MORE INFORMATION ON NIH Data Management and Sharing Policy Requirements

Research Data Management | Brown Policies |​ Federal Policies on Data Sharing​ ​| Research Data Education & Events | Forms, Templates and Resource Guides | Data Sharing Resources

Research Data Management

The Office of Research Integrity (ORI) provides centralized support, education, and policy development to facilitate and promote the responsible and ethical acquisition, use, sharing and maintenance of research data at Brown. ORI partners with the research community to assist with the implementation of strategic initiatives involving the use of research data, helping to build new models of data sharing and related processes to enable Brown to achieve its research collaboration and growth objectives. 

For questions concerning research data use, retention, and management, please contact us at [email protected]

Getting Started

Brown Policies

Research Data and Research Materials Management, Sharing and Retention Policy
Research Data and Research Materials Management, Sharing and Retention Policy FAQs and Case Studies

Federal Policies on Data Sharing

NIH Institutes, Centers, and Offices Data Sharing Policies

NIH Scientific Data Sharing Website
A one-stop shop for all the information you need to know about NIH sharing policies.

NIH Policy for Data Management and Sharing 
The National Institutes of Health (NIH) is issuing this final NIH Policy for Data Management and Sharing (DMS Policy) to promote the management and sharing of scientific data generated from NIH-funded or conducted research. This Policy establishes the requirements of submission of Data Management and Sharing Plans (hereinafter Plans) and compliance with NIH Institute, Center, or Office (ICO)-approved Plans. It also emphasizes the importance of good data management practices and establishes the expectation for maximizing the appropriate sharing of scientific data generated from NIH-funded or conducted research, with justified limitations or exceptions. This Policy applies to research funded or conducted by NIH that results in the generation of scientific data. NIH also issued NIH application instructions for submitting requests for Data Management and Sharing costs.

COGR NIH Data Management and Sharing (DMS) Policy Resource Page
The latest on the  COGR Readiness Guide, NIH policies, direct links to COGR Updates, letters, and presentations referencing NIH DMS, and additional resources.

NIH Data Sharing Policies
Notice of Data Sharing Policy for NIMH
Notice of NIAAA Data-Sharing Guidance for Human Subjects Grants Research
NHGRI Implementation of the NIH Genomic Data Sharing Policy
Notice Announcing the National Human Genome Research Institutes Expectation for Sharing Quality Metadata and Phenotypic Data
Notice of Data Sharing Policy for Autism Data

NIH Notice regarding Data Management and Sharing (DMS) Costs

Data Sharing Plan Resources​
Key Elements to Consider in Preparing a DSP Under NIH Extramural Support 
Example Plan Addressing Key Elements for a DSP Under NIH Extramural Support

Example Data Repositories
NIH Data Sharing Repositories
NIMH Data Archive
NIAAA Data Archive

National Science Foundation (NSF)
Data Management Plan Requirement
Data Sharing Requirement
Dissemination and Sharing of Research Results

Research Data Education & Events

Online Trainings 

Data Risk Classification Levels
Brown has classified its data into risk-based categories for the purpose of determining who is allowed to access the information and what security precautions must be taken to protect it against unauthorized access. It is the data and service owner’s responsibility to ensure appropriate security measures are taken depending on the risk classification. To learn more, watch this video.

Data Use Agreements
Do you need to access data from another institution or share your research data outside of Brown? A Data Use Agreement (DUA) is a formal, written contractual agreement into which two or more parties enter and establishes specific ways in which data may be used and how it must be protected. To learn more, visit our DUA Page and watch our DUA online training.

Research Data and Research Materials Management, Sharing, and Retention (RDM) Policy
When you leave Brown, can you take your lab notebooks with you? Who owns the data you’ve collected? Can you delete your data files after your manuscript has been published? Research data are the data/information another researcher would need to reproduce or evaluate your results. This includes items such as lab notebooks, photographs, digital images, data files, software, statistical records, etc. To answer these research data questions and more, review the RDM Policy, RDM FAQs, and this online training video.

Study Closures
Have you ever wondered when is the right time or how to close a study? Do you need guidance on how to fill out the Human Research Protection Program's study closure form? Are you questioning the data management and retention schedule involved with closing a study? This video will answer all these questions and more.

The National Institute of Mental Health Data Archive (NDA) Webinars and Tutorials
The National Institute of Mental Health Data Archive (NDA) makes available human subjects data collected from hundreds of research projects across many scientific domains. NDA provides infrastructure for sharing research data, tools, methods, and analyses enabling collaborative science and discovery. For researchers new to NDA data sharing, we highly recommend watching the NDA New Grantee Orientation for an overview of the entire data submission and sharing process. For access to all NDA webinars and tutorials, click here.

Don't know where to start? Watch our overview of data sharing policies requiring global unique identifiers (GUIDs) here.

Uploading a Data Set to the Brown Digital Repository (BDR)
Are you interested in using the BDR to store or share your research data? Watch this training for a step-by-step guide. In order to comply with journal expectations and requirements, we recommend reviewing the De-Identification Certification Form and BDR Data Sharing Statement Resource discussed in the presentation.

Forms, Templates and Resource Guides



Brown Digital Repository (BDR) Data Sharing Statement Resource


This resource provides a step-by-step guide on how to utilize the BDR (page 1), a guide to what data should and should not be made available (page 2), suggested journal data sharing statements (page 3), and example data sharing statements in journals using the BDR (page 4).

De-Identification Certification Form 


Protected health information (PHI) may be classified as de-identified by (1) certifying that none of the 18 HIPAA-defined identifiers are present, or (2) certifying through statistical analysis that the likelihood of an individual being identified using the data is very small. The purpose of this form is to confirm that data has been properly de-identified using either of these methods. This form should be used before depositing de-identified data into the BDR.

Data Repository Consent Addendum Guidance

Data Repository with GUIDs Consent (15+) Template 

Data Repository with GUIDs Assent (7-14) Template 

Data Repository with GUIDs Parent Permission Template

Researchers who are funded by specific NIH Institutes are now required to deposit de-identified human subjects data into federal repositories using special codes called Global Unique Identifiers (GUIDs). If an award has this requirement, use these templates as an addendum to your informed consent process.


The NIH Data Repository Informed Consent Addendum is intended to supplement the informed consent process and explain the requirement to participants

Starting a New Lab Onboarding Checklist

Starting a New Project Onboarding Checklist

Closing out a Project Offboarding Checklist

Leaving Brown Offboarding Checklist

These checklists serve as guides for Brown researchers starting a new laboratory, starting a new project, closing a project, or leaving Brown with regard to research data by orienting them to existing policies, guidance, and tools available at Brown.


Data Sharing Resources

The Library offers researchers on campus access to the  Brown Digital Repository (BDR) as a platform for providing and preserving access to Brown researchers’ data online. The Library can help you to deposit data in the BDR, or it can help you with identifying other open data repositories provided or supported by the federal government, a research funder, or a specific scientific community that may better meet your needs depending on the type, size, and number of data files. In addition to the BDR, Brown maintains memberships and subscriptions to several resources for sharing data with collaborators or other researchers.

Inter-university Consortium for Political and Social Research (ICPSR) at the University of Michigan is a data archive of more than 250,000 files of primarily quantitative research in the social, behavioral sciences, and public health domains. It hosts 21 specialized collections of data in education, aging, criminal justice, substance abuse, terrorism, and other fields. ICPSR collaborates with a number of funders, including U.S. statistical agencies and foundations, to create thematic data collections ICPSR offers a restricted data enclave for securely sharing de-identified data collected from participants who have provided informed consent for the long-term archiving and sharing of their de-identified data with other researchers.

The Qualitative DataRepository (QDR) at Syracuse University is an archive for qualitative and multi-method research data, primarily in the social and behavioral sciences. QDR offers various access controls for securely sharing de-identified data collected from participants who have provided their informed consent for the long-term archiving and sharing of their de-identified data with other researchers, including depositor-approved access. 

LabArchives@Brown is Brown’s electronic laboratory notebook (ELN) platform. Faculty can create and share LabArchives electronic lab notebooks for internal and external collaborators, as well as ones for their students and lab personnel, and avoid losing access to a notebook when a student graduates or personnel leave their labs. LabArchives@Brown offers unlimited storage and 4GB per file upload. LabArchives is CFR21 Part 11-compliant and offers detailed auditing/version control for maintaining access to research records.