Research Data – How long should it be kept?

Researchers are tasked with collecting, storing and the retention of research data beyond the completion of their research project. Do you know exactly how long you should retain your research data? Carmela Gallo from the University of Melbourne’s Legal and Risk team offers key advice on research data management for researchers.

According to Management of Data and Information in Research: A guide supporting the Australian Code for the Responsible Conduct of Research (2.3 Storage, retention and disposal),

“The period for which data should be retained should be determined by prevailing standards for the specific type of research and any applicable state, territory or national legislation. In general, the minimum period for retention of research data is 5 years from the date of publication.”

However, researchers should not be misled in believing that all research data retention period requirements are 5 years from the date of publication based on the above statement. As a researcher at the University of Melbourne, you need to be aware that the University of Melbourne Records Retention & Disposal Authority provides the legal mechanism for the retention and disposal of university records in accordance with the Victorian Public Records Act 1973. This includes research data.

By applying the disposal classes to your research data, you will be meeting your compliance obligation.  Below is a summary of the retention periods for research data from the University of Melbourne Records and Retention Disposal Authority

• 3.2: Datasets of regulatory or community-wide significance

Includes data created that is:

• • part of genetic research, including gene therapy
  • controversial or of high public interest,
  • costly or impossible to reproduce
  • relates to the use of an innovative technique for the first time,
  • of significant community or heritage value to the state or nation
  • required by funding or other agreements to be retained permanently

• 3.3 Datasets from clinical trials

Temporary – Minimum 15 years after completion of research activity

• 3.4 Datasets from involving minors

Temporary – Minimum 15 years after the child reaches the age of 18

• 3.5 Datasets not involving clinical trials or minors

Temporary – Minimum 5 years after completion of research activity

… under certain circumstances

However, under certain circumstances, there may be other factors that will override these retention periods for research data. Below are two examples:

• Are there legal requirements by funders such as government bodies and publishers that require a different retention period than those specified in the University Retention and Disposal authority? If so, is this well documented?
• The University has recently adopted a set of open access principles that encourages sharing of data (if appropriate) beyond its publication. If you decided to put your research on open access, consider how long does the research data need to be made accessible and why? The retention period and justification should be documented.

Researchers will need to consider regulatory responsibilities, ethical, legal, cultural and other guidelines when determining how long to retain research data. The University of Melbourne Records Retention and Disposal Authority is one of those guidelines. From a records perspective, it is important that researchers determine and document the retention and disposal requirements from the beginning. It is important that this information is readily available into the future.

Want to learn more?

For more information on research data management, you can attend this upcoming Researcher@Library webinar, ‘File Management 101: Taming the digital chaos’ on Thursday 23 July, 2020 at 1pm with Peter Neish from the Digital Scholarship team.

Book Now

About the author

Carmela Gallo works as a Records Analyst in Records & Information, Legal and Risk at the University of Melbourne. For more information on research data and record-keeping, subscribe to the Records Services Update e-newsletter by emailing records-info@unimelb.edu.au or browse past editions available from their website.

Image credit: Andrew Pons on Unsplash