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Authors’ Note: The authors are grateful for contributions to this post from Mette A. Peters, senior advisor for data science and data sharing, NIA.
Imagine this: You and your team have worked hard for months and are finally ready to submit that big manuscript. Then you remember how important data sharing is to support your publication. You find and connect with an appropriate repository, but you realize too late that you have questions about uploading, formatting, and sharing your data, and now your data release and potential manuscript publication may be delayed.
If this stressful situation sounds familiar, you may have a case of data procrastination syndrome. The good news is there’s a cure! Here are some tips on planning ahead and communicating early with repositories to help avoid some hurdles that can delay manuscript publication, trip up entire project plans, and even endanger future funding.
It’s smart to be proactive
According to NIH policy , data sharing should occur at the time of publication or at the end of the funding period, whichever comes first. But too often, researchers treat communication with their repository as an afterthought or think the process will be just one click away. The reality is that requesting data uploads or releases is not always simple and immediate. It can take considerable time and advance planning, which should be factored into your project calendar and work-level estimates for your team.
Repositories may also need to recover the costs for data upload support and storage, which affects your DMS budget. Data costs vary and are typically linked to the amount of scientific data, metadata, and associated documentation that you expect to produce. For more information on data costs, see NOT-OD-21-015: Supplemental Information to the NIH Policy for Data Management and Sharing: Allowable Costs for Data Management and Sharing .
These common mistakes are frequently overlooked until the eve of publication, so it’s also vital to know the journal’s data requirements to avoid delaying your manuscript’s potential publication. These requirements are often found in the journal’s author instructions.
Planning for data sharing from day one
NIH’s Data Management and Sharing Policy , which applies to applications received after January 2023, requires NIH-funded researchers to submit a plan prior to award that outlines how scientific data from their research will be managed and shared. We encourage you, when preparing your application, to review the NIA-specific guidance on data sharing and sample DMS plans , and information on how to select your data repository . It may also be helpful to bookmark NIA’s DMS toolkit for the latest resources, recent related blogs, and more.
Following these guidelines can help streamline DMS plan review and approval by your program officer, saving you both time and effort. Noncompliance with the DMS plan can result in the funding NIH Institute, Center, or Office adding special terms and conditions to your award, terminating it, or factoring the issue into future funding decisions.
Rethink repositories and reach out with questions
As you’ve read, there are many savvy reasons to rethink the roles of biomedical data repositories. View them as collaborators in achieving your goals rather than as passive storage spaces. Like any professional relationship, checking in regularly and being on the same page with the rules and requirements can save scientific teams a lot of time and unnecessary stress.
For more information about selecting suitable repositories, refer to NOT-OD-21-016: Supplemental Information to the NIH Policy for Data Management and Sharing: Selecting a Repository for Data Resulting from NIH-Supported Research . If you have questions, please email Aleksandra or Maria Fe , or leave a comment below!
Applications Data Sharing Scientific Resources 2024-04-24T00:00:00Z