Research Data Management

About Research Data Management

Effectively managing research data involves establishing and following a plan for the systemic organization, storage and retrieval of data to ensure accuracy, accessibility and security.  

This process is critical for complying with regulations, ensuring operational efficiency and maintaining data integrity.

Please use this page to complete the following tasks:

 

 

Access Data Management Resources

The first step to managing data to develop a written plan. A Data Management Plan (DMP) or a Technology Control Plan (TCP) is required when you're using regulated data, controlled data or data that cannot be shared freely.

The University Libraries’ Data Services unit can help you find, manage, collect and document, store and analyze, and share and preserve data. The DMP Tool available through the University Libraries can also help you create a DMP.

 

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Complete Required Training

Information privacy, security and export control training is available to all UAlbany campus community members through the CITI Program. 

Training is required for anyone planning to receive or use regulated, controlled or third-party data.

Please visit the Regulatory & Research Compliance Training webpage for more information. 

 

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Request a Data Use Agreement (DUA) Review

A Data Use Agreement (DUA) is a contractual document used for the transfer of data between parties.

DUAs describe in detail what data is being shared, who is allowed access, for what purpose and for how long, and define any access restrictions or security protocols that must be followed by the data recipient.  

UAlbany enters DUAs so our researchers can access third-party data needed for their work.

All data purchases must meet required procurement standards and receive approval from the relevant procurement team before any transfer of funds is made:

The DUA review process safeguards our faculty, staff and students, as well as their work, while ensuring the University meets its various obligations, such as federal and state laws, for the responsible use of data. 

The Office of Regulatory and Research Compliance (ORRC) manages the University’s DUA review process, working and consulting with other offices as needed. Contact [email protected] with any questions. 
 

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How to Request a DUA Review
How to Request a DUA Review

All DUA requests, whether they be an initial request or a modification request, should be submitted by the Principal Investigator. 

Completed DUA packets should be sent to [email protected].  

Initial Request Packet 

Submit the following to request the University enter into an agreement for access to third-party data: 

  • DUA Initial Request Form
  • DUA Signature Forms from all data users subject to the agreement
  • The proposed Data Use Agreement and any other forms requiring a University signature
  • Any other relevant, data-related forms submitted to the data owner or sponsor (such as a data use application, confidentiality agreements, etc.)
  • An IRB determination letter (only for data connected to human subjects)
  • A separate Data Management Plan, if created 

Modification Request Packet  

Submit the following to request a modification to an existing DUA or to add data users to an existing DUA’s coverage: 

  • DUA Modification Request Form
  • A list of all personnel who would have access to the data under the modified agreement
  • DUA Signature Forms (see link above) from all new data users subject to the agreement
  • Copies of previously submitted forms
  • An updated Data Use Agreement and any other forms requiring a University signature
  • Any other relevant, data-related forms submitted to the data owner or sponsor (such as a data use application, confidentiality agreements, etc.)
  • An IRB determination letter (only for data connected to human subjects)

 

Understand the Genomic Data Sharing Process

Investigators who plan to share certain genomic data about human participants must obtain approval from the Institutional Review Board (IRB) and obtain a National Institutes of Health (NIH) Institutional Certification.

An NIH Institutional Certification — submitted by the Principal Investigator and signed by the UAlbany’s Office of Regulatory and Research Compliance (ORRC) — determines whether it is necessary to limit secondary research use. 

This process ensures large-scale human genomic data submitted to an NIH-designated data repository adheres to NIH policy and any relevant laws, as well as the original study participants’ informed consent and preferences. 

For additional information, please review the following resources:

Contact [email protected] with any questions. 

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