Getting acquainted with the Synchronized GDPR-DMP forms

Instructions for Synchronized GDPR-DMP forms

We have recently synchronized certain items in the GDPR/DMP forms. Here is a breakdown of what you can expect. 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". Tick that box, and voila!

. Done! Your GDPR registration will be automatically generated based on your DMP information. The inter-changeable items will also now be linked and can be pre-filled.

Step 2: Do forms remain linked forever?

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, both forms 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. You will need to uncheck the linking box at the bottom of the form.

Step 3: Who can do what? Permissions and Authorizations in Linking Forms

A Support Specialist can manually connect both DMP forms and GDPR registrations. A support specialist can also visualize on the right-hand side all linked registrations (e.g. DMP/GDPR). In the case shown in the example a previously existing GDPR registration is linked to the newly created DMP form. A support specialist can help you to link existing forms in the system.

Important note for the future :

Your DMP and GDPR forms can now be automatically linked, streamlining the data entry process. However, it's important to note that while the information is connected, the approval process for each form may still be separate. This means our data specialists and privacy team might review your information independently. Lastly, remember clicking "Send" saves your forms, but it doesn't submit them. To submit, follow the additional steps (if any). Contact dec@mumc.atlassian.net for assistance.

Click on the picture to see how it looks in the actual form:

Click on the picture to see how step 2 looks like

If you’re an agent you will see the linked issue as shown in the picture below.