The NIH Policy for Data Management and Sharing (NOT-OD-21-013) requires researchers to include a data management and sharing (DMS) plan in funding applications. In preparation for the policy implementation, NIH has launched a Scientific Data Sharing Website.
The Health Sciences Library and Informatics Center (HSLIC) provides support for creating Data Management and Sharing Plans and can be contacted through Ask a Librarian. They also provide a research guide on Data Management Planning. HSLIC provides training opportunities on the Data Management Sharing Plans and Data Repositories on the HSLIC Event Calendar.
The DMS Policy applies to all research, funded in whole or in part by NIH, that results in the generation of scientific data. This includes competing grant applications and proposals for contracts that are submitted to NIH on or after the January 25, 2023, submission deadline. The DMS Policy does not apply to research and other activities that do not generate scientific data, including training, infrastructure development, and non-research activities. Every grant application or renewal that generates Scientific Data must include a robust and detailed plan for how you will manage and share data during the entire funded period. This includes information on data storage, access policies/procedures, preservation, Metadata Standards, distribution approaches, and more. You must provide this information in a Data Management and Sharing Plan (DMSP). The DMSP is similar to what other federal agencies call a data management plan (DMP), with additional requirements for sharing.
The DMSP is a required component of an NIH grant or contract application and will be assessed by NIH Program Staff during the review process. The Institute, Center, or Office (ICO) approved plan becomes part of the award's terms and conditions once a grant has been awarded.
Principal Investigators must get IRB approval for human subject research. The IRB will review the investigator’s study documents to ensure the DMSP was adequately addressed, and that the appropriate data sharing agreements are in place. For non-human subject research, your data management plan will need to be uploaded in Grants Click ERA for your proposal. The Health Sciences Sponsored Projects Office will provide the plans to the IRB bi-annually. NIH expects researchers and institutions to implement data management and sharing practices as described in their approved Plan. Compliance with the DMSP, including any updates, may be reviewed during regular reporting intervals.
Understanding the New NIH Data Management and Sharing (DMS) Policy
Diving Deeper into the new NIH Data Management and Sharing Policy
Understanding the New NIH Data Management and Sharing (DMS) Policy
Diving Deeper into the new NIH Data Management and Sharing Policy
Summarize the types and estimated amount of scientific data expected to be generated in the project. Describe which scientific data from the project will be preserved and shared. NIH does not anticipate that researchers will preserve and share all scientific data generated in a study. Researchers should decide which scientific data to preserve and share based on ethical, legal, and technical factors. The plan should provide the reasoning for these decisions. Briefly list the metadata, other relevant data, and any associated documentation (e.g., study protocols and data collection instruments) that will be made accessible to facilitate interpretation of the scientific data.
State whether specialized tools, software, and/or code are needed to access or manipulate shared scientific data, and if so, provide the name(s) of the needed tool(s) and software and specify how they can be accessed.
State what common data standards, if any, will be applied to the scientific data and associated metadata to enable interoperability of datasets and resources, and provide the name(s) of the data standards that will be applied and describe how these data standards will be applied to the scientific data generated by the research proposed in this project. If applicable, indicate that no consensus standards exist.
Provide the name of the repository(ies) where scientific data and metadata arising from the project will be archived. Describe how the scientific data will be findable and identifiable, i.e., via a persistent unique identifier or other standard indexing tools. Describe when the scientific data will be made available to other users (i.e., no later than time of an associated publication or end of the performance period, whichever comes first) and for how long data will be available.
NIH expects that in drafting Plans, researchers maximize the appropriate sharing of scientific data. Describe and justify any applicable factors or data use limitations affecting subsequent access, distribution, or reuse of scientific data related to informed consent, privacy and confidentiality protections, and any other considerations that may limit the extent of data sharing. State whether access to the scientific data will be controlled (i.e., made available by a data repository only after approval). If generating scientific data derived from humans, describe how the privacy, rights, and confidentiality of human research participants will be protected (e.g., through de-identification, Certificates of Confidentiality, and other protective measures).
Describe how compliance with this Plan will be monitored and managed, frequency of oversight, and by whom at your institution (e.g., titles, roles).
In addition, researchers proposing to generate scientific data derived from human participants will need to describe how privacy, rights, and confidentiality of human research participants will be protected.
Summarize the types and estimated amount of scientific data expected to be generated in the project. Describe which scientific data from the project will be preserved and shared. NIH does not anticipate that researchers will preserve and share all scientific data generated in a study. Researchers should decide which scientific data to preserve and share based on ethical, legal, and technical factors. The plan should provide the reasoning for these decisions. Briefly list the metadata, other relevant data, and any associated documentation (e.g., study protocols and data collection instruments) that will be made accessible to facilitate interpretation of the scientific data.
State whether specialized tools, software, and/or code are needed to access or manipulate shared scientific data, and if so, provide the name(s) of the needed tool(s) and software and specify how they can be accessed.
State what common data standards, if any, will be applied to the scientific data and associated metadata to enable interoperability of datasets and resources, and provide the name(s) of the data standards that will be applied and describe how these data standards will be applied to the scientific data generated by the research proposed in this project. If applicable, indicate that no consensus standards exist.
Provide the name of the repository(ies) where scientific data and metadata arising from the project will be archived. Describe how the scientific data will be findable and identifiable, i.e., via a persistent unique identifier or other standard indexing tools. Describe when the scientific data will be made available to other users (i.e., no later than time of an associated publication or end of the performance period, whichever comes first) and for how long data will be available.
NIH expects that in drafting Plans, researchers maximize the appropriate sharing of scientific data. Describe and justify any applicable factors or data use limitations affecting subsequent access, distribution, or reuse of scientific data related to informed consent, privacy and confidentiality protections, and any other considerations that may limit the extent of data sharing. State whether access to the scientific data will be controlled (i.e., made available by a data repository only after approval). If generating scientific data derived from humans, describe how the privacy, rights, and confidentiality of human research participants will be protected (e.g., through de-identification, Certificates of Confidentiality, and other protective measures).
Describe how compliance with this Plan will be monitored and managed, frequency of oversight, and by whom at your institution (e.g., titles, roles).
In addition, researchers proposing to generate scientific data derived from human participants will need to describe how privacy, rights, and confidentiality of human research participants will be protected.
Ten simple rules for maximizing the recommendations of the NIH data management and sharing plan
by Sara Gonzales Matthew B. Carson, and Kristi Holmes. August 3, 2022. This article provides 10 key recommendations for creating a DMSP that is both maximally compliant and effective.
UNM Health Sciences DMS Plan templates are utilized when submitting to the Human Research Protections Office (HRPO) and the Office of Animal Care Compliance (OACC). Additionally, NIH has provided sample DMS Plans as examples of how a DMS Plan could be completed in different contexts. Note that the sample DMS Plans provided below may reflect additional expectations established by NIH or specific NIH Institutes, Centers, or Offices that go beyond the DMS Policy. Applicants will need to ensure that their Plan reflects any additional, applicable expectations (including from NIH policies, ICO policies, or as stated in the FOA).
Writing a Data Management and Sharing Plan page, in the NIH DMS Policy, and in an optional format worksheet, all from NIH.
What do I need to do?
Address the 6 required elements which can be found on the Writing a Data Management and Sharing Plan page, and in the NIH DMS Policy.
DMSPs must include information on the types of scientific data collected; related tools, software and/or code; any applicable standards; and plans and timelines for data preservation and access. This includes the name of the repository(ies) where scientific data and metadata arising from the project will be archived and how the scientific data will be findable and identifiable, i.e., via a persistent unique identifier or other standard indexing tools. Researchers should decide which Scientific Data to preserve and share based on ethical, legal, and technical factors, including State, Federal and Tribal law.
NIH recognizes that making data accessible and reusable for other researchers may incur costs. For that reason, investigators may request funds toward data management and sharing in the budget and budget justification sections of their applications. The NIH provides details on allowable costs to help investigators plan.
Scientific Data: The recorded factual material commonly accepted in the scientific community as of sufficient quality to validate and replicate research findings, regardless of whether the data are used to support scholarly publications. Scientific data do not include laboratory notebooks, preliminary analyses, completed case report forms, drafts of scientific papers, plans for future research, peer reviews, communications with colleagues, or physical objects, such as laboratory specimens.
Data Management: The process of validating, organizing, protecting, maintaining, and processing scientific data to ensure the accessibility, reliability, and quality of the scientific data for its users.
Data Sharing: The act of making scientific data available for use by others (e.g., the larger research community, institutions, the broader public), for example, via an established repository.
Metadata: Data that provide additional information intended to make scientific data interpretable and reusable (e.g., date, independent sample and variable construction and description, methodology, data provenance, data transformations, any intermediate or descriptive observational variables).
Data Management and Sharing Plan (Plan): A plan describing the data management, preservation, and sharing of scientific data and accompanying metadata.
NIH recognizes that making data accessible and reusable for other researchers may incur costs. For that reason, investigators may request funds toward data management and sharing in the budget and budget justification sections of their applications.
Reasonable, allowable costs may be included in NIH budget requests for:
Budget requests must NOT include:
To request funds toward DMS costs, investigators should include:
More information about the DMSP budgeting can be found here.
NIH is constantly updating its FAQs page on the DMSP. Check back for your questions.