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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

  1. Horizon Europe / ERC: Require formal DMP submission (first 6–12 months of project).

  2. Danish funders increasingly encourage DMPs aligned with FAIR and Open Science principles.- UCPH & reNEW: Follow institutional Research Data Management Policy.

Internal UCPH / reNEW Practice

  1. Recommended for all projects, even without funder mandates.

  2. DMPs should integrate UCPH-approved storage solutions (ERDA, REDCap, secure storage).

  3. Define handling of sensitive/personal data under GDPR.

Team Awareness Requirements

All team members should know:

1. Where the data is stored, including backups

2. Who can access the data, and how (authentication/permissions)

3. How data is organized and documented, including folder structures, file naming, metadata, and README files

Living Document Approach

  1. Update DMP regularly as the project evolves (new data, new collaborators, changing funder requirements).

  2. Maintain traceability and compliance throughout the project lifecycle.

  3. Supports secure storage, data quality, and eventual open sharing.

Benefits

  1. Ensures regulatory and funder compliance.

  2. Supports data security and research integrity.

  3. Enables future discoverability, reuse, and Open Science alignment.

  4. 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.

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