NIH Data Management and Sharing Policy Update

Dear colleagues,

Now that the NIH Data Management and Sharing (DMS) policy has been in effect for almost nine months, I’d like to share some learnings, highlight the new UR Research Repository, answer a few frequently asked questions, and provide quick links to all the resources available to help you adhere to the policy.

Lessons Learned

• There are differences between a DMS Plan and Resource Sharing Plan:
  • The DMS Plan and Resource Sharing Plan are separate plans that may be required for grant applications. One does not necessarily replace the other.
  • The DMS Plan is required for all applications submitted to funding opportunities subject to the NIH Data Management and Sharing Policy, while a Resource Sharing Plan is not always required.
  • Learn more about which policies apply to your research here.
• Data STORAGE (Blue Hive, Box, hard drive, etc.) and data SHARING (Figshare, Metabolomics Workbench, etc.) are two different things:
  • Storage: the preservation and retention of any data (statistics, recordings, samples, imaging, etc.) related to your research, regardless of the significance of the data or information.
  • Sharing: making scientific data, as defined by the NIH, findable, accessible, interoperable, and reusable to the general public. Scientific data is considered the “recorded factual material commonly accepted in the scientific community as necessary to validate and replicate research findings, regardless of whether the data are used to support scholarly publications.”
  • In other words, you may store all of your data, but you might only share a portion of your data.

• Individuals (PIs, co-Is, etc.) are responsible for monitoring and management of data management and sharing plans. The Office of Research and Project Administration reviews all grant proposals to ensure that all proposals contain the required documents and budget. Active and ongoing monitoring of any grant activity or data management is the responsibility of the PI.

 New UR Research Repository (URRR)

• As shared in @Rochester in August, the URRR (Figshare) will allow you to deposit research outputs including papers, presentations, and data, making your work more easily accessible to the global research community and helping you meet publisher and funder requirements like the new NIH DMS policy.
• Why should you use the URRR? The biggest advantages to using the institution’s Figshare (URRR) is the support provided by the libraries. In addition to the data management consultation service, the libraries will also perform a light data curation for data being shared on URRR, and they have additional customer service support through their Figshare agreements.
• Here are some key details about the repository:
  • Each researcher will be allotted 10GB of initial storage.
  • Each submission will be issued a DOI that can be shared with publishers or funders and connected to related resources like published articles.
  • Data submitted to the repository will undergo a light data curation process to increase the discoverability of your data.
  • Data shared within the repository should not contain any sensitive data including identifiable patient information.
• You can visit rochester.figshare.com to get started, learn more on the Libraries’ website, or contact our team of data librarians to get personalized guidance.

Frequently Asked Questions

• Can I use Box to share my scientific data in order to comply with the NIH DMS policy?
  • No, Box does not meet the requirements for sharing scientific data under the NIH Data Management and Sharing Policy. Shared scientific data must be findable – searchable and easily accessible – by anyone. Data stored in Box is not findable unless the owner of the Box folder grants permission and provides a specific link. This does not qualify as findable.
• Can I store data on my hard drive?
  • You can store your data on your hard drive, but in order to comply with the NIH DMS policy you must share your data through a recommended repository.
• Can I just share data at meetings or conferences?
  • No – data sharing should be consistent the NIH’s FAIR (Findable, Accessible, Interoperable, and Reusable) data principles. Sharing scientific data at an in-person conference does not align with these principles.
• Do I need to budget for data management and sharing?
  • Yes, it is recommended to include a budget for data management and sharing in your grant application. This may include costs for data storage, sharing through a repository, and any other necessary resources to ensure compliance with the NIH DMS policy. NIH may provide funds to support data management and sharing activities as part of your grant award.
•  What should I do if my research involves data from human participants?
  • When sharing data from human participants, it is essential to protect their privacy and follow relevant ethical guidelines. Ensure that your data sharing plan includes procedures for obtaining informed consent, de-identifying data, and complying with any applicable regulations such as the Health Insurance Portability and Accountability Act (HIPAA). You will also need to consider using a controlled-access repository for sharing such data. Important Note: The University of Rochester will maintain all study records (i.e., regulatory files, data collection forms, source documentation) for at least 3 years after the research is completed, or for a longer term if required by other contractual agreements. If the consent form includes HIPAA Authorization, it must be maintained for 6 years.
• Is there anyone available to review my DMSP before I submit it to the NIH?
  • Yes, for support for writing a Data Management and Sharing Plan you can contact one of the Data Management Librarians across the institution:

• • • Ehsan Moghadam (Edward G. Miner Library – URMC)
    • Heather Owen (River Campus Libraries – ASE, SBS, ESM, Warner)

Available Resources

URRR/Figshare: This institutional repository is an excellent way to release data. If you have very large data sets, there is a storage charge depending on the size of the data. If the URRR isn’t right for your data, our data librarians are happy to help you identify subject repository that will work for you.

Office of the VP for Research Website: The site includes information and updates re: the NIH DMSP (and other useful information – bookmark it, if you haven’t already!).

NIH Data Management and Sharing Policy Website

UR Libraries: For guidance related to the NIH policy, as well as guidance on data management for additional agencies, reference the River Campus Libraries resources and Miner Library resources.

Genomics Research Center: The Genomics Research Center has developed data management and sharing resources including a Data Size Estimator Tool to help support researchers with their grant submissions.

If you have any questions, please reach out to me, or contact UR Libraries Data Services.

Best regards,

Steve

Stephen Dewhurst, PhD
Vice President for Research