Data Management and Sharing Plan Considerations

Posted by kimberlycarlo on October 5th, 2026 Posted in: Blog

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Earlier in 2026, there has been an updated format for Data Management and Sharing Plans (DMSP) through the NIH. A DMSP outlines how a team of researchers will be collecting, processing, analyzing, describing, preserving, and sharing data during the research project. This will also include the types of data produced by the project, metadata standards, policies for accessing and sharing, as well as the plans to preserve the data so it can remain accessible. All this information allows researchers to reuse the data in the future. This blog post will provide a glimpse into considerations when writing a DMSP.

 

Data Sharing Considerations

There are a few things to think about when considering sharing your data from a research project. One of those things is consider the repository you will be using. You also want to include a README file and keep track of your methodology throughout the project. If your project calls for it, you should also share your data codebook. You can share additional resources, such as the code you used, laboratory notebooks, and other tools you may have used. Linking your published datasets in your publication, your ORCID profile, and other personal research websites will also allow more visibility to your dataset. All these steps contribute to scholarly impact and data reuse.

 

Looking for a Repository

When looking for a repository to share your data, consider the places the people in your field are sharing their data. Another way to find out about which repository you should use is to read journal articles that pertain to your field of study. Subject librarians are a great resource as well when looking for a repository. The NIH has a list of repositories on their website. You can sort through domain-specific repositories or generalist repositories. You may also want to find a repository that may be linked to ORCID.

When choosing a repository for your federally funded data, the NIH lists the characteristics you should be considering when choosing a repository. Can the repository assign unique persistent identifiers? Is there long-term sustainability for your research data? How confidential can you make sensitive data? Is there free and easy access to the data? You can find out more of the characteristics under the ‘Desirable Characteristics for All Data Repositories’ section on the ‘Selecting a Data Repository’ webpage on the NIH’s website. There is also a list of additional considerations if your research involves human data listed on this webpage.

You also should look for a repository that has a retention period with a minimum of 5 years.

 

Reserving a DOI

There are many reasons why a research team may not want their data to be available before their article is published. In this case, you can use an embargo and reserve a DOI (Digital Object Identifier). Purdue University has more information on this on their website and shows an example on how you can edit the publication date of your dataset.

 

Restricted Access and Deidentification

There are repositories specialize in restricted access to data. This should be considered when dealing with sensitive data. Deidentification services may be available, and you should include the cost of these services in your proposal. If you cannot share your data for specific reasons, make sure to state those reasons clearly. Some of these reasons may include privacy reasons or data size. There are a few circumstances where you cannot share anything. However, you usually can share something. Consider partially sharing your data if possible.

These are a few of the major considerations when putting together a DMSP. You can learn more on the NIH website.

 

References

National Center for Data Services. (2026, February 20). Data Management Plan. NNLM. https://www.nnlm.gov/resources/data/data-glossary/data-management-plan

Owen, Heather (2026). Mastering Your NIH Data Management and Sharing Plan – September 16, 2026. University of Rochester. Presentation. https://doi.org/10.60593/ur.d.33953110.v1

U.S. Department of Health and Human Services. (2026, July 22). Writing a data management and sharing plan. National Institutes of Health. https://grants.nih.gov/policy-and-compliance/policy-topics/sharing-policies/dms/writing-dms-plan