SayPro Data Management Plan (DMP)

1. SayPro Introduction

This Data Management Plan outlines the standards and procedures for managing data collected, stored, and used in SayPro’s research and projects. It ensures data integrity, confidentiality, compliance with legal requirements, and alignment with SayPro’s mission to support education and workforce development.

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2. SayPro Data Types and Formats

Data Types:

• Quantitative data (e.g., survey results, numerical metrics)
• Qualitative data (e.g., interview transcripts, open-ended responses)
• Administrative data (e.g., institutional records, metadata)
• Digital assets (e.g., images, audio, video recordings)

Formats:

• CSV, XLSX, JSON (for structured data)
• PDF, DOCX (for reports and documents)
• MP3, MP4, WAV (for audio/video)
• TXT (for transcripts)

All data should be saved in open, non-proprietary formats where possible to ensure long-term accessibility.

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3. SayPro Data Collection

• Data collection methods must adhere to ethical standards, including informed consent and privacy protections.
• Data should be collected using validated tools aligned with SayPro’s research protocols.
• Personal Identifiable Information (PII) should be minimized and anonymized wherever possible during collection.

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4. SayPro Data Storage and Security

• All data will be stored securely on SayPro’s encrypted servers or approved cloud platforms with restricted access.
• Access controls must be role-based, ensuring only authorized personnel can access sensitive data.
• Regular backups will be performed, with copies stored in geographically separate locations.
• Data encryption must be applied both at rest and during transmission.

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5. SayPro Data Documentation and Metadata

• Every dataset must be accompanied by metadata describing:
  • Data origin and collection method
  • Data format and structure
  • Variable definitions and coding schemes
  • Date of collection and responsible parties
• Use SayPro’s standardized metadata templates to maintain consistency.

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6. SayPro Data Sharing and Access

• Data sharing must comply with ethical, legal, and contractual obligations.
• Anonymized datasets may be shared with partners or published for wider access with proper attribution.
• Sensitive data sharing requires formal agreements (e.g., Data Use Agreements).
• When publishing data, SayPro will follow FAIR principles (Findable, Accessible, Interoperable, Reusable).

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7.SayPro Data Retention and Disposal

• Data retention periods will follow SayPro’s policy and legal requirements, typically a minimum of 5 years after project completion.
• Data no longer needed will be securely deleted or anonymized to protect privacy.
• Disposal methods will ensure data cannot be recovered (e.g., secure wiping).

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8. SayPro Roles and Responsibilities

• Data Manager: Oversees data handling processes and ensures compliance with this plan.
• Researchers: Responsible for accurate data collection and documentation.
• IT Team: Ensures secure storage infrastructure and access controls.
• Legal/Compliance: Provides oversight on data privacy and sharing policies.

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9. SayPro Ethical and Legal Compliance

• Compliance with relevant data protection laws (e.g., GDPR, HIPAA if applicable).
• Adherence to SayPro’s Code of Conduct and confidentiality agreements.
• Regular training for staff on data privacy and security best practices.

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10. SayPro Review and Update

• This Data Management Plan will be reviewed annually or upon significant project changes.
• Updates will be communicated to all stakeholders.