A data management plan (DMP) describes the management of research datasets throughout their lifecycle. The plan helps you identify and anticipate risks involved in data management, take into account legal requirements, and ensure sufficient data protection and information security. When writing a data management plan, you must determine how the use and preservation of data as well as their authorship will be agreed.
Whereas a research plan describes, for example, what data will be analysed and how, a data management plan explains how data will be managed and their further use enabled. A data management plan is a dynamic document updated throughout the research project. At its best, it is a practical and easy-to-understand guide ensuring the quality and integrity of data.
Write your data management plan using DMPTuuli, an open tool designed for this purpose. We recommend that you follow the instructions below, as they contain more detailed information on University of Helsinki practices than the general Finnish DMP guidance. To avoid overlaps, your data management plan can refer to your research plan, and vice versa. Please note the following:
Discuss the following in your answer:
Tips for best practices
List your data in the following way using bullet points or a table. The plan is based on the described data types. If you use categorization or abbreviations to describe the data, it will be easier for you to refer to the specific dataset in the rest of the plan.
Example of datatypes in a list format:
1. Data collected in this project
2. Data produced as an outcome of the process
3. Previously collected existing data reused in this project
It is essential to identify sensitive data types, as data management planning includes recognizing and managing the risks involved with such data. If your data contains personal data, you need to identify the controller. More information can be found in the Data protection guide for researchers (Flamma) and in Additional instructions for planning the management of confidential and personal data.
Sensitive data is information that could cause damage if revealed. Such data are:
Discuss the risks involved in controlling data integrity and quality, as well as how they are managed. Notice that data quality and the quality of research methods are two distinct issues.
Tips for best practices
Describe the following practices, if they are or will be in use:
Discuss the following in your answer:
Describe how you will maintain high ethical standards and comply with relevant legislation when managing your research data. Describe what are the risks involved, and how are they managed.
Additional information
For example, other requirements apply to informing participants and documenting the processing of personal data. You can find more information about them in the links below.
Data protection guide for researchers (Flamma)
Informing research participants (Data management guidelines, FSD)
Research ethics on Flamma and on the university's external website
Describe what has been agreed about data usage rights. Consider if there are rights belonging to a third party. Anticipate what licenses will be used when data is opened.
Guidance about data ownership and licenses
Additional information
University of Helsinki research data policy
Metadata is the documentation and description of research data.
Metadata standards are uniformal models of data documentation.
The documentation describes who collected the data and how it was collected. When, where, and by which means was it collected? How has it been processed? Metadata can include information about test arrangements, methods of analysis or research environments.
“The documentation and metadata associated with research data should follow discipline-specific standards to enable the reuse and further enrichment of the data in future research projects. Metadata associated with research data must be published whenever possible, either in national or international metadata services.” (quoted from Research Data Policy)
The documentation during the research project includes, e.g. explanations of variables and codes (data dictionary, codebooks) and readme-files. Documentation also includes file naming conventions, version control and directory structure.
After the project, the research data is published, archived, or listed in a data repository or in a metadata catalogue. For this, the data needs to be described as a whole or, e.g., by data types.
Tips for best practices
Additional information:
Consider the following questions:
Opening, publishing, and archiving data after the project will be described in section five.
Tips for best practices
Make sure your project has sufficient storage space. If not, please contact Helpdesk at tel. +358 (0)2 941 55555 or helpdesk@helsinki.fi.
Additional information
UH Research data management services
Answer the following questions:
Tips for best practices
Additional information
National Cyber Security Centre: Ohje lokitietojen tallentamiseen ja hyödyntämiseen (FIN)
UH Helpdesk at tel. +358 (0)2 941 55555 or helpdesk@helsinki.fi
Please answer the following questions. You can refer to the table in section General Description of Research Data, if you used one:
If your data cannot be opened:
Tips for opening data containing personal data
Tips for best practices
Additional information
UH Research data policy
UH principles of open publishing
Tutkijan muistilista tutkimusdatan julkaisemiseen (Responsible Research)
Discuss where data with long-term value is archived and for how long.
An archiving plan is part of research quality and transparency.
Tips for best practices
Links to general guides and additional information
Five steps in deciding what data to keep (DCC, UK)
UH Archiving plan (Flamma)
Data disposal (Data management guidelines, FSD)
Summarise and describe the roles and responsibilities here. Answer the following questions:
Tips for best practices
Describe what resources (time and costs) are needed for data management? Thorough planning at the start and during the project means less work at the end when the data is prepared for opening and preservation.
Tips for best practices
Allocate time and funds also if you need to anonymize, protect or destruct sensitive data.
Specify your data management costs in the budget according to funder requirements.