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Research Data Governance and Privacy

…the principle of openness in research - the principle of freedom of access by all interested persons to the underlying data, processes, and to the final results of research - is one of overriding importance."

Stanford Research Policy Handbook 1.4

Who We Are

Research Data Governance and Privacy, within the Office of the Vice Provost and Dean of Research, develops policies and provides guidance on data compliance, management, and sharing. It supports proactive planning for responsible data use across the research lifecycle and helps researchers navigate data-related policies and regulatory requirements. The team also assists research administrators, faculty, and others in developing effective data management plans and fostering a culture of responsible data stewardship. 

Our Services

We provide subject matter expertise to support the Stanford research community in the following areas:

  • Policy interpretation: Advise on Stanford policies related to data privacy, security, and protection. 

  • Regulatory guidance: Provide expertise on laws, regulations, and guidelines, including HIPAA, GDPR, and other data privacy frameworks. 

  • Data Use Agreements (DUAs): Assist with the DUA approval process, including review, compliance, and coordination with relevant offices. 

  • Third-Party vendor contracts: Review data-related vendor agreements to ensure compliance and mitigate risk. 

  • De-identification strategies: Provide guidance on de-identification to meet legal, regulatory, and ethical standards. 

  • Data management plans: Support researchers in developing compliant and effective data management plans. 

  • Collaboration with research support offices: Partner with the Information Security Office, Contracts Office, Privacy Office, Global Engagement Review Program (GERP), and others to support data governance and compliance. 

  • Training and awareness: Offer training and resources on best practices for data compliance and security. 

  • Risk assessment: Identify and advise on potential data-related risks in research projects. 

  • Data compliance: Provide guidance on data transfer, privacy, and security requirements for collaborations. 

Resources for Writing Data Management and Sharing Plans

The majority of inquiries from the Stanford research community involve requests for resources to develop effective data management and sharing plans. We provide access to tools and services to ensure sensitive data is protected and managed in compliance with federal requirements:

NIH Requirements

Data agreements are required for NIH-funded research and are often necessary or recommended for other research engagements. Additional federal agencies are expected to introduce data-sharing policies for federally funded research. The Data Governance and Privacy team collaborates with offices across Stanford, including the Office of Research Administration, Industrial Contracts Office, and Research Management Group, to support compliance.

DMP Tool 

This platform helps researchers write effective data management plans, including NIH data management and sharing plans. Available for free, the DMP Tool includes templates, guidance, and links created by data management experts at Stanford and beyond.

Assistance by Type of Research

The first step in the DUA process often depends on the research sponsor. Below are common funding scenarios and the appropriate offices for assistance:

Stanford DMP Service

This Stanford DMP Service provides a single point of contact for assistance in writing data management and sharing plans. When needed, it connects individuals with other campus resources, such as the following: 

To Learn More Email stanford-dmp@lists.stanford.edu or complete this form

Scott Edmiston

Our Team

Scott Edmiston

Director, Research Data Governance and Privacy

scotted@stanford.edu

Learn More

Explore more details about the NIH data management requirements and tips for writing an effective Data Management Plan. Visit Six Things You Need to Know About the NIH Data Management and Sharing Policy.

Six Essentials of an Effective Data Management Plan

While a specific format is not required for a Data Management and Sharing Plan, the following six elements should be addressed. The Stanford DMP Service recommends describing each of them in discrete sections. Individual centers, offices, and calls for proposals may also have specific requirements about how these elements should be addressed such as the use of specific repositories for secondary uses.

Data Types

A description of the types and estimated amount of scientific data that will result from NIH-funded or conducted research, which scientific data will be preserved and shared, and the rationale for these decisions.

Related Tools, Software and/or Code

Whether specialized tools are needed to access or process shared data to support replication or reuse. The names of the needed tools and software should be listed.

Data Standards

An explanation of what standards will be applied to the scientific data and associated metadata to be collected. These include data formats, data identifiers, definitions, unique identifiers, and other data documentation.

Data Preservation, Access, and Associated Timelines

An indication of the timelines for data preservation and access.

Data Sharing Agreements, Licenses, and Other Use Limitations

NIH encourages the broadest use of scientific data resulting from the research it funds or conducts. This sharing should be consistent with privacy, security, informed consent, and proprietary issues.

Oversight of Data Management

Information on who is responsible for data along the various stages of a research project – data collection, transfer, processing, publication, and final disposition (i.e., deposit into a repository for appropriate secondary uses). This will also include appropriate planning for individual roles and responsibilities across the data lifecycle.

More About NIH Data Sharing Recommendations

While there is no specific requirement to share data, NIH expects researchers to plan for appropriate secondary uses and for researchers to maximize those opportunities. NIH says the research community should “maximize the appropriate sharing of scientific data generated from NIH-funded or conducted research, consistent with privacy, security, informed consent, and proprietary issues.” 

This should be done where appropriate and subject to considerations associated with privacy, security and Ethical, Legal, and Social Implications (ELSI). The policy does not state that all data needs to be shared openly. However, if restrictions are placed on data sharing, researchers need to outline them in the Data Management and Sharing Plan. 

Created: 10/21/22

Updated: 02/25/25