The University of Hertfordshire DMP template

The University of Hertfordshire template for Data Management Plans is available on DMPonline. It is a stand alone document that should be submitted to when funding is awarded. When you have selected the University's template, you will be presented with notes and guidance to the right of the question some of which point to sections of this site.

1. Introduction and context

  • Short description of the project's fundamental aims and purpose
  • Funding body requirements relating to the creation of a data management plan
  • Institutional or research group guidelines
  • Other policy-related dependencies
  • Date of creation of this plan
  • Aims and purpose of this plan
  • Target audience for this plan
  • Does this version of the DMP supersede an earlier plan?
  • Contact details and expertise of nominated data managers/named individuals
  • Glossary of terms

2. Data types, formats, standards and capture methods

  • Give a short overview description of the data being generated or reused in this research
  • How will you manage integration between the data being gathered in the project and pre-existing data sources?
  • How will you capture or create new data?
  • Which file formats will you use, and why?
  • What directory and file naming convention will be used?
  • Are there any tools or software needed to create/process/visualise this data?
  • Are there appropriate computing hardware, facilities, and resources to manage, store, and analyse this data?
  • Are the datasets which you will be capturing/creating self-explanatory, or understandable in isolation?
  • If not, what contextual details are needed to make the data you capture or collect meaningful?
  • How will you create or capture metadata?
  • What form will the metadata take?
  • Why have you chosen particular standards and approaches for metadata and contextual documentation?

3. Ethics and Intellectual Property

  • Are there ethical and privacy issues that may prohibit sharing some or all of the data? If so, how will they be resolved?
  • Is the data that you will be capturing/creating 'personal data' in terms of the Data Protection Act (1998) or equivalent legislation if outside the UK?
  • What action have you taken to comply with your obligation under the Data Protection Act (1998), or equivalent legislation if outside the UK?
  • Will the data be covered by copyright or the Database Right? If so, give details.
  • Who owns the copyright and other intellectual property?
  • How will the database be licensed?  

4. Access, data sharing, and reuse

  • Which groups or organisations are likely to be interested in the data that you will create/capture?
  • How do you anticipate your new data being reused?
  • Are you under obligation or do you have plans to share all or part of the data you create/capture? If not, why will you not share your data? If so, how will you make the data available? When will you make the data available?
  • What is the process for gaining access to the data?
  • If you are under obligation, will access be chargeable? If so, please give details.
  • Does the original data collector/creator/PI, retain the right to use the data before opening it up to wider use? If so, please give details.
  • Are there any embargo periods for political/commercial/patent reasons? If so, please give details.
  • How will you implement permissions, restrictions, and embargoes?  

5. Short-term storage and data management

  • What is the ballpark size of the data being collected/created?
  • Where will you store the data physically during the project's lifetime?
  • What media will you use for primary storage during the project's lifetime?
  • What software will be used in storing and processing this data?
  • How will you back up the data during the project's lifetime?
  • How regularly will backups be made?
  • Who is responsible for backups?
  • How will you manage access restrictions and data security during the project's lifetime?  

6. Deposit and long-term preservation

  • What is the long-term strategy for maintaining, curating, and archiving this data?
  • On what basis will data be selected for the long-term preservation?
  • Will or should data be kept beyond the life of the project? If so, how long will or should this data be kept beyond the life of the project? And which archive/repository/central database/data centre have you identified as a place to deposit data?
  • If the data includes sensitive data, how will you manage this over the longer term?
  • What metadata/documentation will be submitted alongside the datasets or created on deposit/transformation in order to make the data reusable?
  • How will this metadata/documentation be created, and by whom?
  • Will you include links to published materials and/or outcomes? Please give details.
  • How will you address the issue of persistent citation?  

7. Resourcing

  • Outline the staff/organisational roles and responsibilities for data management.
  • How will data management activities be funded during the project's lifetime?
  • How will longer-term data management activities be funded after the project ends?
  • How will adherence to this data management plan be checked or demonstrated?
  • Who will check this adherence?
  • When will this data management plan be reviewed?
  • Who will carry out reviews?