A data management plan (DMP) is a document that explains how data will be collected, structured, stored, shared and preserved throughout the lifecycle of a research project. Many funding bodies now require applicants to outline their approach to data management. In some cases, such as with Horizon Europe or the Icelandic Research Fund (Rannís), a brief overview must be included in the proposal, while a full DMP may be required once funding is awarded.
A well-prepared DMP helps researchers plan how to handle their data responsibly and efficiently. Sound data management practices also improve research transparency, reproducibility, and long-term accessibility of data.
Why DMPs are required
The expectation that researchers prepare DMPs arises from a combination of:
- Funding agencies and institutional policies
- Legal frameworks, such as data protection and privacy regulations
- Ethical standards
- Best practices for open and collaborative research
- Increasing journal and publisher expectations for data availability
Researchers should tailor their DMPs to meet the standards of their field and the requirements of specific funders or institutions.
Examples include:
- The Icelandic Research Fund
Applicants must describe how data will be managed in the proposed project. Although a formal DMP is not required before the project begins, data management must be addressed in the application. - Horizon Europe
Data management must be considered at both the proposal and implementation stages. Requirements differ between calls and should be reviewed carefully for each project. - NordForsk
Projects are expected to demonstrate good data management and cross-border sharing practices, following the FAIR principles. Proposals should outline how data and results will be made openly available.
What a DMP typically includes
Most DMPs address the following topics:
- Data generation: What data will be created or collected?
- Metadata and standards: How will data be described and documented?
- Quality assurance: Measures to ensure data reliability and consistency.
- Access and sharing: Plans for making data available and under what conditions.
- Ethical and legal considerations: Restrictions related to privacy, consent, or confidentiality.
- Intellectual property: Copyright and licensing arrangements.
- Storage and backup: How and where will data be stored securely?
- Roles and responsibilities: Who is responsible for each aspect of data management?
- Resources and costs: Estimated effort, infrastructure, and budget needed.
Putting a DMP into practice
A DMP is a living document that should be updated regularly as the project evolves. When preparing a plan, researchers should realistically assess:
- Which data can and should be shared
- What barriers exist (e.g., ethical, legal, or technical)
- How those barriers can be addressed early in the project
Implementing measures early, such as standardized file naming, secure backups, and documentation practices, saves time and avoids last-minute complications when publications or reports are due.
Help and further information
DATICE – The Icelandic Research Data Service
OpenAIRE – Open Access Infrastructure for Research in Europe
ARGOS – An OpenAIRE tool that simplifies the management, validation, monitoring and maintenance of Data Management Plans specifically for Horizon 2020 projects.
CDHA – Centre for Digital Humanities and Arts