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Writing a Data Management Plan (DMP)

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For assistance with DMP creation and general questions about research data management,

What is a Data Management Plan?

A Data Management Plan (DMP) is a document that defines how (research) data will be handled throughout the entire life‑cycle of a project/research endeavour – i.e., from acquisition to archiving or deletion. It should be regarded as a living document that can and must be continuously adapted and expanded during the course of the project. It is not a static artefact; instead, it should be updated to reflect the current state of the research and evolving needs.

How Do I Create a Data Management Plan?

Data Management Plans can be created with the help of various DMP tools. DMP tools are web‑based applications that support the structured creation of DMPs. They are useful for:

  • Funding applications: Many funders (DFG, Horizon Europe, Volkswagen Stiftung, etc.) require DMPs.
  • Project planning: Structured description of how research data will be handled.
  • Collaborative work: Joint editing of DMPs within a team.
  • Compliance: Meeting institutional and legal requirements.

DMP Tool “RDMO”

RDMO (Research Data Management Organiser) is the most widely used tool at German universities and serves as a handy instrument for creating a Data Management Plan. It contains questionnaire sets with various templates (e.g., DFG, Horizon Europe, SNF, Volkswagen Stiftung, etc.), export features, and the possibility of collaborative work.

Many universities operate their own RDMO instances. Members of the University of Freiburg are advised to use the RDMO tool via the Forschungsdaten.info RDMO instance (RDMO Forschungsdaten). For the free registration, please use your ORCiD ID. If you do not yet have an ORCiD ID, you can register via the ORCiD portal.

DMP Tool “DMPonline”

DMPonline is an international DMP tool developed by the Digital Curation Centre (DCC) at the University of Edinburgh. The tool assists in creating, reviewing, and sharing data management plans that meet institutional and funder requirements. It offers up‑to‑date funder templates (DFG, ERC, Horizon Europe, SNF, etc.), best‑practice guides, and example answers from the DCC, funding agencies, and many research organisations. It also allows you to browse public DMPs created by other users for inspiration.

The main advantage of DMPonline is its immediate availability without any institutional affiliation, whereas RDMO is typically provided through a specific university or institution. Both tools share similar core functionalities for DMP creation.

Registration is free and takes place directly at dmponline.dcc.ac.uk using your own e‑mail address. Some advanced features, however, are fee‑based.

First Steps After Registration (Both Tools)

  1. Create a project: Enter the name and basic details of the research project.
  2. Select a questionnaire set: Choose a template according to the funder or discipline (if you have no specific guidance or are unsure which template to use, select the DFG checklist).
  3. Answer the questions: Work through the sections step by step. Key topics include: data collection and formats, storage and backup, metadata and documentation, legal and ethical aspects, archiving and re‑use, as well as costs and resources.
  4. Save and update: Regularly save your entries and keep them up to date.

  5. Export: Download the DMP as a PDF or in other available formats.

  6. Practical Tips for Using the Tools
    • Start early – Begin drafting a DMP before the project starts, ideally during the proposal phase.
    • Don’t aim for perfection – DMPs are meant to be revisited and revised as the project evolves.
    • Work collaboratively – Involve team members early in the drafting process.
    • Use the appropriate template – Choose the template that matches the specific funder; this ensures that the description of data handling meets the required standards.