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Research Data Management Plan

6. DMP: Types and formats of data

6.1 Types of data , and what data will be kept

Describe the data, code, and other research products produced. Use this section to outline how you will store and manage data during the project. You should also identify what data you will retain and share after the project is complete.

Funding agencies and journals have different definitions of 'data', so consult the official instructions to determine what materials count as data.

What types of data will you produce, how much, and for how long (this is about the volume and variety of data)?

What are the data sources? Are you collecting data yourself or using publicly available data from open-access repositories or data centers?

What instruments or software are involved?

What is your plan for data storage, security, and backup during your project?

  • If you have IRB approval for your project, you may be able to adapt this information from your IRB content.

Of all the data you will collect or produce, what data will you retain after the project is finished, and why?

  • Consider what data are necessary for replication and what data may stimulate new research in your field and beyond. Please refer to "2.4 Criteria for data retention" for additional considerations.
  • If possible, reinforce your decision to retain data with reference to potential user communities. Who could use your data?
  • If you choose to discard certain data, explain why.

6.2 Format and Documentation 

Describe how you will format and document your data. Data formats refer to the data structures and file formats that you use to save, transfer, and share data. Documentation refers to all the information about your data that another researcher would need to understand and use your data for replication, reference, or new research. Depending on how you document your research, you may already collect this information in a codebook, data dictionary, readme file, metadata file, or lab notebook. Typically, the documentation will include general information about your project, data collection methods, data processing, meaning of any codes or abbreviations, terms and conditions of use, software required, inventory of data files, and so on.

Note: You do not have to include any documentation in your plan, only a description of your method of documentation.

Tip: If you identify a potential public-access repository, data center, or archive before you start writing your plan, the data managers can often direct you to specific data formats and documentation standards. Please refer to "4.1 Public-access repositories, archives, and databases" for suggestions and recommendations.

What data structures and file formats will you use to capture and store data during your project?

What data structures and file formats will you use to share data after your project is finished?

  • Many commercial software formats and instrument formats are not suitable for public access and long-term preservation because they can only be opened and manipulated by the software or instrument that created them. See our format recommendations for platform-independent alternatives.

How will you record documentation for your data? Will you use a standard form of metadata?

  • In some fields, metadata is highly standardized and requires specific information. If this applies to you, identify the standard.
  • If there is no commonly used metadata standard appropriate to your situation, state that fact and describe how you will document your data.

Where will you store and backup your documentation?