Release notes DMP template version 2.1

2.1b I confirm that I am aware of and compliant with laws and regulations concerning privacy sensitive data.

• Updated the guidance with contact details of all the legal teams

2.1c My research project is registered at my institution by the Local Information and Security Officer (LISO).

• Updated the guidance to clarify where to register for GDPR, depending on the type of research

2.1d My study research file (e.g. protocol) has been or will be submitted to the relevant Ethics Committee.

• The links to the relevant ethics committees have been updated in the guidance

2.1g I will be doing research involving human subjects and I am aware that informed consent is required from the participants for collecting or reusing their data.

• Exceptions to informed consent have been added to the guidance

2.1k I will be doing research involving human subjects and I have taken privacy protection measurements.

• Definitions of anonymization and pseudonymization have been added to the guidance

2.2a In collecting new data, I will be collaborating with other parties.

• Elaborations on the answer possibilties have been added to the guidance

2.2d Agreements have been made regarding research data management and intellectual property recorded in a collaboration or consortium agreement.

• Contact details for persons knowledgeable about intellectual property have been added to the guidance

• The template now offers three answer options: ‘yes’, ‘no’ and ‘not yet’

3.1b I have the owner's permission for reusing the data.

• A clear definition of permission has been added to the guidance

3.3a The following type of data will be used/collected.

• A clear definition of each type of data has been added to the guidance

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

• The list of tools provided in the dropdown field has been expanded

• All the tools provided in the dropdown field are GDPR approved

3.6a I will select an ontology/terminology for recording my data that allows my dataset to be linked or integrated with other datasets.

• The term ‘metadata standard’ has been removed, as this is confusing. The terms ‘ontology’ an ‘terminology’ will be used from now on.

• The field in the template has been changed from open text to a dropdown

• The dropdown field contain the most commonly used ontologies within the FHML and MUMC+

• The guidance has been updated with an example and visuals about what an ontology is

3.7 Give an estimation of the size of the data collection: specifically the number of participants or subjects (N) in the collection and its size in MB/GB/TB.

• The field in the template has been changed from open text to a dropdown

• The dropdown field now contains rough estimates for the size of the collection

• The guidance has been updated with a table that can help make an estimation of the size of the collection

4.1a During the project, I will have access to sufficient storage capacity/sites and a backup of my data will be available.

• The guidance has been updated with a storage finder that contains the most used storage systems

4.2a I will ensure that the data and their documentation will be of sufficient quality to allow other researchers to interpret and reuse them (in a replication package).

• A section from the guidance has been removed

4.3a All data processing and analyses will be programmed in syntax or script files.

• The guidance has been updated with suggestions on how to do version control

4.7a Will data be shared and transferred in a secure way with one or more entities?

• The guidance has been expanded with possible tools to use for the transfer of data

4.7b Please explain how the data will be transferred securely.

• The question in the template has been rephrased to also ask about the tool that will be used for transfer

5.1a I will select a data format, which will allow other researchers and their computers (machine actionable) to read my data collection.

• The link in the guidance to the storage formats has been fixed

5.2a I will use a metadata scheme for the description of my data collection (for describing the dataset as a whole).

• The guidance has been updated with an expand that explains about all types of metadata

5.2b Please state which metadata scheme you will use.

• The field in the template has changed from open text to dropdown

• The dropdown field contains the most commonly used metadata standards in FHML and MUMC+

5.3a I will make the following end products available for further research and verification.

• The guidance has been updated to include links to the requirements of the major European funders

5.4a I have a number of selection criteria, which will allow me to determine which part of the data should be preserved once the project has ended.

• The guidance has been updated to include the requirements of the major European funders and the CCMO

5.5a The data collection of my project will be findable for subsequent research.

• The guidance has been updated to explain the difference between a ‘catalogue’ and a ‘repository’

• A storage has been added containing references to the most used repositories in FHML and MUMC+

5.6a I will be using a persistent identifier as a permanent link to my data collection/metadata.

• The question in the template has been changed to include metadata

• The guidance has been trimmed slightly

5.7a Once the associated article is published and/or the project has ended, (part of) my data will be accessible for further research and verification.

• The questions in the template has been rephrased
  
  
  

5.7b Please explain why the data will not be made accessible or why you require an embargo period.

• The guidance has been updated to include a section on when an embargo might be warranted

5.7c Once the project has ended, my data collection will be publicly accessible.

• The dropdown field in the template has been expanded with the option: ‘No, only metadata/codebooks/protocols will be made available’

5.8a I will select an archive or repository for (certified) long-term archiving of my data collection once the project has ended

• The question in the template has been changed from open text to dropdown

• The dropdown field contains the most used repositories/archives within FHML and MUMC+

Once the project has ended, I will ensure that all data (digital and paper), software codes and research materials, published or unpublished, are managed and securely stored.

• This question and guidance has been deleted

• It is assumed that a researcher will always work according to the MUMC+ research code or UM code of conduct

5.9a Please specify the years of storage or explain why the research materials won't be stored.

• The question in the template hsa been changed from open text to dropdown

• The dropdown field contains the respective types of research and associated storage periods

5.10a Once the project has ended and the data have been selected, I can make an estimate of the size of the data collection (in GB/TB) to be preserved for storage or archival.

• The field in the template has been changed from open text to a dropdown

• The dropdown field now contains rough estimates for the size of the collection

Data management costs during the project and preparations for archival must be included in the project budget.

• This question has been removed as budgeting should be done in a seperate form

5.12a Once the project has ended and the data have been selected, I can make an of the costs involved for storage.

• The guidance has been updated to include a paragraph with costs for the use of DataVerseNL and the Maastricht Data Repository