NIH Data Management and Sharing (DMS) Policy
The 2023 NIH Policy requires all grant applications or renewals that generate scientific data to include a robust and detailed plan for how the data will be managed and shared during the entire funded period. This Data Management and Sharing Plan (DMS Plan) should include information on data storage, access policies/procedures, preservation, metadata standards, distribution approaches, and more.
The term scientific data is defined in the policy as "The recorded factual material commonly accepted in the scientific community as of sufficient quality to validate and replicate research findings, regardless of whether the data are used to support scholarly publications."
The DMS Plan will be assessed by NIH Program Officers (peer reviewers will comment on the proposed data management budget). The Institute, Center, or Office (ICO)-approved plan becomes a Term and Condition of the Notice of Award.
DMS Budget
NIH no longer requires the use of the single DMS cost line item. NIH recognizes that DMS costs may be requested in many cost categories. Therefore, in line with NIH standard budget instructions, DMS costs must be requested in the appropriate cost category, e.g., personnel, equipment, supplies, and other expenses, following the instructions for the R&R Budget Form or PHS 398 Modular Budget Form, as applicable. NIH requires applicants to specify estimated DMS cost details within the “Budget Justification” attachment of the R&R Budget Form or “Additional Narrative Justification” attachment of the PHS 398 Modular Budget Form, pursuant to the instructions. For more information, please see https://grants.nih.gov/grants/guide/notice-files/NOT-OD-23-161.html.
Oversight of Data Management and Sharing
The Proposal PI is required to monitor and manage the DMS plan, with at least yearly examination and oversight of data sharing and storage at the time of the Research Performance Progress Report (RPPR), to ensure compliance with NIH DMS guidelines. The following language for element 6, Oversight of Data Management and Sharing was developed by the Office of Research Administration (ORA) and should be included in your DMS plan:
The Principal Investigator (PI) for this project, Dr. ABC, will ensure that this Data Management and Sharing (DMS) Plan is followed. The PI will be responsible for oversight of compliance with the accepted DMS Plan. Compliance will be evaluated annually during the award period by [insert name and title of the Authorized Official submitting the application] and progress towards the plan’s DMS activities will be included in the annual Research Performance Progress Report (RPPR) submitted to the National Institute of XXXX Project Officer. At the project conclusion, the final progress report will summarize how the DMS objectives were fulfilled and provide links to the shared dataset(s).
Where to Find Help
OUHSC Resources
ORA Presentation: Understanding the New NIH Data Management and Sharing (DMS) Policy (October. 26, 2022)
OU Resources
OU IT has provided some resources and guidance on research data storage and costs. Please refer to the documents below.
OU Library Research Data Management
NIH Resources
Updated: December 12, 2024