Plan & Design Stage

Plan & Design Stage

Plan & Design Stage

Plan & Design Stage – Summary Table

Category	Details & Best Practices (UCPH · reNEW · EU Funders)
Stage Purpose	Define what data will be collected, created, or reused and how it will be managed across the research lifecycle. Establish a Data Management Plan (DMP) as both a planning tool and a compliance document.
Key Output	Data Management Plan (DMP) – living document that captures:• Data to be collected/created/reused• Storage and backup strategy• Access permissions and roles• Metadata and documentation plan• Compliance with GDPR and funder policies
Funders & Policy Drivers	- Horizon Europe / ERC: Require formal DMP submission (first 6–12 months of project).- Danish funders: Increasingly encourage DMPs aligned with FAIR and Open Science principles.- UCPH & reNEW: Follow institutional Research Data Management Policy.
Internal UCPH / reNEW Practice	- Recommended for all projects, even without funder mandates.- DMPs should integrate UCPH-approved storage solutions (ERDA, REDCap, secure storage).- Define handling of sensitive/personal data under GDPR.
Team Awareness Requirements	All team members should know:1. Where data are stored, including backups2. Who can access the data, and how (authentication/permissions)3. How data are organized and documented, including folder structures, file naming, metadata, and README files
Living Document Approach	- Update DMP regularly as the project evolves (new data, new collaborators, changing funder requirements).- Maintain traceability and compliance throughout the project lifecycle.- Supports secure storage, data quality, and eventual open sharing.
Benefits	- Ensures regulatory and funder compliance.- Supports data security and research integrity.- Enables future discoverability, reuse, and Open Science alignment.- Provides a clear operational guide for all project members.
Roles & Responsibilities	PI: Approves DMP, ensures resources and compliance.Data Steward/Manager: Drafts and maintains DMP, ensures FAIR alignment, and manages updates.Team Members: Follow DMP procedures for data collection, storage, and documentation.
Common Risks & Mitigations	Risk: DMP becomes static → Mitigation: Schedule regular reviews.Risk: Sensitive data mishandled → Mitigation: Define GDPR procedures and storage controls.Risk: Non‑FAIR structure → Mitigation: Use metadata templates and standard folder structures.