Tentative Translation

Basic Policy for the Handling of Research Data in JSPS Programs
October 23, 2023
Adjudication by the President
1. Purpose
Greater openness of research results, including the release and sharing of research data, is being
advanced with the goal of sharing knowledge globally, as in open science. Governments, internationalorganizations, industry, and academia will need to implement a management strategy for the research
process that is based on the Open and Close approach. The strategy must consider both theinternational contributions and the interests of each entity, while respecting freedom and diversity inresearch activities.
Against this backdrop, the “Basic Approach to the Management and Utilization of Publicly Funded
Research Data” has just been released in Japan.
The Japan Society for the Promotion of Science (hereinafter referred to as “JSPS”) has promoted
open access to research papers in accordance with “The JSPS Policy for Implementing Open Accessto Research Papers.” In view of the above, JSPS has established a basic policy on handling researchdata (hereinafter referred to as “the Policy”) aimed at encouraging persons who conduct JSPS-funded
research activities to manage and use research data in an appropriate manner.
2. Definitions of Terms Used in the Policy(1) Research Data
“Research Data” means any data generated in the course of research activities funded by JSPS thatcan be managed in electromagnetic form.
(2) Data Management Plan
A “Data Management Plan (DMP)” is a written document that establishes the policies for the storage,management, release, sharing, and utilization of research data.
(3) Managed Data
“Managed Data” means research data whose scope has been defined by the researcher in the DataManagement Plan as subject to management and utilization in accordance with the standards of theinstitution with which the researcher is affiliated.
(4) Metadata“Metadata” means data consisting of information describing the Managed Data.
1(5) Data Sharing
The term “Data Sharing” is defined as the practice of making data accessible to users without
imposing any restrictions or limitations. However, certain research data may require special
consideration with respect to disclosure and may be exempt from data sharing.
3. Handling of Research Data
(1) Creating a DMP
Researchers in charge of research activities conducted with research funds granted by JSPS
(hereinafter referred to as “Principal Investigators or others: PIs”) shall prepare DMPs as required foreach program.
(2) Mandatory Elements to be Included in a DMP
The following sections describe the mandatory elements to be included in the DMPs. However,depending on the specifics of the individual programs, certain elements may be added or deleted asappropriate.
①Research Project Details:
Project year, project name, research project title, project number, and principal investigator name
②Data Details:Name, summary, research field, disclosed or undisclosed, of the research data to be acquired orcollected.
③Data Storage and Management Details:
Policy for storage and management of research data, location of storage, location of release anddelivery, creator, and custodian(3) Metadata Assignment
Metadata shall be assigned to the managed data. Among the metadata elements that shall be
associated with the managed data, the mandatory elements are listed in the Appendix. Other elements
than those listed may be added as appropriate, depending on the characteristics of the program.
(4) Research Data Storage and Management
PIs must properly store and manage research data in accordance with the DMP.

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(5) Publication of Research Data
In principle, research data used as evidence in research papers should be made publicly available.
Other research data should also be disclosed to the extent possible. However, when determining
whether to “open,” “share,” or “non-share / non-open,” it is essential to consider the specificcharacteristics of the research field and the institution that is managing the data.
(6) Important Points about Storing, Managing, and Disclosing Research Data
PIs may choose to non-open research data for reasons of prudence, including personal information,
confidential corporate information, the novelty of the research, and the national security of Japan.
Furthermore, in instances where the immediate release of research data may not be optimal for thepurpose of maintaining industrial competitiveness or scientific advantages, PIs may establish an
appropriate embargo (time limited non-publication) period, considering the balance between
promoting data use and whether or not public disclosure is appropriate.
In addition, the management and use of research data must comply with relevant laws and regulations.
It is also of paramount importance to ensure that the actual management and use of research data isconsistent with national data protection laws and EU regulations on data handling, as well asinternational regulations and practices, such as the FAIR Principles, which are principles for datamanagement.
4. Other Notes(1) Research data handling tailored to the individual characteristics of programs
If, in addition to the Policy, there are provisions for handling research data in individual programs,
those provisions should also be followed.
(2) Dissemination to PIs
The items to be included in the DMP for individual programs and the metadata items are to be madeknown to PIs in an appropriate manner, such as by being clearly stated in the guidelines for public
calls for proposals.
Supplementary Provisions (October 23, 2023)
1. The Policy shall be effective as of October 23, 2023.
2. For programs other than those based on the Competitive Research Funding System, the Policy will
apply to new proposals in and after FY2025.

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APPENDIX
Basic Policy for the Handling of Research Data in JSPS Programs
JSPS Metadata Generic Elements
In accordance with the “Metadata Generic Elements in the Policy as of March 31, 2023” in the “Basic Approach to the Management and Utilization ofPublicly Funded Research Data”

Elements

Mandatory

Remarks

orOptional
1Funder

Mandatory

Type “JSPS”.

2

Funding stream code in Japan Grant

Optional

Codes for “Institution Code” and “Policy/Project Specification Code” under the Japan

Number3

Grant Number

Program name

Optional

Name of competitive research funding program

Japan Grant Number

Mandatory

Japan Grant Number assigned to each research fund

Project nameMandatoryTitle of the research project under the Principal Investigator's purview (e.g., project title on
the e-Rad system)

4

Data number

Mandatory

Japan Grant Number - Serial number of the project
If necessary, add a branch number at the end of the data number to identify the data being
managed.
4

5TitleMandatory

Avoid using names such as “conference materials,” “report materials,” or “measurementresults” that do not provide sufficient information about the content.

6

Date (Issued / Updated)

Mandatory

Metadata publication/update dates

7

Description

Mandatory

Describe the content in a straightforward and substantive manner.

8

Research field

Mandatory

Describe the research field.

9

Data type

Mandatory

While the default option is “Data set,” alternative forms of data may be inputted according
to the specific characteristics of the relevant data.

10File size

Optional

List by category, such as less than 1 GB, 1 GB or more but less than 10 GB, 10 GB or more
but less than 100 GB, 100 GB or more but less than 100 GB.

11Policies for the use and provision of

Mandatory

managed data

Describe specific terms and conditions, including information about the cost of the service(free or fee-based), licensing details, citation instructions, and any other pertinentinformation.

12Access right

Mandatory

Select from the following options: public/shared/non-shared/private/embagoed access.

Available date

MandatoryIf embargoed access is selected: Enter the expected publication date.

Repository information

Mandatory

Provide a current repository description or a repository description after the end of theresearch period.

Repository URL/ DOI link

Optional

Provide details, if there are any.

51314Creator name

Optional

Enter the name of the researcher who created the managed data

Creator name identifier (e-Rad)

Optional

Enter the e-Rad researcher number of the creator of the managed data.

Hosting institution

Mandatory

Institutions responsible for managing each individual data to be managed
As a general rule, abbreviations of organization names are not permitted. Also include suchterms as “Company Limited,” “National University Corporation,” and “General
Incorporated Association,” etc.
If the organization is registered in the Research Organization Registry (ROR),* which is a
research organization identifier, enter the name of the organization where it is registered.
*Retrievable from https://ror.org/

Hosting institution code

Optional

Specify the ROR ID, the code that identifies the organization as the hosting institution.

Data manager

Mandatory

Name of the individual responsible for managing each managed data set within the hosting
institution

Data manager identifier (e-Rad)

Optional

Not required if the data manager does not have an e-Rad researcher number.
Required if the data manager has an e-Rad researcher number, unless he/she wishes to keep
the number private.

Contact of data manager

Mandatory

The address, telephone number, and e-mail address of the institution with which the datamanager is affiliated. Ensure that third parties interested in the managed data can always
reach the data manager.

15Remarks

Optional

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