What is Research Data Management?

Research data management refers to the entire set of activities related to research data throughout the lifecycle of a research project—from its beginning to after its completion. This includes the collection and generation of research data, organization and processing, analysis, storage, publication, and disposal.

It covers not only the day-to-day handling of data during a research project, but also the formulation of a Data Management Plan (DMP) that defines how data will be handled, as well as long-term decisions about how data will be managed after the project ends.

Points to Consider when Publishing Research Data

Researchers are required to decide whether research data should be “Open,” “Shared,” or “Closed” based on their open-and-closed strategy.

• Open: Providing research data in a form that can be freely accessed and used by anyone.
• Shared: Providing research data in a form that can be accessed and used only by a limited group of authorized users.
• Closed: Data that is neither open nor shared.

Publishing research data offers many benefits, including ensuring transparency and fairness in research, enabling reuse in other fields, and fostering new research and innovation. Researchers are therefore encouraged to actively consider publishing research data whenever possible.

If immediate publication is not appropriate, data may be published after setting an embargo period (time-limited non-disclosure).

However, the following types of research data cannot be made public:

• Data for which consent has not been obtained from all relevant rights holders.
• Data containing legally sensitive information (e.g., personal information, patents/intellectual property, or security-related information).
• Data subject to publication restrictions under collaborative research agreements with companies or other organizations.
• Data containing content restricted by legal or ethical standards within the research community that prohibit public disclosure.

Tohoku University Research Data Management and Publication Policy

Purpose of the Policy

Tohoku University has established the Tohoku University Research Data Management and Publication Policy based on its long-standing traditions of “Research First” and “Open Door” principles.

As research practices continue to evolve and the importance of data in research activities increases, Tohoku University aims, under this policy, to properly manage research data of high academic value and to promote its publication and utilization. Through these efforts, the university seeks to lead open science initiatives and contribute to the sustainable development of human society as a research-centered university.

Policy and Commentary

• Tohoku University Research Data Management and Publication Policy
• Commentary on the Tohoku University Research Data Management and Publication Policy

Four Requirements for Research Data Management, Preservation, and Publication

1. Submission of a Data Management Plan (DMP)

Funding agencies increasingly require the submission of a DMP to ensure proper management of research data from the research phase through post-project completion.

For KAKENHI, starting from FY2024, the preparation of a DMP at the time of grant application is required, in principle, for all new and continuing research projects. In addition, submission of information (such as metadata) on research data generated and published through the funded project is mandatory as part of interim and final reports.

2. Research Integrity

From the perspectives of preventing misconduct, improving research integrity, and ensuring transparency, proper management, preservation, and publication of research data are required.

3. Disclosure of Underlying Data for Submitted Papers and Grants

Many academic journals now require that underlying data be stored and published in reliable repositories as part of their data policies.

For peer-reviewed academic articles and underlying data produced with KAKENHI funding newly solicited from FY2025 onward, immediate registration in institutional repositories or equivalent information infrastructures is mandatory after journal publication, in accordance with the Basic Policy for Achieving Immediate Open Access to Scholarly Articles and the Specific Measures for Implementing the Basic Policy for Immediate Open Access to Scholarly Articles.

(Underlying data refers to research data that journals require to be disclosed to ensure transparency and reproducibility, as stipulated in author guidelines and publication policies.)

4. Open Access to Research Data

Amid global trends toward open science, societal demand for open research data is increasing.

The 6th Science, Technology, and Innovation Basic Plan (Cabinet decision, March 26, 2021) also emphasizes accelerating data-driven research and promoting research activities involving diverse stakeholders, including citizens, through the management and utilization of research data based on open-and-closed strategies.

The importance and necessity of promoting open science have become even more evident in the context of the COVID-19 pandemic.