CHAS Data Management Framework

Your Data Management Plan is a formal document that describes how data will be collected, handled, and stored at every stage of the project. This should be done at the earliest stage of the project. You can use the (opens in a new window)UCD DMPOnline tool which provides templates for both UCD and different funders and can be shared with collaborators for feedback.

Useful Links:

(opens in a new window)DMP Sample - Public Health

(opens in a new window)DMP Sample - Medicine

(opens in a new window)DMP Sample - Agriculture

(opens in a new window)UCD DMPOnline Tutorial

(opens in a new window)FAIR Data Management Principles

Advice & Tips

• This is a living document and should be updated at regular intervals throughout your project.
• The DMP should be as detailed as possible, for instance you should state which formats data is in and the volume of data that is expected to be stored.
• Different funders may require you to fill out a DMP, and can have their own templates, many of which you can find in the DMPOnline tool.
• You will often be asked how much money to budget for data management, which will often include software prices. The (opens in a new window)UK Data Service Data Management Costing tool may be useful
• The DMP will need to explain how your project complies with FAIR Data Management Principles, Findable, Accessible, Interoperable, Reusable. These principles aim to optimise the reuse of data.
• The Feedback tab of the DMPOnline tool can be used to request feedback from the UCD Library.
• You can also share the DMP on the DMPOnline tool with collaborators for feedback using the Share tab, including the CHAS Data Manager.
• You can book a slot with the CHAS Data Manager for feedback on your DMP or any other data management aspects (opens in a new window)here.

Before you begin data collection, you will need to complete the relevant ethical approval in addition to a Data Protection Impact Assessment (DPIA) form if necessary. To find out whether or not you need to fill out a full DPIA, first complete the Screening Questions. If more than two apply to your project, proceed to a full DPIA. If not, proceed to a Low Risk Assessment. If you are collecting data on humans, you will need to get consent and provide them with PILs.

Useful Links:

(opens in a new window)DPIA sample

UCD Research Ethics Overview

(opens in a new window)Health Data Regulations

(opens in a new window)Health Data Regulations - A Simple Language Explanation

(opens in a new window)REDCap

UCD GDPR Resource

Advice & Tips

• Consider whether you need to reuse data or collect new data. It may be useful to search relvant repositories such as the (opens in a new window)HIQA Data Collection for datasets relevant to your research. Always ensure that the data is up to a sufficient quality and is freely accessible.
• Data Quality Control is essential to ensuring that your data is suitable for use in research. It is important to ensure that this is a regular process, for instance it may be useful to run spot-checks of data at regular intervals, and to ensure proper logging and documentation of the quality control steps. It may also be useful to conduct expert audits or peer review of your datasets.
• You will often need to de-identify your data, either by anonymisation or pseduonymisation. If it is at all possible to trace back to the data subjects (for instance if there is a key containing real names and IDs) then data is considered to be pseudonymised rather than anonymised and is therefore subject to data protection regulations.
• The UCD CRC has access to an instance of REDCap, which can be useful for data collection in health projects. You can contact the REDCap team at UCD by email using (opens in a new window)redcap@ucd.ie.

Data Processing refers to every action that is performed on your data from collection to preparation to analysis. This includes collecting data, converting data into readable formats, data quality control, disclosing data, and analysis of data.

Useful Links:

(opens in a new window)A Guide to Controller/Processor Agreements

(opens in a new window)Data Analysis Workflow Advice

Advice & Tips

• If data is collected, analysed or otherwise processed by a third party outside of UCD that is not acting as data controller, you will require a Controller/Processor agreement. If you need a Data Controller/Processor agreement, you will need to contact UCD Legal.
• You have access to UCD's computing infrastructure via the Sonic Cluster. This includes an instance of R that can be used for data analysis.
• In addition to anonymisation or pseudonymisation of participant names, consider encoding data fields as well as participant IDs if the data might be identifiable.
• It may be useful to use a workflow management tool for your data analysis workflow, such as Nextflow.
• If you use a third-party service that processes data such as a survey tool or cloud storage, you will need a Processing Agreement.
• Some providers such as SurveyMonkey already have Processing Agreements in place with UCD for certain versions of their services.
• If the data is being processed outside of the EU, for instance if a storage provder bases its servers outside of the EU even if the copany is based in the EU itself, a Transfer Impact Assessment is necessary.

Data Preservation is vital to ensuring the safety and integrity of your data.

Useful Links:

Data Request Policy

Data Protection Policy

Advice & Tips

• UCD storage solutions are available. Currently UCD mainly recommends Google Drive for cloud storage of research data but this will be replaced by Microsoft's suite starting in 2026.
• Staff members also have access to the Novell Shared Drive. This is the most secure option as it is only accessible to UCD Staff members on site. To access this, you will need to contact IT Services. More information on the Novell Shared Drive is available (opens in a new window)here.
• It is recommended that physical data be stored in locked cabinets.
• The timeline for which data is retained after the completion of research can vary, and there is not an official UCD Data Retention policy. However, it is common for UCD projects to hold data for 5 years.

Data sharing is important to make your data known to others and includes both sharing data for collaborations and publishing your findings or metadata. If you are sharing personal data with another institution or organisation, you will require an agreement with the other institution.

Useful Links:

(opens in a new window)Searchable Index of Repositories

(opens in a new window)HIQA Repository

(opens in a new window)Guidance on Sharing Clinical Trial Individual Participant Data

Advice & Tips

• If you are sharing personal data where both UCD and the other organisation will determine the means and purposes of processing, you will require a joint controller agreement, if the other organisation determines these you will require a data sharing agreement, and if only UCD is determining these you will require a Controller/Processor agreement.
• You can receive a template for these agreements by contacting (opens in a new window)legal@ucd.ie. 
• These agreements are also necessary for institutions that may be collaborating on the project such as hospitals.
• For instance, if a research project is being conducted solely by UCD on patients at a hospital, and some patient data are being shared by the hospital, UCD is the data controller and a data sharing agreement is required, unless the patient data is being used to provide a healthcare service through the project.
• It may be useful to share non-personal data via data repositories. A searchable directory of repositories is in the resource links above.
• Consider fully anonymising data at the end of the research period to better enable sharing.
• If personal data is intended to be shared, this should be included in the PIL.
• Whens haring clinical data, it is good practice to control access to the data rather than making it fully open access.