How to Comply with Grants: Writing Data Management Plans and Providing Public Access

How to Comply with Grants:
Writing Data Management Plans
and Providing Public Access
Margaret Henderson
Director, Research Data Management
mehenderson@vcu.edu
February 2016

Research Data: Recorded information, regardless of form or the media on which it
may be recorded, which constitute the original observations and methods of a study
and the analyses of these original data that are necessary for reconstruction and
evaluation of the Report(s) of a study made by one or more Investigators. Research
Data also includes all such recorded information gathered in anticipation of a Report.
Research Data differ among disciplines. The term may include but is not limited to
technical information, computer software, laboratory and other notebooks, printouts,
worksheets, other media, survey, memoranda, evaluations, notes, databases, clinical
case history records, study protocols, statistics, findings, conclusions, samples, physical
collections, other supporting materials created or gathered in the course of the
Research, Tangible Research Property, unique Research resources such as synthetic
compounds, organisms, cell lines, viruses, cell products, cloned DNA as well as genetic
sequences and mapping information, crystallographic coordinates, plants, animals and
spectroscopic data, and other compilations formed by selecting and assembling
preexisting materials in a unique way. The term does not include information
incidental to research administration such as financial, administrative, cost or pricing,
or management information.
http://www.policy.vcu.edu/sites/default/files/Research%20Data%20Ownership%2C%20Retention%2C%20Access%20and%20Securty.pdf

While VCU Owns the Data..
Principal Investigator is the Data Steward and is
responsible for the integrity, preservation and security
of Research Data.

Data Management Plan
Outlines how a researcher will:
• collect
• organize
• back up
• storing
• share
the data for a project, and indicates who the
data steward will be.

Case 2
http://retractionwatch.com/2016/01/05/a-new-excuse-for-data-fabrication-my-notebook-blew-into-a-manure-pit/

Case 3
http://blogs.nature.com/ofschemesandmemes/2014/04/08/imagine-not-getting-the-phd-youd-been-working-towards-datadramas/

NIH Public Access Policy
SEC. 218. The Director of the National Institutes of Health shall require that all
investigators funded by the NIH submit or have submitted for them to the
National Library of Medicine’s PubMed Central an electronic version of their
final peer-reviewed manuscripts upon acceptance for publication, to be
made publicly available no later than 12 months after the official date of
publication: Provided, That the NIH shall implement the public access policy
in a manner consistent with copyright law.
https://publicaccess.nih.gov/

NIH Data Sharing Policy
“Data should be made as widely and freely
available as possible while safeguarding the
privacy of participants, and protecting confidential
and proprietary data. To facilitate data sharing,
investigators submitting a research application
requesting $500,000 or more of direct costs in any
single year to NIH on or after October 1, 2003 are
expected to include a plan for sharing final research
data for research purposes, or state why data
sharing is not possible. “
http://grants.nih.gov/grants/policy/data_sharing/data_sharing_guidance.htm

NIH Genomic Data Sharing Policy
“Policy for Sharing of Data Obtained in NIH Supported or Conducted Genome-
Wide Association Studies (GWAS) (effective January 2015)
• “For the purposes of this policy, a genome-wide association study is
defined as any study of genetic variation across the entire human genome
that is designed to identify genetic associations with observable traits
(such as blood pressure or weight), or the presence or absence of a
disease or condition.”
• Applies to all NIH-funded research that generates large-scale human or
non-human genomic data, as well as the use of those data for subsequent
research.
• Requires “Genomic Data Sharing Plan”.
• Allows for expenses in project budget.
• Requires public availability of data in a “timely manner.”
• Recommends NIH-funded or third-party repositories for deposition.
http://grants.nih.gov/grants/guide/notice-files/NOT-OD-07-088.html

NSF Policies
NSF Data Sharing Policy
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. Grantees are expected to encourage
and facilitate such sharing. See Award & Administration Guide (AAG) Chapter
VI.D.4. http://www.nsf.gov/bfa/dias/policy/dmp.jsp
NSF Data Management Plan Requirements
Proposals submitted or due on or after January 18, 2011, must include a
supplementary document of no more than two pages labeled “Data
Management Plan”. This supplementary document should describe how the
proposal will conform to NSF policy on the dissemination and sharing of
research results. See Grant Proposal Guide (GPG) Chapter II.C.2.j for full
policy implementation. https://www.nsf.gov/eng/general/dmp.jsp

NSF Policies
NSF Data Sharing Policy
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. Grantees are expected to
encourage and facilitate such sharing. See Award & Administration Guide
(AAG) Chapter VI.D.4. http://www.nsf.gov/bfa/dias/policy/dmp.jsp
NSF Data Management Plan Requirements
Proposals submitted or due on or after January 18, 2011, must include a
supplementary document of no more than two pages labeled “Data
Management Plan”. This supplementary document should describe how the
proposal will conform to NSF policy on the dissemination and sharing of
research results. See Grant Proposal Guide (GPG) Chapter II.C.2.j for full
policy implementation. https://www.nsf.gov/eng/general/dmp.jsp
Slide courtesy of Amanda Whitmire

OSTP Memorandum
Increasing Access to the Results of Federally Funded Scientific
Research -February 22, 2013
“ensuring that, … the direct results of federally funded scientific
research are made available to and useful for the public,
industry, and the scientific community. Such results include peer-
reviewed publications and digital data.”
“develop plans to make the results of federally-funded research
publically available free of charge within 12 months after
original publication.”
https://www.whitehouse.gov/blog/2013/02/22/expanding-public-access-results-federally-funded-research

THE PLANS SO FAR
http://guides.library.vcu.edu/publicaccess

Department of Health and Human Services
Guiding Principles and Common Approach for Enhancing Public
Access to the Results of Research Funded by HHS Operating
Divisions (February 2015)
Provides continuity across Operating Divisions:
NIH, CDC, FDA, AHRQ, and ASPR (voluntary)
• PubMed Central will serve as the repository for
publications funded by HHS Operating Divisions
• HHS will enable stakeholders to petition to shorten the
12-month maximum embargo period for publications
• HHS will take a common, stepped approach to establishing
data policy and infrastructure: assessment, inventory,
DMPs, pilots, training

NIH – National Institutes of Health
Plan for Increasing Access to Scientific Publications and Digital
Scientific Data from NIH Funded Scientific Research
(February 2015)
• In effect for publications; policy changes to support data to be
implemented by December 2015
• Applies to research/researchers funded wholly or in part by
the NIH

NIH
Publications
• Peer-reviewed scientific articles
• Deposit of final peer-reviewed
manuscript into PMC
• Upon acceptance, with maximum
12-month embargo
• Include appropriate costs in
proposals
• Reporting through eRA Commons
and My NCBI
• Withholding of funds
Data
• Unclassified digital scientific
research data
• Submission of DMP; deposit of
data into appropriate, existing,
publicly accessible repositories,
including NIH data repositories
• Upon acceptance for publication
(will explore)
proposals
• Utilize existing reporting
structures
• “enforcement actions” including
withholding of funds

CDC – Centers for Disease Control and Prevention
CDC Plan for Increasing Access to Scientific Publications and
Digital Scientific Data Generated with CDC Funding
(January 2015)
• In effect for publications; October 2015 (FY 2016 funding
cycle) for data
• Applies to research/researchers funded by the CDC (intra- and
extramural)
• CDC Stacks http://stacks.cdc.gov/ for public health
information

CDC
Publications
• Peer-reviewed research
publications
manuscript into NIHMS (CDS
Stacks, PMC)
• Upon acceptance, with maximum
12-month embargo
• eClearance scientific clearance
system; existing reporting
structures (Office of Science
Quality)
Data
• Unclassified digital scientific
research data
• Submission of DMP (generic CDC
template); deposit of data into
suitable platform (tbd)
• Upon acceptance for publication
or within 30 months of collection
proposals
structures
• Reduction or restriction of funds,
award termination, negative
influence on future awards

FDA – Food and Drug Administration
Plan to Increase Access to Results of FDA-Funded
Scientific Research (February 2015)
• Effective October 2015
• Applies to research/researchers funded wholly or
in part by the FDA (intra- and extramural)
https://open.fda.gov/ open-source APIs (application
program interface)

FDA
Publications
• Peer-reviewed scientific
articles
manuscript into PMC
• With maximum 12-month
embargo*
proposals
structures
• Termination of contract or
grant; withholding of funds
Data
• Digitally formatted scientific
data resulting from
unclassified research
data into discipline-specific
repositories
• Upon acceptance for
publication
proposals
structures
• Termination of contract or
grant; withholding of funds

AHRQ – Agency for Healthcare
Research and Quality
AHRQ Public Access to Federally Funded Research
(February 2015)
• Effective February 2015 for publications; October
2015 for data
• Applies to all research/researchers funded wholly or
in part by AHRQ (Intramural, extramural, or contract
researchers)

AHRQ
Publications
• Peer-reviewed scholarly
research articles
• Deposit of final peer-
reviewed manuscript into
PMC
• Maximum 12-month
embargo*
proposals and applications
structures (NIH)
• Withholding of funding
Data
• Unclassified research dataˡ
• Submission of DMP; deposit
of data to AHRQ▪ or other
repository
• Upon acceptance for
publication
structures
• Negative influence on
future funding

ASPR – Assistant Secretary for
Preparedness and Response
Public Access to Federally Funded Research:
Publications and Data (February 2015)
• Effective October 2015
• Applies to Researchers funded wholly or in part by
ASPR

ASPR
Publications
research articles
manuscript into PMC
• Maximum 12-month
embargo*
• Appropriate costs included in
• Existing reporting structures
(NIH)
• Withholding of funding
Data
• Digital scientific dataˡ
data to recognized scientific
repository
• 30 months from creation of
data set, or upon publication
• Appropriate costs included in
• Staff and peer review; existing
reporting structures
• Negative influence on future
funding

DOD
• Plan
• SPARC overview http://sparc.arl.org/blog/dod-releases-draft-public-
access-plan
• Starting FY 2015
• Completed 4th quarter FY 2106
• Allows for inclusion of costs in proposals
• Requirements: DMPs cover data sharing and data are available before
making subsequent awards
• Plan on compliance monitor and certification tokens
• Encourages authors to negotiate their copyright for papers
DTIC (Defense Technical Information Center): repository for full-text of peer-
reviewed author final manuscripts or publisher versions of research articles
and repository for metadata of digital scientific data sets.

DOD
Publications
publications arising from
unclassified, publicly releasable
research and programs.
• Deposit peer-reviewed scholarly
publications into DOD public
access archive system (DTIC)
• DOD will establish a system to
enable the submission of final,
peer-reviewed manuscripts.
• minimum 12 month embargo
Data
• Digitally formatted data arising
from unclassified, publicly
releasable research and
programs.
• Decentralized approach to data
storage.
• Require the submission of data
management plans.
• Allow for inclusion of costs for
data management and access.
• Will establish a system to enable
the identification, attribution,
(federated) storage, and access of
digital data.

DOE
• Public Access Plan
• Already started for Office of Science grants
• PAGES - a web-based portal that will provide free
public access to accepted peer-reviewed manuscripts
or published scientific journal articles within 12 months
of publication
• Data management plan requirements and guidance
• “unclassified and unrestricted”
• “Not all data need to be shared or preserved. The costs
and benefits of doing so should be considered in data
management planning.”

DOE
Publications
• Classified or protected data and
research will not be publicly
available.
• Public Access Gateway for Energy
and Science (PAGES) maintained
by Office of Scientific and
Technical Information (OSTI)
• Deposit abstract and metadata
and link to Version of Record
(publisher pdf, final MS in
repository, or DOE dark archive)
• within 12 months of publication
Data
• Office of Science started DMP
requirement in July 2014
(supports ⅔ of R&D)
• Other offices start Oct. 1, 2015
• DMP required and merits
evaluated.
• Covers unclassified and
unrestricted digital research data,
i.e. digital data required to
validate findings.
• Enterprise Data Inventory ->
Public Data Listing -> populates
data.gov

NSF
Plan – Starting January 2016
Public Access to Results of NSF-funded Research overview
SPARC Comments http://sparc.arl.org/blog/nsf-releases-incremental-plan-for-public-
access
“deposit final accepted manuscripts (or published articles) into the Department of
Energy’s “PAGES” repository – a dark archive – with public access to be provided via
links to publisher’s websites.”
“NSF plan will extend to papers published in “juried conference proceedings,” as well
as peer-reviewed journals, and the agency notes it intends to eventually include other
types of NSF-supported grey literature and educational materials under the final
policy”
“No indication of how the kinds of productive reuse (computation, text and data
mining etc.) set out by the White House Directive will be facilitated…”

NSF
Publications
• Working with DOE/OSTI to
create a version of PAGES for
NSF papers.(i.e. paper will
need to be available from
publisher or IR)
• Voluntary deposit will start
December 2015.
• Need persistent ID and
machine-readable metadata.
• No more than 12 month
embargo.
Data
• All proposals need 2 page
DMP that will be part of merit
review and be monitored.
• Data in appropriate repository,
metadata required.
• Funds available to prepare
data for sharing.
• Exploring data deposit at time
of paper publication.
• No time frame for
preservation

NASA
• Plan
• Started February 2015
• Completed by October 2015
• SPARC Overview http://sparc.arl.org/blog/nasa-public-access-plan-available-uses-
nihs-pmc-platform
“The analysis compared the merits of the NIH PubMed Central (PMC) database, the
DOE’s Public Access Gateway for Energy and Science (PAGES) system, and the
Clearinghouse for the Open Research of the United States (CHORUS) platform
proposed by the publishing industry. Ultimately, NASA opted to work with NIH’s PMC
database.” (SPARC emphasis!)
DMP FAQ ROSES (Research Opportunities in Space and Earth Science)
http://science.nasa.gov/researchers/sara/faqs/dmp-faq-roses/
“First of all, be reassured that we are not going to force you to reveal your precious
proprietary data prior to publication. No personal, proprietary or ITAR data is
included.”

NASA
Publications
• NIH PMC will provide a
NASA‐branded portal to the full
functionality of the PMC system.
• 12 month embargo. Publishers
can petition for longer.
• Publications cited in reports must
be in repository.
Data
• At a minimum required DMP for
ROSES must promise to release
the data needed to reproduce
figures, tables and other
representations in publications,
at time of publication or within
reasonable time period.
• Publication should provide link to
data.
• Only the data used to support,
validate, and corroborate
published research findings are
required to be shared, per this
plan. Preliminary data, trial data,
etc. are not included.
• NASA will develop a data catalog

Public Access to Peer Reviewed Articles
Check Author’s Rights :
• work with the publisher before any publication
rights are transferred to ensure that all conditions of
the …public access policy can be met.
• advised not to sign any agreements with publishers
that do not allow the author to comply with the
…public access initiative.
*SPARC provides an author addendum that will allow
deposit in repositories: http://sparcopen.org/our-
work/author-rights/#addendum

Data Management Plans
• All agencies will require a data
management plan.
• “Not all data need to be shared or
preserved. The costs and benefits of doing
so should be considered in data
management planning.” DOE third principle
http://science.energy.gov/funding-opportunities/digital-data-management/
• DOE and NSF have indicated they will review
and evaluate DMPs

Data Sharing
•Digitally formatted data arising from unclassified, publicly
releasable research and programs.
•Decentralized approach to data storage.
•Allow for inclusion of costs for data management and access.
•Will establish a system to enable the identification, attribution,
(federated) storage, and access of digital data.
From NASA FAQ
•“First of all, be reassured that we are not going to force you to
reveal your precious proprietary data prior to publication. No
personal, proprietary or ITAR data is included.”
http://science.nasa.gov/researchers/sara/faqs/dmp-faq-roses/

BUT
NIH and NSF still have policies that cover more
than digital data.
NSF includes specimens, software, etc.

http://creativecommons.org/licenses/by-nc-nd/3.0/ http://theupturnedmicroscope.com/

Why NIH Wants Data Sharing
Data sharing achieves many important goals for the scientific
community, such as
• reinforcing open scientific inquiry
• encouraging diversity of analysis and opinion,
• promoting new research, testing of new or alternative hypotheses
and methods of analysis
• supporting studies on data collection methods and measurement
• facilitating education of new researchers
• enabling the exploration of topics not envisioned by the initial
investigators
• permitting the creation of new datasets by combining data from
multiple sources.

Why Funders Want Planning and
Public Access
• Make useful data/knowledge available to be developed into
something commercial.
• Show good stewardship of taxpayer/donor funds.
• Contribute to transparency and reproducibility of research.
• Leverages return on research investment
• Creates tool to manage research portfolio
• Avoids funding duplicative research
• Encourages greater interaction with results of funded
research

Benefits to Planning
• Find and understand data when it is needed.
• Less likely to be missing data or notes when it comes time to
process and analyze results.
• All project staff are aware of what they need to do when doing
research and collecting data.
• There is continuity if project staff leave or new researchers join.
• Avoid unnecessary duplication e.g. re-collecting or re-working data.
• Permissions and ownership are understood so there should be no
impediments to publication.
• Data underlying publications are maintained, allowing for validation
of results.
• Data can be found if it is needed for sharing.
• Data is available if needed for Freedom of Information Act (FOIA)
requests or to resolve intellectual property issues.

Benefits to Open or Public Access
• Increases the visibility, readership and impact of
author’s works
• Enhances interdisciplinary research
• Accelerates the pace of research, discovery and
innovation
• Leads to new collaborations between data users and
data creators
• Improves research and leads to better science
• Increases citations*
* A study by Piwowar, Day and Fridsma showed a 69% increase in citation,
http://www.plosone.org/article/info:doi%2F10.1371%2Fjournal.pone.0000308

Data Citation
• Force 11 developed data citation format,
Elsevier/Mendeley working to insure datasets have
DOIs and are cited.
https://www.elsevier.com/connect/data-citation-is-
becoming-real-with-force11-and-elsevier
• Data Citation Index available from VCU Libraries, and
other alternative metrics, e.g. downloads in Scholars
Compass, are available for data (and software).

What
Describe
Share
Reuse
Preserve
Data types, samples, software, other materials.
Standards, metadata, if applicable. Readme or Data Dictionary
How will you share/make public your data?
What can be done with your data? Licenses can help.
How long and where data will be kept.

What Data types, samples, software, other materials.

Examples of Research Data
• Documents (text, Word), spreadsheets
• Laboratory notebooks, field notebooks, diaries
• Questionnaires, transcripts, codebooks
• Audiotapes, videotapes
• Photographs, films
• Protein or genetic sequences
• Spectra
• Test responses
• Slides, artifacts, specimens, samples
• Collection of digital objects acquired and generated during the process of research
• Database contents (video, audio, text, images)
• Models, algorithms, scripts
• Contents of an application (input, output, logfiles for analysis software, simulation
software, schemas)
• Methodologies and workflows
• Standard operating procedures and protocols

Describe Standards, metadata, if applicable. Readme or Data Dictionary

https://twitter.com/DGuarch/status/663049353007931392

Describe – Document Your Data
• Readme File in all Folders
• Metadata
• Data Dictionary

Readme Files
• Names + contact information for people associated with the
project
• List of files, including a description of their relationship to one
another
• Copyright + licensing information
• Limitations of the data
• Funding sources / institutional support
• Any information necessary for someone with no knowledge of
your research to understand and / or replicate your work,
including methods.

Metadata
• Machine readable version of Readme
• Descriptive – describes object in question,
whole dataset and each element of the set
• Administrative – preservation, IP rights
• Structural – physical and logical structure of
digital object
• Metadata Standards Directory
http://rd-alliance.github.io/metadata-directory/

http://datadryad.org/resource/doi:10.5061/dryad.jg05d

Data Dictionary
• Define terms used
• If measurements are made, gives units and
explains exactly how measured or calculated
• How item is recorded, especially when there
are multiple options, e.g. date

https://docs.google.com/spreadsheets/d/1PYOhBh6bglh6BkQFlpvNLOwlpzvQyguWAG8AkQMtU0s/edit#gid=0

Share How will you share/make public your data?

Data Types to Share
• NIH - Final Research Data - Recorded factual material
commonly accepted in the scientific community as necessary
to document and support research findings. (spreadsheets,
images, scans of written notes if applicable, etc.)
• OSTP - Digitally formatted data arising from unclassified,
publicly releasable research and programs.
• NSF – all types, documents, videos, software, etc.
• Should also mention who is responsible for data, e.g. PI or
somebody else in group.

Sharing Exclusions
• preliminary analyses,
• drafts of scientific papers,
• plans for future research,
• peer reviews,
• communications with colleagues,
• Trade secrets, commercial information, materials necessary
to be held confidential by a researcher until they are
published, or similar information which is protected under
law,
• Personnel and medical information and similar information
that could be used to identify a particular person in a
research study.

Why Share?
• Helps to avoid duplication, thereby reducing costs and wasted
effort.
• Promotes scientific integrity and debate. See Collins and Tabak
article in Science on NIH plans to enhance reproducibility.
• Enables scrutiny of research findings and allows for validation of
results.
• Leads to new collaborations between data users and data creators.
• Improves research and leads to better science.
• Enables the exploration of topics not envisioned by the initial
investigators.
• Permits the creation of new datasets by combining data from
multiple sources.
• Increases citations. A study by Piwowar, Day and Fridsma showed a
69% increase in citations.

http://scholarscompass.vcu.edu/
Sharing
• VCU Libraries provides storage
and sharing of data,
publications, and other
materials.
• Persistent URL and Google
indexing will make your work
easily available.
• You must have copyright for
any submission.

Other Ways to Share Data
Upload to open repository; general, subject, or
institutional.
• figshare http://figshare.com/
• Zenodo https://zenodo.org/
• Open Science Framework https://osf.io/
• DataVerse http://dataverse.org/
• Search Registry of Research Data Repositories
http://www.re3data.org/

Supplemental file with journal article or link to
the upload.
– Be sure to check the contract.
– Will the data be available to the public as per
OSTP if grant funded?
– Will the rights conflict with institutional ownership
of the data?
– Journals often use Figshare or Dryad
http://datadryad.org/

Sharing Sensitive Data
http://iom.nationalacademies.org/Reports/2015/Sharing-Clinical-Trial-Data.aspx

Sensitive Data Access
• Researchers must request access to database,
explaining research and providing IRB
approval forms, e.g. registry
or
• Data must be deidentified or anonymized in
some way before being made publicly
available.

http://transparency.efpia.eu/responsible-data-sharing/efpia-clinical-trial-data-portal-gateway

Reuse What can be done with your data? Licenses can help.

Public vs Open Access
Public
• free of cost to read
• not free to use or reuse
• usually not final version
• often embargoed
• journal generally owns
copyright
Open
• free of cost to read
• free to use or reuse, no
copyright or licensing
restrictions
• no embargos
• author retains copyright
• see Peter Suber for
more information
http://legacy.earlham.edu/~peters/fos/overview.htm

Reuse – License Your Data
• Creative Commons licenses
https://creativecommons.org/licenses/
or use license chooser
https://creativecommons.org/choose/
• Open Data Commons
http://opendatacommons.org/
• Pantone Principles
http://pantonprinciples.org/

Preserve How long and where data will be kept.

Preserve
• How long must the data be kept?
– Minimum 5 years after publication or final grant
report.
– Check grant.
• What is the long-term value of the data?
– If it will be in a subject repository, you can say
indefinitely.

Storage vs Backup
storage = working files
The files you access regularly and change frequently. In
general, losing your storage means losing current
versions of the data.
backup = regular process of copying data separate from
storage.
You don’t really need it until you lose data, but when
you need to restore a file it will be the most important
process you have in place.

Rule of 3
Keep THREE copies of your data –
TWO onsite –
ONE offsite
Example – One: Laptop – Two: External hard drive –
Three: Cloud storage
This ensures that your storage and backup is not all in
the same place – that’s too risky!
http://dataabinitio.com/?p=320

Where to Preserve Data
• Google Drive (faculty and staff only)
http://guides.library.vcu.edu/data/GoogleDrive
• Subject Repository, e.g. ICPSR
• Scholars Compass
• Government Repository, e.g. NCBI
Not every repository will preserve data for the
time period required by grants. Check the
contract.

Don’t Forget Print
• Set a schedule to scan lab notebooks and other print
materials (makes for a good back up and easier to share
data within group).
• Print original should have similar security to digital data (i.e.
good, secure storage and labelling of files).

Stored Example
Final MS for deposit
Data to support figure and images

NSF Current Guidance
1. the types of data, samples, physical collections, software, curriculum
materials, and other materials to be produced in the course of the
project;
2. the standards to be used for data and metadata format and content
(where existing standards are absent or deemed inadequate, this should
be documented along with any proposed solutions or remedies);
3. policies for access and sharing including provisions for appropriate
protection of privacy, confidentiality, security, intellectual property, or
other rights or requirements;
4. policies and provisions for re-use, re-distribution, and the production of
derivatives; and
5. plans for archiving data, samples, and other research products, and for
preservation of access to them
http://www.nsf.gov/pubs/policydocs/pappguide/nsf15001/gpg_2.jsp#IIC2j

DMPTool
https://dmptool.org/

Help is Available
• Guides
– Research Data Management http://guides.library.vcu.edu/data
– DMPTool guide http://guides.library.vcu.edu/dmptool
– Comply with Public Access Mandates
http://guides.library.vcu.edu/publicaccess
• Consultations
• Training
• Contact me:
Margaret Henderson, MLIS, AHIP
Associate Professor
Director, Research Data Management
VCU Libraries
(804)628-2714
mehenderson@vcu.edu

https://www.flickr.com/photos/travelinlibrarian/223839049 by Michael Sauers

How to Comply with Grants: Writing Data Management Plans and Providing Public Access

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How to Comply with Grants: Writing Data Management Plans and Providing Public Access

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