Overview
This is AIA's master Data Management Plan. Individual projects may require tailored DMPs that supplement this document in accordance with specific funder requirements (NSF, NIH, USDA, etc.).
1. Types of Data Collected
- Primary quantitative data — survey responses, administrative records, performance measure data
- Primary qualitative data — interview transcripts, focus group recordings and notes, observational field notes
- Network data — social network analysis datasets, adjacency matrices, node and edge attribute files
- Secondary data — publicly available datasets, administrative databases, literature and archival sources
- Mixed-methods data — integrated datasets combining quantitative and qualitative sources
2. Data Collection Standards
- All data collection instruments are reviewed for validity, reliability, and cultural appropriateness prior to use
- Survey data is collected using secure, IRB-approved platforms with appropriate access controls
- Interview and focus group recordings are stored securely and transcribed with participant identifiers removed
- All human subjects data collection is conducted under active IRB approval with signed informed consent
3. Data Organization and Documentation
- Each project has a dedicated Google Drive folder with standardized subfolder structure
- Datasets are named using a consistent convention: [ProjectCode]_[DataType]_[Date]_[Version]
- A data dictionary is maintained for each quantitative dataset documenting variable names, labels, and coding
- Qualitative codebooks are maintained in ATLAS.ti with version control and audit trails
- SPSS syntax files are saved alongside data files to ensure analytic reproducibility
4. Data Security and Access
Data security practices are governed by AIA's Data Security Policy. Key provisions include:
- All project data stored in Google Workspace with access limited to authorized project personnel
- Identifiable participant data stored separately from analytic datasets and de-identified at the earliest feasible point
- Federal agency data handled in accordance with applicable Data Use Agreements
5. Data Sharing
- AIA shares data only as authorized by client contracts, IRB protocols, and Data Use Agreements
- NSF-funded projects comply with NSF's Public Access Policy — data underlying publications made available in a public repository within one year of publication where not prohibited by participant protections
- AIA does not share identifiable participant data without explicit consent or legal requirement
6. Data Retention and Destruction
- Federal grant data is retained for a minimum of three years following the end of the project period, or as specified by the sponsoring agency
- Client project data is retained for five years following project completion unless otherwise specified
- Data no longer required is securely destroyed — digital files permanently deleted; paper records shredded
7. Roles and Responsibilities
- Both principals share responsibility for data management compliance
- The project lead for each engagement is responsible for maintaining project-specific data documentation
- Any subcontractors handling project data must agree to AIA's data management and security standards in writing