Data and Resource Management and Sharing Plans

Overview

NIH has several policies addressing the need to share NIH-funded data and resourcesExternal Web Site Policy developed in grant applications.

In the National Cancer Institute’s Healthcare Delivery Research Program (HDRP) this typically applies to sharing various types of data, though resources could also include model organisms, research tools, etc. depending on the proposed project.

In addition, funding opportunity announcements may also have additional data sharing requirements. All policies and requirements that apply to the grant application should be addressed.

NIH Policy for Data Management and Sharing (Effective January 25, 2023)

On January 25, 2023, the Final NIH Policy for Data Management and SharingExternal Web Site Policy (DMS) comes into effect for any NIH-funded research that will generate scientific dataExternal Web Site Policy, regardless of the research grant budget size. The new policy replaces the 2003 NIH Data Sharing PolicyExternal Web Site Policy. The 2015 Genomic Data Sharing PolicyExternal Web Site Policy remains in effect, along with data sharing requirements that may be in the funding opportunity announcement. For Large Budget Grant Applications (≥ $500,000), please review the updated information on materials required for ARAs.

The new Data Management and Sharing (DMS) policy requires investigators submitting grant applications to NIH after the effective data to submit a full planExternal Web Site Policy outlining how scientific data from their research will be managed and shared. Data management and sharing plans may be further negotiated and considered as part of the funding decision. Applications will only be funded when data management and sharing plans are complete and accepted by NIH program staff.

To help the research community prepare for implementation of the new policy, NIH provides the following supplemental information:

NOTE: HDRP is working to update its webpages on preparing data management and sharing plans for submission and complying with approved plans during the life of the grant.

Preparing Data Management and Sharing (DMS) Plans

The DMS plan will need to address the following elements:

  • Data type and amount that will be preserved and shared
  • Related tools, software, code needed to access and manipulate data
  • Standards to be applied to scientific data and metadata
  • Data preservation, access, timelines: Repository to be used, persistent unique identifier, and when/ how long data will be available
  • Access, distribution, reuse considerations: Description of factors for data access, distribution, or reuse
  • Oversight of data management and sharing. Description of how plan compliance will be monitored/ managed and by whom

Additional details can be found in the supplemental information: Elements of an NIH Data Management and Sharing PlanExternal Web Site Policy.

The DMS plan should address all data sharing in the application, including requirements from other policies.

Applicants should attach the DMS Plan in new the “Other Plan(s)” field that has been added to the PHS 398 Research Plan Form and the PHS 398 Career Development Award Supplemental Form. See NOT-OD-23-012External Web Site Policy for more information.

NOTE: Resource Sharing Plans (e.g., for model organisms) for other policies and requirements should still be included in the grant application’s “Resource Sharing Plan” section.

Research Subject to Both the NIH Genomic Data Sharing (GDS) Policy
and the NIH DMS Policy

For grant applications submitted on or after January 25, 2023, the 2015 Genomic Data Sharing PolicyExternal Web Site Policy remains in effect. Investigators are strongly encouraged to review the additional information that NIH has recently released on the implementation changes for genomic data sharing plans (see NOT-OD-22-198External Web Site Policy).

When both the DMS and GDS policies apply, only one plan that addresses both policies should be submitted. Note that GDS Policy expectations remain in place regarding data to be submitted, repository and timelines for data submission and release, and informed consent and institutional certification.

Requesting and Justifying Costs for Data Management and Sharing

Under the new DMS policy, investigators can submit a budget to cover costs of data management and sharingExternal Web Site Policy, with a brief justification (half page) outlining the budget items. Investigators whose research projects are also subject to the GDS Policy should also include requested costs for genomic data management and sharing (NOT-OD-22-198External Web Site Policy)

Need More Information?

DMS Policy & Sample Plan Templates

Contact a HDRP program director for questions on the new DMS policy and obtain sample plan templates.

Policy Requirements & Implementation Changes

Visit the NIH scientific data sharing websiteExternal Web Site Policy to learn more about the new policy requirements and implementation changes.

Related Notices & Additional Resources

Visit the NIH web page on public access and open scienceExternal Web Site Policy to learn more about related notices, statements from the NIH Director, requests for information, and additional resources.
Last Updated: 08 May, 2023