Instructions to report on FAIR data management using key items
Key items to report on the progress and outcomes of data management
For whom?
- For project leaders (grant recipients) affiliated to research institutes and/or practice organisations working together with such institutes.
- The data steward advising the project leader.
When?
- Halfway through the project, to be included in the progress report.
- At the end of the project, to be included in the final report.
About what?
- In the progress report about the data management progress, to the extent this information is already available.
- In the final report about the data management results, i.e. the resources that were used in the project and that were made reusable and accessible (subject to conditions). The list must be completed in its entirety. If the information is not available yet, please provide an explanation.
- Specific instructions for the report may be provided for a programme or funding round.
Explanation and support
- There are many websites and platforms with good data management tips. We will list a few that can be used as starting points, as they are comprehensive and always up to date, and contain references to specialist data services and infrastructures: RDMkit, FAIR Cookbook , Health-RI services, Health-RI Data stewardship Handbook, LCRDM.
- Support by the local data steward is of the utmost importance in interpreting the information and making choices appropriate to the project and the local situation.
- The table lists specific references for each key item.
Key items table with specific references
| Key items | Answers (for some questions multiple answers can be filled out) |
|---|---|
| General information: |
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Please tick the type of resource for which you provide the key items.You may fill out a list for each resource. In the key items below, you may read for the term ‘data’ also ‘other types of resource’. |
Resource: |
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Key item 1. Making data findable with a persistent identifier * Provide the code: In My ZonMw at ‘Huidige /afgeronde aanvragen’. Look for the instructions (in Dutch; English will come soon) in chapter 2 - Producten, publicaties en andere resultaten in the Manual for project leads op Digital loket My ZonMw. To finalise your project, it is mandatory to fill in this key item completely and correctly. Find guidance in: |
☐ DOI/PI-code for the data/resource*: |
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Key item 2. Making data findable via a data platform or repository Find guidance in: |
☐ The data are available (open or under restrictions) in a public repository (agreed by datasteward). Link/name: In this case you must also answer the following question. ☐ To improve the findability of the data, their metadata are published in an online (metadata-)catalogue or web portal: Link/name: ☐Space for remarks: |
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Key item 3. The terms of use The terms of use or license providing the conditions for other researchers to use the data (provide the link, or persistent identifier) Find guidance in:
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☐ Terms of use or license (link/PI): |
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4. The standards Information on the standards that are used to register your data. Please tick the options that apply to your data, and provide details in the final version of the DMP that you hand in with your end report. Find guidance in: |
☐ I confirm that I used a preferred file format for my data. ☐ The standard(s) I use is/are FAIR, i.e. machine-actionable. |
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Key item 5. Metadata A metadata scheme that provides information about (the provenance of) the research data and/or other resources that you use. The metadata must at least describe de data on the study-/project-level. Preferably you use a scheme that is specific for your research discipline. If not available, use a generic scheme. Please tick the options that apply to your data, and provide details in the final version of the DMP that you hand in with your end report. Find guidance in:
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☐ I use a metadata scheme that is provided by my repository. |
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Key item 6. Personal data In the case of personal data: the privacy of the participants is protected, complying with AVG/GDPR regulations. Find guidance in:
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☐ Together with the data steward and/or privacy officer at my institute, possible privacy issues were assessed. ☐ My data do not contain personal data |
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Key item 7. Animal research In case of animal research: it is recommended to register your protocol(s) at preclinicaltrials.eu. Please provide the ID of the registration. |
☐ ID/registration number at preclinicaltrials.eu: |
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Frequently asked questions
The purpose of the DMP is to plan data management at the beginning of the project. The DMP is a living document, and may be supplemented or adjusted during the project. The key items are to report on the progress and outcomes of data management. The information for the key items can (and should) also be found in the DMP. Read more about key items and what ZonMw uses them for in instructions FAIR data for project leaders.
It’s good to have all the aspects of data management in order as early as possible. However, for the key items ZonMw does not assume that all of the information is already available halfway through a project. The list of key items must be completed in its entirety in the final report. If necessary, please explain the situation in the key items list.
The key items are a way for ZonMw to verify that the project leader is making arrangements to make data (and other resources) reusable and available (possibly subject to conditions). It is clear that there are many different ways of doing this. This means that generally there are no ‘right’ or ‘wrong’ answers. Advice from a data steward and, possibly, other experts at the research institute or at a data infrastructure or service organisation is important in finding a suitable solution.