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Research Guides@Tufts

Data Management

OSTP Memorandum for Increased Public Access

OSTP Memorandum

In February 2013, a memorandum was released by the Office of Science & Technology Policy (OSTP) directing all federal agencies that expend more than $100 million on research and development to create plans that make both the data and scholarly publications arising from this federally funded research accessible to the public.


The following federal agencies have responded to this memorandum and published their plans: USDA, DOD, DOE, DHHS (AHRQ, ASPR, CDC, FDA, NIH), DOT, VA, NASA, NIST, NOAA, NSF, USGS, and Smithsonian Institution.

Why Manage Your Data

    Managing your data before you begin your research and throughout its life cycle is essential to ensure its current usability and long-run preservation and access. Federal agencies and other funders now require that grant awardees include a data management plan with their grant proposals. We can help you meet these new requirements.
  • Increase the visibility of your research: Making your data available to other researchers through widely-searched repositories can increase your prominence and demonstrate continued use of the data and relevance of your research.
  • Simplify your life: Enabling a repository to house and disseminate your data lets you focus on your research rather than responding to requests or worrying about data that may be housed on your web site.
  • Preserve your data: Only by depositing your data in a repository can you be sure that they will be available to you and other researchers in the long-term. Doing so safeguards your investment of time and resources (including any work done for you by graduate students) and preserves your unique contribution to research.
  • Increase your research efficiency: Have you ever had a hard time understanding the data that you or your colleagues have collected? Documenting your data throughout its life cycle saves time because it ensures that in the future you and others will be able to understand and use your data.
  • Documentation: Managing and documenting your data throughout its life cycle ensures that the integrity and proper description of your data are maintained.
  • Meet grant requirements: Many funding agencies now require that researchers deposit in an archive data which they collect as part of a research project.
  • Facilitate new discoveries: Enabling other researchers to use your data reinforces open scientific inquiry and can lead to new and unanticipated discoveries. And doing so prevents duplication of effort by enabling others to use your data rather than trying to gather the data themselves.
  • Support Open Access: Researchers are becoming increasingly more aware of the need to manage their work and consider issues of scholarly communication. The Open Data movement advocates for researchers to share their data in order to foster the development of knowledge.

Evaluating Your Data Needs

  • What type of data will be produced?
  • Gather a clear picture of what your data will look like. Is it, for example, numerical data, image data, text sequences or modeling data? Knowing exactly what kind of data you have will inform many decisions you need to make about storage, backups and more. Image data requires a lot of storage space, so you'll want to decide which of your images, if not all, you want to retain, and where such large datasets can be housed. As for backing up your data, your research center or university may have the ability to help you. On the other hand, if you are storing images, you may quickly exceed your institution's limit for backing up individual laboratories or groups.
  • How much of it, and at what growth rate?
  • Once you know what kind of data you're producing, you'll be able to assess the growth rate. For example, are you gathering data by hand or using sophisticated instrumentation that is able to capture a lot of data at once? Will there be more data as time goes on? If so, you will need to plan for the growth. What amounts to enough storage this year may not be sufficient for next year.
  • Will it change frequently?
  • The answer to this question impacts how you organize the data as well as the level of versioning you will need to undertake. Keeping track of rapidly changing datasets can be a challenge, so it's imperative you begin with a plan that will carry you through the data management process.
  • Who is it for?
  • Who is your audience for the data? How will they use the data? The answer to this question will tell you how to structure the data and where to distribute it, among other things.
  • Who controls it (PI, student, lab, Tufts, funder, co-owners)?
  • Before you spend a lot of time figuring out how you're going to store the data, name it, etc. you need to know if you have the authority to control it.
  • How long should it be retained? (e.g. 3-5 years, 10-20 years, permanently)
  • Not all data needs to be retained indefinitely. Figure out what's important to keep and make sure your plan for those datasets is solid.


For guidance on data management planning, please contact the following:

Boston/Grafton campus: Rebecca Morin, Head of Research & Instruction, Hirsh Health Sciences Library

Medford/Somerville campus: Martha Kelehan, Head of Collections, Tisch Library

Metadata assistance: Alicia Morris, Head of Technical Services, Tisch Library

For questions about research data storage, security, and infrastructure: Tufts Technology Services, Research & Geospatial Technology Services

For questions or support for grants administration and proposal development: Office of Research Administration