Data Management Costs

When writing a Data Management Plan (DMP) you are asked to think and calculate the costs needed to implement your DMP.

This checklist aims to provide guidance and examples of costs [financial and time] that might be needed to implement data management in your project. A table with cost specificities per DM topic has been developed by the LCRDM working group in The Netherlands (pp. 3-9)

  • Acquiring external datasets <link to the page on data collection – EDSC>-
  • Formatting and organizing (time consuming when done later in the project) <link to folder/files structure and naming conventions>
  • Transcription
    • Transcribing your own is qualitative data is cheaper <tips here>
    • NVivo software license can be requested for 1004,- Euro, excl. VAT (core license 595,- Euro, plus additional 409,- Euro for transcription).
    • For occasional transcription needs SURFspot offers Amberscript, costs are; for 1 hour use at 13 Euro, for 5 hour use at 50 Euro and for 10 hours at 90 Euro.

  • Data description and metadata (time consuming when done later in the project) <link to metadata guidelines>
  • Documentation (time consuming when done later in the project)

  • Data storage, EUR provides an ample selection of tools for data storage, but they all have a max of data volume you can use for “free”. If you are collecting data that will exceed these limits (big data, a lot of high-resolution video recordings, etc) some costs might be needed to cover the storage.
    • Example: Cloud database as a service: €160/month (storage 5GB, transfer 30GB).

  • Most research projects can use EUR solutions like SURFfilesender or SURFdrive, but if your project needs remote access via VPN or secured FTP for external (to EUR) people then costs might be applied.
  • Data security, if you collect sensitive data, EUR offers storage solutions like EUR Document Vault, although there is a cap on the volume, if more storage is needed or data needs to be moved securely (using trusted third-party solutions) costs might apply.

  • File format – is your data already in an open format or does it need to be converted?
    • Example: audiovisual data that needs to be converted can be time consuming, and might require special equipment and/or software

  • Anonymization, do you need to remove identifying information before sharing the data?
    • Anonymizing audiovisual data, voices, or faces can be very costly
    • For quantitative data, the costs are minimum if identifiers are a priori excluded from the files, but costs may be higher is variables need to be recorded afterwards.
    • For qualitative data, costs can be reduced if anonymization is done during transcription.
    • Costs will vary depending on how sensitive or complex the data is and how much identifying information is in the data.
  • Copyright
    • Clarifying the ownership of the data in advance (when drafting data sharing agreements, informed consent forms, consortium agreements, licenses, etc.) will make sure the research is not affected later and it is compliant with funder requirements and EUR RDM policy.
  • Data sharing
    • Depositing your data in a repository might take you from 10min to 4 hours, depending on the requirements of the repository. EUR Data Repository offers data curation and long-term storage at no extra costs, but if you want to use other repositories, extra costs might apply

  • Publishing your research results in scholarly journals can entail a publication fee. Publication costs are considered eligible costs by most funders. However, different types of article processing charges (APCs), e.g. publishing in “Gold” OA journals vs “Hybrid” journals vs non-APC journals, are not always re-imbursed by all funders. Please see information about:

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