise these restrictions, if possible.
  • Describe how you will ensure the long-term preservation of the research data and, if necessary, briefly explain an example of this.
  • Indicate whether special software, equipment, or source code is necessary to understand your research data.
  • Ensure that your research data and metadata have received permanent identifiers (particularly for the chosen research data directory) to fulfil the relevant FAIR principles.

You will find more information about this topic on the Swedish National Data Service’s Manage Data webpage.

In this section, describe who is responsible for the various elements of the research data life cycle. When it comes to projects with partnerships, it is important to clarify who has shared responsibility at the participating universities and collaborative partners.

Designate who is responsible for the data management plan and its revision. Furthermore, what resources will be required for data management implementation, should also be stated, specifically the amount of funding, including storage space for large amounts of data and to satisfy FAIR principles. These costs are to be estimated in the application phase to be able to apply for its funding.

To better understand what costs may arise in connection with data management, download the guide available at UK Data Service.

More general information about the legal and ethical aspects is available on the Swedish National Data Service website.

For more general information about this topic, visit the Swedish National Data Service’s Manage Data webpage.