FAIR Data Policy for the Core Facility Centers
A recommended policy framework for managing research data generated, processed or supported by core facilities and shared research equipment centers.
The policy provides an institutional basis for responsible research data management throughout the data lifecycle, from planning and data collection to documentation, storage, publication, preservation and reuse.
It may be adopted or adapted by research institutions, core facilities and centers providing access to scientific equipment, laboratories, analytical services or data-intensive research infrastructure.
Document information
Key information about the purpose, intended users and status of the FAIR Data Policy model.
Document type
Recommended institutional policy model
Intended users
Core facilities, research institutions and shared research equipment centers
Scope
Research data and associated documentation created or processed through facility services
Available formats
PDF for reference
Editable DOCX for adaptation
Core facilities generate and process research data through scientific instruments, laboratories, analytical platforms, computing services and specialised research workflows.
The FAIR Data Policy establishes common principles for managing these data and clarifies the responsibilities of the host institution, facility management, facility staff, researchers and data support specialists.
The policy covers research data together with the information required to understand, verify and reuse them. Depending on the facility, this may include metadata, instrument settings, calibration records, processing parameters, software versions, analysis procedures, quality-control information and provenance records.
The document is designed as an adaptable model. Before institutional approval, its provisions should be aligned with the legal status, technical capacity, disciplinary context and internal regulations of the adopting organisation.
Recommended policy model
Current published version
FAIR Data Policy for the Core Facility Centers.
Version: [version number]
Published: [publication date]
Language: [language]
Format: PDF
Purpose of the policy
The policy supports consistent and responsible management of research data generated or processed through core facility services.
Responsible data management
Establishes common requirements for planning, collecting, documenting, storing and managing research data.
FAIR data
Supports data that are findable, accessible, interoperable and reusable where legal, ethical and contractual conditions permit.
Rights and protection
Clarifies requirements for ownership, confidentiality, personal data, intellectual property and information security.
Publication and reuse
Encourages appropriate repository deposit, persistent identification, licensing, citation and long-term reuse of research data.
Scope of application
The policy applies to research data generated, collected, processed, analysed or stored through the services and infrastructure of a core facility.
Its scope may include raw and processed data, derived results, metadata, laboratory and instrument records, calibration information, processing scripts, software configurations, workflow descriptions, quality-control records and other documentation needed to interpret or reproduce the results.
The policy should be applied in proportion to the nature of the data, disciplinary practices, applicable legislation, contractual obligations and the technical capacity of the facility.
Main policy areas
The model policy addresses six interconnected areas of research data governance and management.
Governance and responsibilities
Defines the responsibilities of the host institution, facility management, staff members, researchers, service users and data support specialists.
It also establishes how decisions concerning data management, access and preservation are coordinated.
Data planning and documentation
Encourages early identification of data types, formats, volumes, storage requirements, responsibilities, access conditions and preservation needs.
A data management plan may be required for complex or long-term projects.
Data quality and metadata
Requires sufficient metadata and documentation to identify, interpret, verify and reuse research data.
Relevant disciplinary standards, controlled vocabularies and persistent identifiers should be used where available.
Storage and information security
Establishes requirements for secure storage, backup, access control, integrity checking and protection against accidental loss or unauthorised modification.
Storage arrangements should correspond to the sensitivity and value of the data.
Access, licensing and reuse
Defines how access conditions, embargoes, licences, ownership, intellectual property and third-party restrictions should be documented.
Data should be as open as possible and as restricted as necessary.
Preservation and publication
Supports selection of data for long-term retention and publication in appropriate trusted repositories.
Published datasets should include sufficient metadata, access information, licences and links to related research outputs.
Roles and responsibilities
Effective implementation of the policy requires a clear distribution of responsibilities among the principal participants.
Host institution
Establishes institutional requirements, assigns responsibilities and provides an organisational framework for data governance, security and preservation.
Core facility
Defines operational procedures, documents instrument and service outputs, maintains relevant records and informs users about data management conditions.
Researchers and users
Provide accurate project information, comply with agreed procedures and ensure appropriate management, documentation and use of the resulting data.
Data support specialists
Provide consultation on data management plans, metadata, repositories, licences, persistent identifiers, FAIR assessment and data publication.
Applying the policy
The policy can be used as a starting point for developing an institutional data policy for an individual core facility or a network of research infrastructure units.
Before adoption, the document should be reviewed against the institution’s internal regulations, technical infrastructure, research disciplines, contractual obligations and applicable requirements concerning personal, confidential or restricted information.
Practical implementation may require supporting procedures, including data management planning, file organisation, metadata capture, backup, access control, repository selection, licensing and annual monitoring.
Adaptation and approval
This document is provided as a recommended model and does not automatically constitute an approved policy of an institution or individual core facility.
Organisations adopting the policy should specify its scope, responsible units, approval procedure, effective date, review cycle and relationship to existing institutional regulations.
After institutional approval, the adapted policy should be published together with its approval details, effective date and current version number.
Document access and version control
The reference version of the policy may be published in PDF format. An editable version may also be provided to support institutional adaptation.
Each published version should include a version number, publication or approval date, language and information about the organisation responsible for maintaining the document.
When the model policy is updated, the latest version should replace the previous public version. Institutions that have adapted the policy remain responsible for reviewing and updating their own approved documents.