Preserving digital data is more complex than just saving it on a hard drive or a server, and much more complex than storing paper copies. Digital data can often degrade faster, as computer and software systems update. It is smart to submit your final data to a trusted repository that is equipped to effectively preserve your data and some funders will require that you use specific repositories.
What data should be preserved?
It’s rarely likely that you’ll need to preserve all of the data created over the course of a research project. Rather, you’ll want to prioritize preserving data that cannot be re-created or produced, data that is costly to reproduce, data of one-time events, experimental data, etc. You’ll need to preserve data that is needed to validate your research findings, in accordance with funding agency requirements.
What repository should I use?
Many data repositories have requirements for depositing regarding data types, file formats, file size limits, or Creative Commons licenses. Make sure that you are familiar with the requirements of a data repository that you intend to deposit with. For more information on sharing data and selecting a repository, you can refer to our Data Sharing Essentials page.
How will your data be findable and identifiable?
Along with the name of the repository where you plan to archive and share your research data, funders will also likely ask you how you will make it easy for others to find. One of the benefits of sharing your data in a repository is that this usually provides access to features that help with discoverability:
- Persistent identifiers. Most repositories will assign a unique persistent identifier to your dataset. Ex: DOIs
- Indexing tools. Repositories help databases and search engines find your datasets through indexing. You can reach out to an RDS consultant for help identifying these repository features.
When and how long will the data be made available?
Many funders want a DMS Plan to include information about when and how long the data will be made available to other users. Requirements about making data and publications accessible may vary by funder. In accordance with the Nelson Memo, as of December 31, 2025, all federal funders are required to update their policies to make publications and supporting data immediately available without embargo.
In terms of how long you will make data available, it can be easier to provide a minimum amount of time that you plan on preserving your data than a maximum. Always make sure that the time period that you commit to is acceptable to your peers and follows the funding agency’s requirements. Institutions, publishers, and repositories may have a minimum retention period to follow, as well.
- Data will be kept for at least 10 years. After this time, the data may be subject to deletion if it has not been reused, accessed, or cited.
- Data will be available for the longevity of the repository, as it will be deposited to Dryad, which is part of the DataOne network, a group committed to long-term preservation and access.
This content was adapted from Iowa State University Library’s Data Management Plan Guide.