Research Data Management

Introduction

1. Research Data Management (RDM) encompasses the organisation, storage, preservation, and sharing of data collected or generated during a research project. Effective RDM ensures research excellence, integrity, and compliance with legal, ethical, and funder requirements.
2. Northeastern University – London promotes compliance with relevant funder and publisher policies; supports the Concordat on Open Research Data and the UKRI Common Principles on Research Data; and is committed to ensuring that access to data is as open as possible, as closed as necessary and, as appropriate, follows the FAIR (Findable, Accessible, Interoperable and Reusable) Guiding Principles for scientific data management and stewardship.

Scope

3. This policy applies to all researchers involved in research activities within the institution. It covers all forms of research data, irrespective of format or discipline.

Definitions

4. Data Management Plan (DMP): A document outlining how research data will be handled during and after a research project, addressing aspects such as data collection, documentation, storage, sharing, and preservation.
5. Personal Data: Personal data refers to any information that relates to an identified or identifiable living individual. This includes data that, either on its own or when combined with other information, can directly or indirectly identify a person. Examples include names, contact details, identification numbers, online identifiers, and factors specific to a person’s physical, physiological, genetic, mental, economic, cultural, or social identity.
6. Principal Investigator: a researcher with overall responsibility for a research project, of any size, conducted for, on behalf of, or in association with the University; on University premises; or using University facilities or funding.
7. Research: a systematic investigation, including research, development, testing, and evaluation, designed to develop or contribute to generalisable knowledge. Activities which meet this definition constitute research for the purposes of this policy, whether or not they are conducted or supported under a programme that is considered research for other purposes.
8. Research Data: The recorded factual material commonly accepted in the scientific community as necessary to validate research findings.
9. Researchers: any employee, affiliate, or student involved in conducting research, including projects within a scholarship setting.

Policy Statements

Responsibilities

10. Researchers: Principal Investigators and individual researchers are responsible for managing research data in accordance with this policy, funder requirements, and legal standards. This includes creating and maintaining a DMP for their projects. Principal Investigators have overall responsibility for effective data management during research projects. However, all researchers affiliated with the University, including undergraduate and postgraduate students, have a personal responsibility to contribute to the effective management of the data they produce, and must therefore act in accordance with this policy.
11. Institution: The institution provides support, training, and infrastructure to facilitate effective RDM, ensuring compliance with relevant policies and standards.

Data Management Planning

12. All research projects (funded or unfunded) must be supported by a DMP that explicitly addresses data collection, documentation, storage, sharing, and preservation. This plan should be developed at the project’s inception (in line with DCC guidance) and must be in place before the project commences. Should the project plan change, the DMP should be updated as necessary during the project’s duration. If the research is funded, researchers should follow funder guidance and/or templates.
13. Where there is a conflict between this Research Data Management Policy and the requirements of a research funder, the funder’s requirements will normally take precedence. Researchers are responsible for familiarising themselves with any funder-specific data management obligations, including those relating to data sharing, retention, access, and preservation. In cases of uncertainty or potential conflict, researchers should seek guidance at the earliest opportunity from the Research and Knowledge Exchange Services team. The University will work with researchers to ensure that data management plans are compliant with both institutional policy and funder expectations wherever possible.
14. All projects that include the collection of personal data should have a DMP and ethics approval in place before any data is collected. Please see the Research Ethics and Integrity Canvas pages for more information.
15. If the DMP identifies resources or tools that are necessary to support the research, it is the responsibility of the researcher to acquire access to these resources in good time (additional storage space, use of high performance computing, etc.)

Data Collection and Documentation

16. Researchers must ensure that data collection methods are suitable for the research objectives and context, and that comprehensive metadata and documentation are created to facilitate data understanding and reuse.

Data Storage and Security

17. Research data must be stored securely, with appropriate measures to protect confidentiality and integrity, in compliance with legal, statutory, ethical, contractual, and funding requirements.
18. Researchers must ensure compliance with the General Data Protection Regulation (GDPR) when handling personal data, including using secure storage solutions, anonymisation techniques, and proper informed consent procedures.

Data Ownership, Sharing, and Access

19. Any data generated by researchers employed by the University are wholly owned by the University (or by the funder, dependent on the contract) as per the Intellectual Property Policy. Generally, associated research data should be made openly available as soon as findings are published via a trusted repository that aligns with FAIR Guiding Principles and is OpenAIRE compliant. However, legitimate reasons for restricting access (e.g., confidentiality, sensitivity, or commercial interests) must be documented in the DMP.

Data Preservation and Retention

20. Research data should be retained for a minimum period as specified by funder requirements, current legislation, and institutional data retention schedule. The DMP must specify where data will be stored after findings are published and how and when data will be made available for access and reuse.

Training and Support

21. The institution provides resources and training to equip researchers with the necessary skills and tools for effective data management, fostering responsibility through the promotion of best practices.

Compliance and Monitoring

22. Compliance with this policy is mandatory. The institution utilises mechanisms for regular monitoring and review of data management practices to ensure ongoing compliance and address emerging challenges.
23. Non-compliance with the institutional Research Data Management Policy may result in restrictions on access to research funding or support. In cases where non-compliance compromises research integrity, it may be investigated as potential research misconduct.

Related Policies and Guidelines

24. This policy should be read in conjunction with the following relevant policies and guidelines:
    1. Policy on the Use of Artificial Intelligence Systems
    2. Concordat on Open Research Data
    3. Data Protection Policy
    4. Digital Curation Centre (DCC) guidance
    5. FAIR Guiding Principles for scientific data management and stewardship
    6. General Data Protection Regulation (GDPR)
    7. Information Security Policy
    8. Intellectual Property Policy
    9. OpenAIRE
    10. Research Ethics and Integrity Policy
    11. Research Misconduct Policy
    12. UKRI Common Principles on Research Data

Review

1. This policy will be reviewed annually to ensure it remains aligned with best practices, legal requirements, and institutional objectives.
2. By adhering to this policy, researchers contribute to the institution’s commitment to research excellence, integrity, and the advancement of knowledge through responsible data management.

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