Data Management and Sharing  

National Institutes of Health (NIH). Certain NIH grant proposals require data sharing. Click here for more information on the NIH data sharing policy.

National Science Foundation (NSF). Proposals submitted to NSF after 18 January 2011 will require a data management plan. The requirements are described in Chapter II.C.2.j of the Grant Proposal Guidelines. NSF also provides a Frquently Asked Questions (FAQ) page regarding this new policy.

The California Digital Library along with a number of other institutions have created a free data management planning tool. The DMP Tool can help you:

• Create ready-to-use data management plans for specific funding agencies
• Meet requirements for data management plans
• Get step-by-step instructions and guidance for data management plan
• Learn about resources and services available at your institution to fulfill the data management requirements of their grants

This guide was created by Galvin Library to help IIT researchers and staff understand data management and the data management and data sharing provisions in government grant programs from the National Institutes of Health (NIH) and National Science Foundation (NSF).To make it easier to use, the guide is separated into the following categories:

• IIT's Data Repository: Use this tab to learn more about using IIT's institutional repository, share.iit, as a repository for your datasets.
• Metadata: Use this tab to find out more about creating and applying metadata to your datasets.

What is Data?
What is data management?
What is metadata?
How can I manage my datasets?
How do I create the metadata I need to define my datasets?
What is an institutional repository?

What is Data?

OMB defines data as "the recorded factual material commonly accepted in the scientific community as necessary to validate research findings, but not any of the following: preliminary analyses, drafts of scientific papers, plans for future research, peer reviews, or communications with colleagues." OMB Circular A-110 Revised 11/19/93 as further amended 9/30/99, subpart C, sec __.36(d)(2)(i). (top)

What is data management?

Data management, sometimes referred to as data curation, is more than just the safe storage of datasets. The complete life cycle of the data must be considered, such as how long to retain datasets, how to migrate from obsolete file formats, and how to properly dispose of datasets at their end of life. Also, because the datasets need to be shared in order to have value, they need to be appropriately and meaningfully “tagged” with metadata. Data management also includes identifying restrictions on the use of or access to the datasets and the means to control access.  (top)

What is metadata?

Metadata is data about data--it fully and meaningfully describes the data and makes it possible to efficiently search a large data repository for specific datasets. In the case of datasets, this metadata may include:

• the identification of the creators for properattribution byusers;
• a general description of the actual datasets, including size, format, and dates created;
• information about the experiments or processes that generated the data, including the techniques used for capturing and recording the data;
• a definition of the researcher's intellectual property rights to the data. (top)

How can I manage my datasets?

IIT's institutional repository, share.iit, provides the framework for storing and tagging your datasets. The homepage is at http://share.iit.edu. Share.iit provides a robust system for not only storage, but also for the assignment of the metadata and access restrictions. For more information, contact share@iit.edu. For more information on using share.iit, click on the "Data Repository" tab of this guide. (top)

How do I create the metadata I need to define my datasets?

Good metadata is essential for effective data management and sharing. Librarians at Galvin Library have the expertise to help you with all your metadata requirements. Contact your subject librarian  or Charles Uth (uth@iit.edu, 7-5319) for any questions you may have. For more information on using and creating metadata, see the metadata tab of this guide. (top)

What is an institutional repository?

“An Institutional Repository is an online locus for collecting, preserving, and disseminating -- in digital form -- the intellectual output of an institution, particularly a research institution.” (Wikipedia)

In its capacity as a data repository, an institutional repository provides a framework for storing, searching, and retrieving datasets in diverse formats. (top)

For more information on data management & data sharing, the following sites are highly recommended reading: