New Research Data Management Policy

The Office for Research Protections, with support from the Senior Vice President for Research and in collaboration with University Libraries, announces the release of University Policy RP15: Research Data Management. The result of over three years of work from the policy committee, which included town halls and focus groups with faculty and staff, RP15 provides guiding principles and best practices for research data and records management across the University. This policy applies to both funded and unfunded research.

What are the benefits of a Research Data Management Policy?

By clearly stating the University’s ownership of data in a policy, the University is better positioned to protect and assist with data issues. This policy clarifies the rights and responsibilities of data ownership. The policy establishes the University's responsibility in fulfilling legal obligations to federal and other sponsors. Importantly, this policy protects the autonomy of the researcher.

What does this policy mean for researchers?

Researchers remain the primary stewards of their research data. This policy does not restrict their ability to

• Reuse research data for other University projects,
• Collaborate and create scholarly works,
• Share data appropriately,
• Take a copy of their research data with them if they leave the University.

Researchers should continue to manage their data in alignment with University guidelines and best practices, including

• Secure Storage: Use University-owned or approved devices and storage locations with appropriate security measures (see IT’s Permitted Storage).
• Data Protection: Establish and maintain procedures to ensure the confidentiality and integrity of research data.
• Access and Sharing: Manage retention (minimum of seven years after final reporting or publication) and sharing of data in accordance with funder requirements; ensure University access when needed.
• Agreements: Obtain necessary agreements (e.g., Outgoing Data Use Agreements) before sharing data when required.

Where can researchers find out more?

The University is developing its Research Data Stewardship program, which will develop more specific guidance. Researchers are encouraged to review:

• Policy RP15
• Research Data Management policy information page
• University Libraries: Guide: Data Management Plans
• University Libraries Research Data Services.

Questions can be directed to Dr. Courtney Karmelita (cec5032@psu.edu).

What is the background of this policy?

The Research Data Management Policy Committee was charged in May 2022 to define research data and record management, as well as storage standards for research conducted at the University. This Committee was established in response to the need for institutional policy that reflects federal and other sponsor requirements, including, the National Institutes of Health (NIH) and National Science Foundation (NSF), as well as to emphasize scientific best practices across the University research community. The committee held town halls and focus groups; the policy was reviewed by Faculty Senate and other University leaders.

Penn State joins its peers in the establishment of this policy. Other institutions with similar policies include University of California, Stanford, Columbia, Yale, and multiple Big 10 counterparts.