Data Management Plans (DMP)

A DMP is a formal document that describes how research data will be managed and documented during a research project. This includes the conditions under which the data will be archived and shared.

Data is understood here in a broad sense, and typically a DMP should include the handling of other outputs like protocols, materials, and software. Indeed, some funders like the Wellcome Trust use the term “Outputs Management Plan”.

For details see “What is included in a DMP?”

Many funding agencies now require a DMP as part of their application process. DMPs are particularly important in Horizon Europe applications. The DFG also requires a detailed statement on data handling, although not explicitly called a DMP.

You can find a good overview of common funding agencies and their DMP requirements on the website of the MDC (Max-Delbrück Center).

Even if a DMP is not required, planning your data management is best practice and will help ensure that your data meets good scientific practice guidelines.

Creating a DMP…

•  …reduces many risks. You know in advance which resources you will need, how you will protect sensitive data, and which precautions you need to take to protect against data loss.
• …increases efficiency. It ensures that you have thought through all processes, made informed decisions, and have clear systems in place to apply.
• …helps improve collaboration. It ensures that all team members work together in a coordinated manner. The plan makes it possible to continue working without problems even if individuals leave or join the research project.

Writing a DMP may seem a bit bureaucratic or complicated at first. However, as your research progresses, it will ultimately be helpful.

A DMP is a document that will help you make decisions about your data. It describes how you will collect, manage, process, store, and share your data during and after your research project. It can also include information on reuse of data from others. The exact structure, level of detail, and focus of your DMP can vary greatly depending on your discipline, research sponsor, and personal goals. As a starting point, however, you can think of a DMP as a document that answers the following questions:

• What types of data will you use in your research and how will you make sure they are findable and adhere to standards?
• How will you store your data and keep it secure during the project?
• What plans are in place to store and share your data after your project is complete?

Most research is based on data. Data can be much more than just values in a table. Any information or materials you collect, as well as protocols or software you create, are data. Even in purely theoretical research, data form the basis for the conclusions in your published work. Therefore, creating a DMP is a wise investment in almost all cases. You can customize the document to meet your own needs and the specifics of your research.

You can find a good overview of common funding agencies and their requirements on the website of the Max Delbrück Center.

The DFG has specified its requirements for handling research data. It emphasizes that project proposals must also contain detailed information on this aspect. Applicants must explain how they will deal with data management issues. These explanations are to be based on a checklist. However, they can be adapted on a project-specific basis. The DFG requirements do not formally constitute a DMP, but working through the checklist leads to a DMP-like document.

In the future, the DFG will pay more attention to high-quality research data management in the review and evaluation process.

The best time to set up a DMP is when you start your research project. So when you are planning your research, it is important to think about how exactly you want to handle data and other outputs. That way, based on the kind of data you are going to produce, you can figure out the infrastructures and processes you will need, and how the data will be handled during and after the project.

For joint research projects, we recommend creating one DMP for the entire research project. Within the DMP, you can use subsections to describe the different data and how they will be managed. Pay close attention to include all data of all partners involved and indicate the responsibilities for data management of each partner.

Often the funding agencies specify which template you should use. If you do not have exact specifications, you could start with a generic template e.g. at DMPOnline.

Alternatively, the European Commission's Horizon 2020 or Horizon Europe templates may be considered. Both can also be found in DMPonline. Humboldt University also lists a selection of DMP templates on its website.

Also, see “Where can I find examples of DMPs?”

DMPs can be as long or as short as necessary. However, to be most useful, your DMP should cover all the necessary topics to help you manage your data throughout the project and beyond. Make sure you meet all funding agency requirements, describe your work and workflow as accurately as possible, and address reuse and sharing of your data appropriately. Depending on the template used and the size of the project, the DMP is typically between one and seven pages long.

The QUEST Center has compiled a DMP template for Charité researchers. Please be aware, however, that most aspects of a DMP are project-specific. Therefore, this template can serve as an inspiration and provide building blocks for a DMP, but these need to be selected, adjusted, and added to. Plase also beware that different funders have different templates and requirements. 

In addition, we can already share a small number of examples with you, and expect to have more in the future. In any case, we will be happy to support you if you have any questions. Also, you can ask colleagues doing research in similar areas if they have already created a DMP.

Depending on the funder's requirements, there may be specific times when you need to review your DMP. Regardless, it is a good idea to review your DMP regularly.

The research process sometimes requires you to revise your planned path. A DMP is a living document, which you may need to change as the course of your research changes. Remember to review your DMP each time your research plans change to make sure it is still an accurate guideline for everybody involved in the project.

Currently, there are no DMP seminars at the Charité. However, you are invited to attend seminars from Humboldt Universität or Freie Universität.

A once-only seminar on data management with a focus on DMPs has been offered at QUEST by former staff scientist Angela Ariza de Schellenberger. The seminar slides are available here.

There are various tools such as DMPOnline that you can use to create a first draft. Additionally, all funders provide templates for their required DMPs.

We can also support you in creating a DMP, both by consulting you before you draft a DMP and by giving feedback on an early DMP version. If you conduct clinical research or work with personal data, Christina Habermehl will provide support as part of the Brainlab project cRDM@NCRC. In this case, please begin by filling out this contact form. It will support us in consulting you and sections from it can then be used in a DMP. If you conduct preclinical research or do not work with personal data, please contact Evgeny Bobrov.