Instructions to report on FAIR data management using key items

This page contains the instructions for filling in the table with key items. With the key items, the project leader reports on the progress and the outcomes of data management. Also the latest version of the DMP must be submitted to ZonMw as a background document to the key data.

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

Key items table with specific references

 
Table Key items - (May 2024 version)
Table Key items - (May 2024 version)
Key itemsAnswers (for some questions multiple answers can be filled out)
General information:
  1. Project number (project ID):
  2. The information on the key items was provided by:
  3. Role in project: project lead / data steward / other:

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’.

Type of resource:
☐ data    
☐ collection of biomaterials
☐ software package
☐ other types of resources, namely:

Key item 1. Making data findable with a persistent identifier

The URL of the Persistent Identifier (PI)  or unique code, which refers to the resource (e.g. DOI-code (digital object 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:
RDMkit – Identifiers for data publication
Health-RI (SURF): Persistent Identifers

☐ DOI/PI-code for the data/resource*:
☐ DOI/PI-code that is provided by the repository or catalogue where the data/resource is published *:
☐ I am not able to provide a code because (please explain):      
I therefore provide an alternative code or webpage to find the resource: 
☐ I put the code in My ZonMw, at ‘Huidige /afgeronde aanvragen’.
☐ I am not able to provide a code because (please explain):      

☐ Space for remarks: 

Key item 2. Making data findable via a data platform or repository

Find guidance in:
RDMkit – Data storage at the end of a project
RDMkit – Data publishing
Health-RI (SURF): Data storage and management

☐ The data are available (open or under restrictions) in a public repository (agreed by datasteward). URL/name:
☐ The data are stored in an institutional archive (agreed by datasteward). URL/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:      

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:

☐ Terms of use or license (URL/PI):  
☐ Access to the data is controlled by a Data Access Committee (DAC)
☐ In the case of personal data: participants provided informed consent for (secondary) use of the data (Nederlands: er is toestemming voor (nader) gebruik van de data)
☐ My data are open access. There are no terms of use or license.
☐ My data are open access. The terms of use or license are:      
☐ The terms of use are not formulated yet (please explain): 

Key item 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:
RDMkit – Documentation and metadata 

☐ I confirm that I used a preferred file format for my data.
If not, please explain:  
☐ I use an existing data model
☐ I use a new data model.
☐ I use a terminology (e.g., vocabulary, code, ontology)

☐ The standard(s) I use is/are FAIR, i.e. machine-actionable.
☐ The standard(s) I use is/are commonly used in my research domain.
☐ The standard(s) I use is/are agreed by my data steward.
☐ Space for remarks:     

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:

☐ I use a metadata scheme that is provided by my repository.
☐ I use a metadata scheme that is specific for my research domain.
☐ I use a standard metadata scheme.
☐ I created a new metadata scheme.
☐ The metadata scheme(s) I use is/are FAIR, i.e. machine-actionable.
☐ The metadata scheme(s) I use is/are agreed by my data steward.
☐ I do not use a metadata scheme (please explain):
☐ Space for remarks:      

Key item 6. Personal data

In the case of personal data: the privacy of the participants is protected, complying with AVG/GDPR regulations.

Please tick the options that apply to your data, and provide details in your DMP.

Find guidance in:

☐ Together with the data steward and/or privacy officer at my institute, possible privacy issues were assessed.
☐ (as in key item Terms of use - license): participants provided informed consent for secondary use of the data (Nederlands: er is toestemming voor nader gebruik van de data)

Measures to protect the privacy:
☐ Data anonymization
☐ Data pseudonymization
☐ I do not provide raw data, only aggregated data from which no personal data can be extracted.
☐ The measures were agreed by the data steward and/or privacy officer at my institute.

☐ My data do not contain personal data
☐ Space for remarks: 

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:      
☐ I registered the protocol also on another open science-platform. ID/registration number: 
☐ I do not use animals for my project.

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.