Manage Your Research Data
Data acquisition and management is emerging as a key component of many research activities. Sharing data reinforces open scientific inquiry, encourages diversity of analysis and opinion and promotes new research. Below you can find resources and guidance to support data access sharing and management.
Guidance for Faculty on Data Agreements
Memo from Ann Arvin, Vice Provost and Dean of Research and George Triantis, Professor of Law, Dated February 5, 2015
Access to large data sets has become a key component of research at Stanford. Often, the data providers -- or recipients -- require the researcher or Stanford to sign a written or online agreement. This memo clarifies when Stanford researchers may sign these agreements themselves and when to contact a University office to review and sign the agreement.
Agreements for Incoming Data
You may sign a data agreement in your individual capacity under the following conditions, which relate to: (a) the nature of the data, and (b) the proposed terms of agreement. This applies whether the agreement is a letter, non-disclosure agreement, a license, or comes in another form -- including online “click” agreements.
However, when the data agreement does include any of the conditions above, or you have questions, contact the appropriate contracting office above. They will ask for information about the research, such as a project description, your funding, and University compliance (as applicable). They will consult with the Office of General Counsel, the Office of Risk Management, the Privacy Office, the Information Security Office and the Export Control Office, as appropriate.
Agreements for Outgoing Data
For agreements where you send out data sets, please contact the appropriate contracting office from the list above when the agreement involves one of the above bulleted issues, or:
If you receive or send data without any agreement, the usual academic conventions such as authorship of publications and not sharing others’ unpublished data without permission would apply.
The Stanford Research Computing Center can assist with data security requirements.
If you wish to license out data created in the course of your Stanford work for commercial purposes, contact the OTL (Office of Technology Licensing).
Genomic Data Sharing
NIH Genomic Data Sharing Policy effective January 25, 2015. Memorandum effective January 25, 2015 from Ann M. Arvin, M.D, Vice Provost and Dean of Research, and Harry B. Greenberg, M.D., Senior Associate Dean for Research, SoM
RCO Guidance: "NIH Genomic Data Sharing for NIH Grant Submission" which links to:
- Institutional Certification Genetic/Genomic Data Sharing NOT-G1 rev1 11/14 issued by Stanford University Research Compliance Office
- Sample Genomic Data Sharing Plan template
- FAQs (see Genomic data sharing)
Standard Forms related to Institutional Certification Genetic/Genomic Data Sharing can be found on the RMG website.
The Stanford Digital Repository
The Stanford Digital Repository (SDR) provides digital preservation, hosting, and access services that enable researchers to preserve, manage, and share research data in a secure environment for long-term citation, access, and reuse. By depositing data into the SDR you will:
- Receive a permanent link (persistent URL) to your deposit that will not change over time
- Be able to control when your data is made public and what the licensing rules are around your data
- Make it easy for others to find your data
- Rest easy knowing your data are securely preserved for the future
- Option to register a DOI for your dataset or sign up for an account to mint your own DOIs
Data Management Services
Stanford University Libraries offers tools and services to help researchers comply with funding agency provisions on data management and to improve the visibility of their research.
The University Libraries offer Data Management Services to assist Stanford's researchers with the organization, management, and curation of research data, including:
- Understanding and creating data management plans
- Organizing and backing up your research data
- Acquiring and analyzing data
- Assigning metadata to enable future discovery
- Preserving your data for long-term access
The DMP Tool (Data Management Planning Tool) provides templates, Stanford-specific guidance, and suggested answer text for creating a data management plan for your next grant submission. The Stanford Digital Repository provides long-term preservation of your important research data in a secure, sustainable stewardship environment, combined with a persistent URL (PURL) that allows for easy data discovery, access, sharing, and reuse.
The Data Management Plan Tool
The Data Management Planning Tool (DMP Tool) puts at your fingertips all the information you need to write the data management plan for your next research grant proposal. This online tool includes:
- Current funding agency requirements for approximately three dozen national funding agencies, including the NIH, 14 NSF directorates, DOD, DOE, NASA, NOAA, NEH-ODH, the Gordon and Betty Moore Foundation, and IMLS
- Help text with suggestions and guidelines on composing each plan section
- Links to Stanford-specific guidance, as well as general guidance from funding agencies and information about best practices
- Suggested answer text for those interested in preserving data in the Stanford Digital Repository, and the ability to track, edit, collaborate, share, and export your plan