Instructions for Synchronized GDPR-DMP forms

Filling out forms can be a hassle. We've made things easier by letting you fill out certain sections of our DMP and GDPR forms only once! Here's what this means for you:

• Less typing: Fill out a section once, and it will automatically appear in other related forms. No need to repeat yourself!

• Save time: Focus on what matters, not filling out the same info repeatedly.

• Fewer errors: Less manual entry means fewer typos and mistakes.

Plus, you can now easily create a GDPR registration form based on the information you've already provided in a DMP form, and vice versa.

Here is an overview of the interchangeable items:  

• What is the title of your project? 

• Provide an abstract or brief summary of your project 

• Provide the name of the institute 

• Provide the name of the other institute 

• Please select your research department(s) 

• Provide the name of the other department 

• What is the name of the principle investigator? 

• Who is the primary point of contact? 

• Please select the tools, instruments or other means you intend to use for collecting, processing or storing data 

• Will data be shared and transferred in a secure way with one or more entities 

Now let’s look into how to make it happen :

Step 1: Need to create a GDPR registration, but already filled out a DMP form? We can save you time!

. Complete your DMP form: Just fill it out as usual, with all the details about your data management plan.

. Effortless conversion: Look for a checkbox labeled "Create GDPR Registration" (or something similar). Tick that box, and voila!

. Done! Your GDPR registration will be automatically generated based on your DMP information.

Click "Yes" below if this sounds like a time-saver you'd like to use.

Step 2: How to link forms:

Even after creating a linked GDPR registration from your DMP, you can choose to unlink them at any time. This means they'll become separate forms again, and the information won't be shared automatically. However, will still exist.

See it in action: Take a look at the image on the right the right hand. It shows both your DMP and newly created GDPR registration listed under "Open Requests," but they're linked.

Unlinking is easy: If you ever need to edit the information separately, you can unlink the forms with a few clicks.

Step 3: Permissions and Authorizations in Linking Forms

A Data Steward with an Agent Level can manually connect both DMP forms and GDPR registrations. An Agent Data Steward can also visualize on the right-hand side the linked issues. In the case shown in the example a GDPR registration is linked to the newly created DMP form. An Agent Data Steward has permissions and authorizations to work both on the customer portal and in Jira work environment.

Important note for the future :

While the information in your DMP and GDPR forms can now be automatically shared, it's important to remember that the approval processes for each form might still be separate. This means you might need to review and get approval for each form independently, even though the data is linked.