Data Management: Why a Node data management strategy

Data management activities already exist across roles, services, institutions and projects. The question is whether they form a coherent approach. This section explores why a coordinated strategy matters, how it can connect existing work, clarify scope and responsibilities, and support practical first steps.

Status

ready

Time to complete

60 minutes

Primary audience

Node Coordinators, Data Stewards

Explain why a Node data management strategy can support coordination, clarity and planning
Describe how a Node data management strategy connects existing services, roles, policies and activities
Identify a practical reason and starting point for developing or refining a strategy

Developing a shared approach to data management is not always straightforward in a distributed environment like ELIXIR. Responsibilities, services and expertise are often spread across roles, institutions, projects and national initiatives. A strategy helps connect this existing work, clarify responsibilities and create a shared direction.

Important

You can use the Node examples page for inspiration while working through this chapter. The examples show how different Nodes used practical activities, existing resources and early discussions to begin developing a more coordinated approach.

Why a data management strategy matters

ELIXIR Nodes bring together many institutions, services and communities. Each group works with data in different ways. Without a shared direction, coordination becomes difficult. A strategy helps create this direction and provides clarity.

Direction and clarity: A strategy shows what the Node wants to achieve in data management. It shows how services fit together and where support is still needed.
Efficiency and shared understanding: It reduces duplication, improves communication and helps staff understand their roles.
Planning and sustainability: A strategy supports long-term planning. It helps the Node decide which services to maintain, where to invest effort and how to respond to new demands or opportunities.
Scope and responsibilities: A strategy helps clarify what should be coordinated at Node level and what remains with individual institutions, projects, services or teams. It does not require every partner to work in the same way.

Funders and national partners often expect this kind of clarity. Changes in requirements, services or research practices can also create a practical reason to improve coordination.

Related perspective
How funders can drive FAIRification strategies.

Note

Developing a strategy is not the responsibility of a single role. It requires input from coordination, data stewardship, technical teams and user-facing support to reflect the full data landscape.

What a data management strategy is and does

Note

A strategy is not a complex policy document. It is a simple way to bring clarity to how data is managed across the Node or institution.

A strategy has a few key characteristics:

A short, practical document: A strategy outlines the main goals of the Node, the data landscape it serves and the principles that guide its work.
A way to connect existing information: It brings together content that often exists in many places. It does not replace policies, service descriptions or Data Management Plans. It connects them.
Selective and connected: A strategy does not need to describe every activity in detail. It identifies what matters at Node level and links to more detailed institutional policies, service descriptions, strategies, plans and other supporting documents.
Services and roles: A strategy shows how the Node supports good data management and FAIR practices. It describes the main services, roles and communities involved.
A shared reference point: It gives staff a common view of the current situation and future direction.
A living document: The strategy is light and easy to update. It can begin as a rough outline, a collection of existing materials or another simple working format and develop as the Node grows, new roles appear or priorities shift.

Developing the strategy can already be useful before the document is complete. The process can make existing work more visible, connect people who do not usually work together and clarify where responsibilities or decisions are still unclear.

Quick exercise: mapping your strategy starting point

A strategy links existing work. Nodes often have policies, maturity assessments, training plans and service descriptions. The strategy brings these together and shows how each element contributes to the wider picture.

Before moving on, write this down. It will help you make the next steps more concrete.

Think about what already exists
Write down three to five items related to data management in your Node. These may include policies, services, tools, training, roles, expertise, partnerships or existing working arrangements.
Group and connect them
Which items belong together? Who is responsible for them? Are there overlaps, unclear connections or areas that are difficult to find?
Reflect
What feels clear and well connected? What feels fragmented, difficult to find or unclear in ownership? Before identifying a gap, check whether the activity or expertise may already exist elsewhere in the Node.

The aim is not to create a complete inventory. It is to identify where existing work can be connected and where greater clarity or coordination may be needed.

Tip

Compare your notes with a colleague. Do you see the same picture, or are there differences in perspective?

Quick reflection: risks without a data management strategy

Consider your current situation:

Which decisions are currently made case by case because there is no shared direction?
Where could responsibilities, ownership or decision-making remain unclear?
Where could services, expertise or support be duplicated, overlooked or difficult to find?
Are priorities mainly shaped by urgent requests rather than deliberate choices?
Which activities depend heavily on individual people, projects or temporary funding?
What might remain unclear for staff, partners or users?

Choose one or two risks that matter most for your Node. These can help explain why a strategy is needed and where to begin.

Exercise: define your reason for starting

Bring your observations together in a few sentences.

Why now?
What challenge, change or opportunity makes this a useful time to work on the strategy?
What should the strategy help clarify or improve?
This might be coordination, responsibilities, visibility of existing support, sustainability or another issue that matters in your Node.
What can you already build on?
Note the existing documents, activities, expertise or discussions that give you a starting point.

You do not need to solve these issues yet. The aim is to be clear about why you are starting and what you want the strategy process to help with.

Tip

Keep this lightweight. A clear reason and starting point are enough for now.

Who to involve

Developing a strategy is not the responsibility of a single role. A small group with different perspectives can help make sure the strategy reflects both the overall direction of the Node and how data management, services and support work in practice.

Consider whether you have the following perspectives involved:

A Node coordinator or other coordination role to connect the work with Node priorities and decision-making
A data steward, data manager or technical staff member with knowledge of standards, tools, services and workflows
A support or training staff member who understands recurring questions and user needs
An institutional, infrastructure or community representative who can bring a perspective from where activities happen in practice

You do not need everyone involved from the beginning. Start with the perspectives that are most relevant to your current starting point and involve others as needed.

Warning

If only one or two perspectives are represented, important aspects of the data landscape may be missed.

What’s next

You now have a clearer reason for developing or refining your Node data management strategy and a practical starting point.

In Chapter 2, you will look more closely at the context in which the strategy needs to work.

Real world example

Node examples to learn from

Node examples for chapter 1 on why a data management strategy matters