Skip to Main Content
UVM Libraries Research Guides banner

NIH 2023 Data Management and Sharing (DMS) Policy

General Budgeting Guidance

NIH recognizes that making data accessible and reusable for other researchers may incur costs. For that reason, investigators may request funds toward data management and sharing in the budget and budget justification sections of their applications:

Investigators whose research projects are also subject to the Genomic Data Sharing (GDS) Policy should also include requested costs for genomic data management and sharing (see  Genomic Data Sharing Policy).

Budget Justification Template

Requesting & Justifying Costs

Request any direct costs to support the activities proposed in the DMS Plan. These costs must be labeled as “Data Management and Sharing Costs” as follows:

Include a brief justification of the proposed activities proposed in the DMS Plan that will incur costs. Be sure to include a brief summary of type and amount of scientific data to be preserved and shared, the name of the established repository(ies) to be used, and general cost categories. The recommended length of the justification should be no more than half a page. This justification must be labeled as "Data Management and Sharing Justification" and should be included as follows:

**Effective for applications submitted for due dates on or after October 5, 2023, NIH will no longer require the use of the single DMS cost line item. NIH recognizes that DMS costs may be requested in many cost categories. Therefore, in line with our standard budget instructions, DMS costs must be requested in the appropriate cost category, e.g., personnel, equipment, supplies, and other expenses, following the instructions for the R&R Budget Form or PHS 398 Modular Budget Form, as applicable. While the single cost line item is no longer required, NIH will require applicants to specify estimated DMS cost details within the “Budget Justification” attachment of the R&R Budget Form or “Additional Narrative Justification” attachment of the PHS 398 Modular Budget Form, pursuant to the instructions.**

Allowable Costs

  • Curating data
  • Developing supporting documentation
  • Formatting data according to accepted community standards, or for transmission to and storage at a selected repository for long-term preservation and access
  • De-identifying data
  • Preparing metadata to foster discoverability, interpretation, and reuse
  • Local data management considerations, such as unique and specialized information infrastructure necessary to provide local management and preservation (for example, before deposit into an established repository).
  • Preserving and sharing data through established repositories, such as data deposit fees.
    • If the Data Management & Sharing (DMS) plan proposes deposition to multiple repositories, costs associated with each proposed repository may be included.

Unallowable Costs

  • Infrastructure costs that are included in institutional overhead (for instance, Facilities and Administrative costs
  • Costs associated with the routine conduct of research, including costs associated with collecting or gaining access to research data.
  • Costs that are double charged or inconsistently charged as both direct and indirect costs 

Links to Guidance