Data Management and Sharing (DMS) Resources

    Navigating The New National Institutes of Health (NIH) Policy On Data Management And Sharing

    Effective March 20, 2023

    Navigating NIH Policy   DMS Plan Elements   DMS Budgeting Tips

    All NIH proposals/renewals that will generate scientific data must include a plan for storing, protecting, and sharing data (view a plan template). This applies to:

    • Competing grant applications and proposals for contracts that are submitted to NIH for January 25, 2023 (or earlier, depending on the Institute or Center), and subsequent receipt dates.
    • Other funding agreements that are executed on or after January 25, 2023, unless otherwise stipulated by NIH.

    Two-page DMS Plans must be submitted with an application. Those that are approved by the Institute or Center become a Term and Condition of the Notice of Award. Researchers can amend plans as the change and evolve.

    Plans must include the following elements:

    • Data Type – what will be generated, managed, preserved, and shared?
    • Related Tools, Software, and Code – specialized tools needed to access or manipulate data, including how to access them.
    • Standards – description of standards applied to the scientific data and metadata (data formats, data dictionaries, data identifiers, definitions, etc.)
    • Data Preservation, Access, and Associated Timelines – including the repositories used, where data will be archived, unique identifiers or other indexing tools, and how long it will be available.
    • Access, Distribution, or Reuse Considerations – factors affecting data access, distribution, or reuse.
    • Oversight of Data Management and Sharing – indicate how compliance with the DMS plan will be monitored and managed.

    Compliance will be evaluated at regular reporting intervals (e.g., with the annual Research Performance Progress Reports (RPPRs). Failure to comply with requirements for sharing at the end of the funding period may have a negative impact on future proposals.

    Looking for guidance on creating a Data Management and Sharing plan? The Yale Library is a great resource. Please check this page in the future for a link to a course that can help you prepare.

    Researchers can consult professional societies and journals for discipline-specific guidelines. For example: Science Journals: Editorial Policies | Science | AAAS - Initial submission | Nature.

    You are also encouraged to use the DMPTool.

    View sample templates in the Draft and Submit section below.

    If you have questions about the new policy, email osphelp@yale.edu. Please use the subject line: NIH Data Mandate/DMP

    General Information including links to Yale Library tools, NIH policy statements and FAQs

    Please see the information below for additional guidance and links to resources.

    Plan your approach to ensure you are conducting the type of research that requires a Data Management and Sharing plan and view helpful information about selecting a repository.
    Budget for costs associated with DMS and include them in the justification section of your application.

    Costs associated with data management and sharing are allowable and should be included in grant budgets

    • Personnel related to data management and sharing activity
    • Curation
    • Data deposit fees
    • Long-term preservation costs – any costs beyond the period of the grant may be paid during the award period only.

    This policy is evolving. More information to come.

    Draft and submit a DMS plan including all the required elements reflected in the templates below.
    Implement your plan and comply with requirements to ensure your project moves forward upon regularly scheduled RPPR review.

    Proprietary data: NIH understands that some scientific data generated with NIH funds may be proprietary (e.g. co-funding provided by the private sector) and the extent of data sharing may be limited or restricted. Applicants should discuss projects with proposed collaborators early to avoid agreements that prohibit or unnecessarily restrict data sharing. NIH staff will evaluate the justifications of investigators who believe that they are unable to share data.

    Patient data and research involving human participants: Award recipients must comply with any applicable laws, regulations, statutes, guidance, or institutional policies related to research with human participants and that protect participants’ privacy.

    Templates