Submitting Data Under the Data Resources Program

Many recipients of NIJ research funding must submit data resulting from their grant projects to NIJ for archiving with the National Archive of Criminal Justice Data (NACJD) as a condition of the grant award. Some portion of funding is often withheld until submission requirements are completed before the end of a grant.[1]

Submission of the data typically follows these general steps:

1. Data archiving plan

Many NIJ solicitations require applicants to include a data archiving plan as part of their funding application. The plan describes a proposed data management and archiving process, including confidentiality protections and level of effort associated with meeting archiving requirements. Tasks associated with data preparation and archiving are reflected in the proposed project budget and budget narrative sections of the application

2. Grantee submission for archiving

At least 90 days before the end of the grant period, the grantee submits the data used for the project through the NACJD website Exit Notice.

Data Deposits Include:

  • The Data Submission Checklist (pdf, 6 pages) 
  • Data Archiving Plan (updated for project completion)
  • IRB approval, informed consent and privacy certificate
  • Data (de-identified)
  • Documentation
  • Syntax
  • Bibliographies
  • Inventory of files
For complete details, download the Data Submission Checklist and Secondary Data Analyst User's Guide (pdf, 6 pages).

3. Data review

Data specialists at NACJD review submitted data and documentation and provide a Deposit Review Report to the NIJ grant manager and the NACJD program manager.

4. Data revision 

If the data as initially submitted require further revision, the grant manager contacts the grantee with specific issues that the grantee, NACJD data specialist, and grant manager work to address. The data or related materials are then resubmitted.

5. Data archiving 

Once approved by the NIJ grant manager, data are processed for inclusion in the archive[2] and fund withholding conditions are removed from the related grant. Once processed, the data are made available at an appropriate level of protection.

Notes

[1] See the specific requirements as detailed in each solicitation and the funding documentation for every award.

[2] Because of increased submissions of data sets, not all data are processed for dissemination. Some data are processed only for preservation or until they are requested. A study description (metadata) is always added to the NACJD data collection regardless of how the data are processed and published.

Date Modified: July 25, 2014