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Research Data Commons Indiana University

Writing Data Management and Sharing Plans for Federally Funded Proposals

Resources to help researchers make plans for the management of data

Upcoming Webinar on Data Management Planning & Support: RDC staff and data services librarians from IUB Libraries, University Library, and Ruth Lilly Medical Library will be holding an interactive workshop on developing your Data Management & Sharing Plan on March 3.

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Data Management Plan Resources

A Data Management and Sharing Plan (DMSP) is a formal document that describes how research data will be managed, preserved, and shared throughout the lifecycle of a federally funded project. Most U.S. federal research agencies now require a DMSP (also sometimes called a DMP) as part of the proposal package. Planning for data management up front helps ensure that your research complies with federal requirements, supports reproducibility and reuse, and enhances the impact of your work.

In this guide, we share both common elements of DMSP plans and some specifics about major federal funding agencies. We also highlight the many resources available to help any IU researchers who are preparing a plan. There are consultation services through libraries and the IURDC, as well as some self-service tools.

Good data management is good science. Thoughtful planning improves the impact of your research and strengthens your proposals for federal funding.

Why does this matter?

Federal agencies increasingly view data management as integral to good science and public accountability. While the plans are not often scored in federal proposals, they can usually be viewed by reviewers and program staff and not infrequently are referenced (especially at NSF). They become part of the ongoing reporting and deliverables of a successfully funded award and at some agencies, like NIH, changes to the DMSP must reported.

What Is a Data Management & Sharing Plan?

A DMSP outlines how research data generated by your project will be organized, documented, preserved, and made available to others. It applies to all research that produces or uses data, whether digital or physical, unless the funding agency explicitly states otherwise. A strong DMSP should align with the FAIR principles — making data Findable, Accessible, Interoperable, and Reusable — while respecting legal, ethical, and privacy constraints.

Common Elements Across Agencies

While the details differ, most federal DMSP requirements share a core set of expectations:

  1. Description of Data to be Generated
  • Types, formats, volume, and sources of data
  • Expected metadata and documentation needed for reuse.
  1. Standards, Tools, and Metadata
  • Standards for data and metadata formats, identifiers, and documentation.
  • Software, tools, or code necessary to interpret or use the data.
  1. Data Storage, Preservation & Timelines
  • Short- and long-term storage plans.
  • Selection of appropriate repositories; timeline for making data available.
  1. Access, Sharing & Reuse
  • Access policies, restrictions, and protections (e.g., privacy, confidentiality).
  • Ethical or legal considerations affecting sharing.
  1. Oversight and Implementation
  • Who is responsible for executing the plan and monitoring compliance.
  1. Budget Considerations
  • Estimated costs for data management and sharing, justified in the budget narrative (especially NIH).

Practical Tips for Writing Your Plan

  • Start early. Data management should be considered at the project design phase — not at the last minute.
  • Be specific, not generic. Tailor your plan to your data types, discipline norms, and community standards.
  • Use repositories appropriate to your data. Where possible, choose community-recognized repositories that support long-term access and the use of persistent identifiers (e.g., DOIs). Learn more about IU Librarian expert advice on choosing a repository.
  • Address constraints directly. If you cannot share data openly (e.g., for privacy reasons), explain why and describe alternative access mechanisms.
  • Use existing templates and tools. Platforms like DMPTool offer agency-specific templates and examples tailored to funder requirements (free to use).
  • Align budget and plan. For agencies that expect budgeting of data management activities (e.g., NIH), allocate resources and justify them clearly.
  • Ask for help!

Agency-Specific Requirements & Where to Find Guidance

NIH requires a DMSP for all proposals expecting to generate scientific data; this plan becomes part of the Notice of Award. The core elements are data types; tools/software; standards; preservation, access and timing; access/reuse considerations; oversight. NIH recommends plans be no more than two pages and suggests including budget considerations.

Where to go: NIH provides a dedicated Writing a Data Management & Sharing Plan page with recommended elements. IU also maintains a local NIH DMSP guidance page tailored to NIH policies and IU practices.

All NSF proposals must include a supplementary Data Management and Sharing Plan (no more than two pages) describing how data and related materials will be disseminated and shared. NSF’s Proposal & Award Policies & Procedures Guide (PAPPG) outlines the policy and expectations. Plans are reviewed as part of broader impacts and scientific merit. Proposers are asked to review types of data and materials; standards for format and metadata; access and sharing practices; reuse and redistribution provisions; and archiving plans.

Where to go: NSF’s “Preparing Your Data Management and Sharing Plan” page and PAPPG XI.D.4.

DOE-funded research and development awards and contracts must include an approved DMSP covering unclassified digital scientific data. Plans should describe how data will be shared, preserved, protected, and made useful for replication and reuse. DOE provides Suggested Elements for DMSPs, including data types, tools, access and reuse considerations, preservation, and oversight. Selection of repositories should align with federal guidelines where practicable.

Where to go: DOE’s Writing a Data Management and Sharing Plan guidance page.

USDA and NIFA require a Data Management Plan for competitive grant applications. Plans are generally limited to two pages and separate from narrative page limits. Common components are expected data types; formats; storage and preservation; sharing, public access, and protections; roles and responsibilities.

Where to go: USDA/NIFA’s official data management plan guidance and site resources.