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Step 1: Research Planning

Introduction

The correct handling of research data in all phases of its lifecycle is a fundamental requirement for scientific work and crucial for upholding good scientific practice. Even before the start of a research project, it is very important to carefully plan the management of the expected data and outcomes. This creates the foundation for potential reuse of research data by other researchers and often increases the visibility of one’s own scientific achievements. A data management plan (DMP) can serve as a useful tool for this purpose.

Typical steps in the conception of a research project:

  • Developing the research design
  • Searching for already existing data
  • Planning data management (formats, storage locations, etc.)
  • Considering legal and ethical aspects
  • Considering the requirements of funders and project partners regarding research data management (RDM)

The Data Management Plan (DMP)

A data management plan describes which data will be collected or generated during the research process and what should happen to them throughout their lifecycle. Essentially, a DMP provides answers to the key questions of data management in a project.

Aspects of a DMP include:

Basic information

  • Description of the research project
  • Responsible project personnel
  • Project duration

Relevant policies, guidelines, laws, and ethics

  • Applicable policies (e.g., those of the research institution, faculty, or funder)
  • Legal aspects regarding data protection, copyright, environmental law, and possibly others
  • Consideration of ethical aspects prior to collecting or publishing research data
  • Information about data collection

What is a DMP? – Our short animation video explains the data management plan (DMP)

Cost Coverage

If applicable, costs for research data management can be claimed in the course of the application process. Which aspects of research data management are eligible for funding, and to what extent, depends on both the funding agency and the specific funding program. Therefore, it is worthwhile to obtain information on this at the proposal preparation stage and, if necessary, to include the costs in the funding application.

  • Estimation of expected types and volumes of data
  • Information on data collection methods
  • Data documentation
  • List and integration of already existing data

Data management and handling

  • Organization of data, including naming and version control
  • Intended interoperability, consideration of existing standards
  • Storage and security of data during the project work
  • Scope and type of any planned data exchange

Information on archiving, publication, and licensing

  • Metadata standards
  • Timing and method of data transfer/publication
  • Referencing (e.g., assignment of persistent identifiers)
  • Intended repositories for data publication
  • Planned (long-term) archiving
  • Possible data deletion

Financial aspects

  • Expected costs and resources regarding management, storage, archiving, and publication of research data (may include both personnel and material costs)

Legal aspects & ethics

Legal requirements must be considered at every phase of the research data lifecycle (see excursus: Legal aspects in RDM). Ideally, these should be clarified in advance of a research project. Particular attention should be paid to the following key legal questions:

  • What data will be collected, and are these subject to legal requirements?
  • Who owns the research data generated, and who is authorized to use them (copyright and related rights)?
  • How are personal data handled, if any are present or collected (data protection law)?
  • How do agreements between involved parties regulate usage rights and confidentiality (contract law)?

Further information

DFG Checklist for Applicants on Research Data Management

DFG Deutsche Forschungsgemeinschaft (2021): Handling of research data – Checklist for planning and description of handling of research data in research projects. Zenodo, doi.org/10.5281/zenodo.10931449

DFG Checklist for Applicants on Research Data Management – Annotated Version by the University of Hamburg

Universität Hamburg (2022): Kommentierung. Umgang mit Forschungsdaten: Checkliste für Antragstellende zur Planung und zur Beschreibung des Umgangs mit Forschungsdaten in Forschungsvorhaben (Versionsdatum 21.12.2021). Link

Checklist and Guidelines for Handling Personal Data in Research Projects

Multimedia Kontor Hamburg (2022): Checkliste Datenschutz für Forschungsvorhaben. Link

A Guide for Creating a Data Management Plan (DMP)

TIB Technischen Informationsbibliothek (2022): A Guide for Creating a Data Management Plan Version 2.4. Link

Survival Kit – Data Management Plans (DMP) according to Funders

Agniashvili A, Schmidt D, Mau F und P Walter (2024): Survival-Kit – Datenmanagementpläne (DMP) nach Förderern (german). Zenodo, doi.org/10.5281/zenodo.13321170

Tool for Creating a Data Management Plan (DMP)

Staats- und Universitätsbibliothek Göttingen, GWDG Gesellschaft für wissenschaftsliche Datenverarbeitung mbH Göttingen: GRO.plan

The service is part of the AcademicCloud and can be accessed via “federated login.”

Templates and FAQs of the Volkswagen Foundation for Applicants (e.g., DMP template)

Funding principles and useful forms, including those for reporting, fund requests, or statements of expenditure. Link

Templates and Guidelines for Creating a Data Management Plan (DMP)

Humboldt Universität zu Berlin: Data Management Plans. Link