Retention of Data

(a) Data must be recorded in a durable and appropriately referenced form.

(b) Sound research procedures entail the discussion of data and research methods with colleagues. Discussion may also occur well after the research is complete, often because of interest following publication. If at all possible, it is in the interests of all research workers to ensure that original data are safely held for periods of at least five years (The Joint NHMRC/AVCC Statement and Guidelines on Research Practice requires that data be kept for a minimum of 7 years.)

(c) Wherever possible, a copy of the original data should be retained in the department or research unit in which they were generated. During the active phase of the research it is acceptable for the data to be held temporarily off campus by members of the research team for research purposes, such as data analysis.

(d) Data obtained from limited access databases or in a contracted project may not be able to be retained. In such cases, a written indication of the location of the original data or key information regarding the limited access database from which it was extracted must be kept in the department or research unit. Individual researchers should be able to hold copies of the data for their own use. Nevertheless, it should be understood that retention solely by the individual research worker provides little protection to the research worker or the institution in the event of an allegation of falsification of data.

(e) Video and audiotape records will usually be erased after the data has been transcribed to digital form. Any identification codes should be stored in a different place from the data records to which they are linked.