Your chosen repository must meet compliance guidelines
JHU Affiliates may contact Data Services at dataservices@jhu.edu for further assistance.
Understand Data Sharing Constraints
Many funders and publishers encourage the sharing of research data through a repository. However, if you need to restrict access due to sensitive data or other legal limitations (e.g., proprietary data), make sure your chosen repository has appropriate access controls. When choosing an appropriate repository, researchers need to consider whether access to data should be controlled (e.g., requestors apply for access and are verified) or if it can be open (i.e., anyone can find and download data anonymously and without a cost). NIH’s guidance on when to use controlled-access repositories is useful even if you do not have NIH funding.
JH Compliance offices have developed guidance on the use of controlled-access repositories as well.
- Data Sharing Tiers for Broad Sharing of JHM Clinically Derived Data [pdf ]:Written by JHU Data Trust , a guide to determining the types of repositories you can use to share clinical data. Requires JHU affiliation JHED to login .
- General JHU IRB Expectations for Sharing of Individual Level Research Data [pdf]:Written by JHU IRBs. The table outlines considerations researchers should be aware of when developing plans for data sharing when the data to be shared is from human research participants.
Look for a Disciplinary Repository First
Funders and publishers prefer that you deposit into a disciplinary repository that specializes in data from your research domain and/or data type if one is available. Disciplinary repositories can make your data more discoverable to others in your field. The Data Repository Navigator Tool allows you to filter by subject area and data type. In addition, some funders and publishers dictate exactly which repositories you need to deposit into, so be sure to check the terms and conditions for those policies or requirements as well.
Use JHRDR if No Disciplinary Repository Available
If your type of research does not have an appropriate disciplinary repository available to use and your data can legally and ethically be open access, please deposit your research into the Hopkins-managed generalist repository, JH Research Data Repository (JHRDR).
Learn More About the Repository
Once you identify a potential repository, we encourage you to go to the repository website and verify its suitability. Some things to consider:
- Does it mint unique persistent identifiers (e.g., DOIs)?
- Do they accept my data formats and data from my type of research?
- Do existing datasets contain appropriate levels of documentation describing the terms of dataset access and use?
- Are there any costs associated with depositing my data?
- Are there limits on the size of the overall dataset and/or individual file?
- If so, can I pay for additional storage?
- How current is the site? Are there indicators that the repository is maintained?
- Does the repository follow the National Science and Technology Council’s guidance on Desirable Characteristics of Data Repositories for additional features to look for in a robust/appropriate repository.
Preparing to Share Data in your Selected Repository
Once you’ve selected a repository to share your research data, consider the following:
- Plan to de-identify your data
- Use the Repository Navigator to determine the level of de-identification required by your chosen repository.
- Review JHM Data Trust’s Data Sharing Tiers for Broad Sharing of JHM Clinically Derived Data [pdf ] to determine the level of de-identification required for your selected access control.
- Review JHU Data Services’ Guide on Protecting Human Subject Identifiers for an outline of identification levels and tips and techniques for removing identifiers.
- Budget for data sharing in your selected repository
- Use the Repository Navigator to determine whether your chosen repository charges any fees to deposit or for public access.
- Check whether your funder lists allowable costs for data management & sharing and determine whether you will budget for any other data sharing costs, including costs to de-identify data to the required level.
- Draft appropriate consent language
- Review the General JHU IRB Expectations for Sharing of Individual Level Research Data to determine what consent language is required for the level of access and identifiability you have selected.
- If you plan to share human participant data via open access, ensure your consent form contains JHM IRB’s Open Access Consent Language.
- Describe and communicate your plans for data sharing
- Designate your selected repository in your Data Management & Sharing Plan. JHU Data Services’ Guide on Data Management & Sharing contains tips for writing your plan.
- Determine how and where to communicate your data sharing plans to your IRB. For JHM IRB, review JHM IRB’s FAQs on Data Sharing. For other IRBs, contact your IRB if you have questions about how to communicate data sharing plans.