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Data Management Plans for Procurement

Parts of a DMP

Most DMPs will ask questions about the following areas. Templates and examples are in the following section.

  • Description of the data
    • What data is being collected? What agency business process does it support within the agency?
      • (This section is often completed by the agency.)
  • Metadata and supporting data-related documentation
    • What descriptive information is supplied so that the state agency better understands our data within the product?
    • What data documentation will be shared with the state agency along with the product?
  • Fair, lawful, and responsible use
    • What legal authority is followed by the vendor?
    • Is data handled responsibly and ethically by the vendor?
      • (This section might reference state or other standards on data privacy, security, and management)
  • Storage, back-up, and access
    • Where is data stored?
    • When and how does data get removed from the product?
    • Is the minimum amount of information being collected?
      • (State agencies do not wish to collect data that we do not need. This is called data minimization.)
    • Who has access to the data?
    • How is personal information controlled within the system?
    • How is data security ensured during any transfers?
      • (This section might reference state or other standards on data privacy, security, and management.)
  • Long-term retention, archiving
    • What data must be retained or destroyed for contractual, legal, or regulatory purposes?
    • How will data be reviewed for destruction or retention?
    • Where will retained data be hosted and available over the long term?
  • Open data, data sharing, and data restrictions
    • Is all the data being collected disclosed to the state agency?
    • Does the product have the ability to publish open data, if the state agency desires?
    • What restrictions, if any, apply to data collected?
  • Roles and responsibilities
    • Who is responsible for what activities throughout the contract (for example, data management)?

DMP Templates & Examples

Even though your data management plan (DMP) may end up looking different, it is helpful to use templates and examples to get started. You can also connect with Washington state agencies who use DMPs.