Creating a Data Management Plan for Australian Research Projects

Dr Michael Torres · 2025-01-05 · 7 min read · Research

A practical guide to developing a data management plan that meets Australian research funding and ethics requirements.

Introduction

A Data Management Plan (DMP) is increasingly required for Australian postgraduate research. Funders such as the ARC and NHMRC mandate data management planning, and most universities require HDR students to address data management as part of their candidature. A good DMP ensures your data is secure, organised, and accessible.

What Is a Data Management Plan?

A DMP is a formal document describing how you will handle your research data throughout your project and after completion. It covers:

  • What data you'll collect or generate
  • How it will be organised and stored
  • Who will have access to it
  • How it will be preserved after your project ends
  • How it complies with ethical and legal requirements

    • Why It Matters

    Compliance

  • The **Australian Code for the Responsible Conduct of Research (2018)** requires researchers to manage data responsibly
  • **ARC and NHMRC** require data management plans for funded projects
  • Your university's **HREC** may require a DMP as part of your ethics application

    • Research Integrity

  • Proper data management supports reproducibility
  • It protects against accusations of data fabrication or falsification
  • It ensures transparency in your research process

    • Practical Benefits

  • You can find your data when you need it
  • You can share data with collaborators safely
  • You protect participants' privacy
  • Your data remains useful after your project ends

    • Key Components of a DMP

    1. Data Description

  • What types of data will you collect? (surveys, interview recordings, measurements, images, code)
  • In what format? (CSV, SPSS, audio files, NVivo projects)
  • Estimated volume? (number of files, total size)
  • What metadata will you record? (date, time, participant codes, instrument settings)

    • 2. Data Collection and Organisation

  • File naming conventions (e.g., YYYYMMDD_ParticipantID_InterviewNumber.mp3)
  • Folder structure (organise by study phase, data type, or participant)
  • Version control (track changes to datasets and analysis files)
  • Quality assurance procedures (data cleaning, validation checks)

    • 3. Storage and Security

  • **Primary storage:** University-approved storage systems (e.g., institutional research data store, OneDrive, university network drives)
  • **Backup:** Follow the 3-2-1 rule: 3 copies, 2 different storage media, 1 offsite
  • **Security:** Encryption for sensitive data, password protection, access controls
  • **Important:** Most Australian universities prohibit storing research data on personal devices, external USB drives, or non-institutional cloud services (like personal Google Drive or Dropbox)

    • 4. Access and Sharing

  • Who will have access during the project? (you, your supervisor, collaborators)
  • How will access be controlled? (passwords, access permissions)
  • Will you share data after the project? (increasingly expected)
  • What licence will you apply? (Creative Commons is common)
  • Are there restrictions? (ethics approval conditions, participant consent limitations)

    • 5. Ethical and Legal Considerations

  • Consent forms should specify how data will be stored and shared
  • De-identification procedures for personal data
  • Compliance with the **Privacy Act 1988** and **Australian Privacy Principles**
  • Special requirements for sensitive data (health, Indigenous, children)

    • 6. Data Retention and Preservation

    The Australian Code requires:

  • **Minimum 5 years** retention after publication for most research
  • **Longer** for clinical trials, contested findings, or data involving Indigenous communities
  • Deposit in your university's institutional repository or a discipline-specific repository (e.g., Figshare, Dryad, Australian Data Archive)

    • Creating Your DMP

    Tools

  • **DMP Tool Australia** (dmptool.org) — A free template-based tool
  • **Your university's research data management team** — Most universities provide DMP templates
  • **ARC and NHMRC templates** — Required formats for funded research

    • Tips

    1. **Start your DMP early** — Ideally during your proposal stage

    2. **Review and update regularly** — Your DMP is a living document

    3. **Be specific** — Vague plans are useless. Detail exact file formats, storage locations, and procedures

    4. **Consult your university's research data team** — They're there to help

    5. **Align with your ethics application** — Ensure your DMP and ethics application are consistent

    Conclusion

    A well-designed data management plan protects your research, supports integrity, and meets Australian compliance requirements. It's worth the investment of time early in your candidature. DissertlyPro can help you develop a comprehensive DMP that meets your university's and funder's requirements.