Research Data Management Policy

Storage Options.

7. Retention

7.1 Subject to clause 7.2, all Research Data which is stored in accordance with section 6 of this Policy should be held for a minimum period of 10 years from collection, creation or generation of the Research Data or publication of the research results (whichever is the later) provided appropriate safeguards are in place to protect any personal data necessary to achieve the research objectives contained within it..

7.2 Research Data shall be retained for longer than this 10 year period:

  • 7.2.1 where an increased retention period is required to meet the University's statutory obligations, contractual obligations or the guidelines of the body funding the relevant research project;
  • 7.2.2 where the results of the research have resulted in a patent application;
  • 7.2.3 where the results of the research become contentious or subject to challenge at any time during the initial 10 year retention period, in which case Research Data should be retained pending review and not destroyed or otherwise disposed of until the matter is fully resolved.

7.3 Research Data may be retained for longer than this 10 year period where the research has a public interest or heritage value.

7.4 Please consult Guidance on Retention Periods for a summary of the current retention periods from funding bodies.

7.5 Research data that is not deemed ‘significant’ data need not be retained beyond the end of the research project. Guidance on how to determine what is significant is available from the Library. Non-significant data could include early research notes, early versions of later documents or material which is expensive to store but quick and easy to collect again. Unless a publication is planned from the research, all Research Data resulting from work undertaken by taught undergraduate and postgraduate students towards their dissertations would fall into this category and need not be retained after the degree has been awarded.

8. Disposal and destruction

8.1 Subject to clause 8.3 and 8.4, the disposal and destruction of Research Data must be undertaken in accordance with the University's Recommended Practices for Destruction of Data.

8.2 The agreed processes for the timing, manner and recording of Research Data disposal and destruction should be included in data planning and stored with other project information and documentation.

8.3 Prior to any scheduled disposal and destruction, the relevant Research Data records which have been stored and retained in accordance with section 6 and 7 of this policy should:

  • 8.3.1 be reviewed with a view to their suitability for destruction by the appropriate University Faculty; and
  • 8.3.2 where found to be suitable for destruction and disposal, the process shall be managed in line with any legal, regulatory and contractual obligations, and as appropriate relative to with the sensitivity of the data in question.

8.4 A record of the disposal or deletion of Research Data originally stored and retained in accordance with section 4 and 5 of this policy, should be logged in the Repository which should include the reason for deletion.

9. Access

9.1 Subject to clause 9.2, the University recognises the benefits of making Research Data accessible to the public or wider academic community.

9.2 Before sharing Research Data during or after a project it is essential to consider whether this is permissible in light of IPR ownership, ethical, privacy, confidentiality requirements or any legal, regulatory or funding restrictions. In addition, Researchers must consider whether Research Data has commercial potential and in consultation with the University's Research & Innovation Services consider if it is suitable for protection and/or transfer under the University's Intellectual Property Regulations.

9.3 Access to Research Data during the course of a research project should be restricted to the collaborators on the research project in the first instance and only made available to other parties if none of the issues in clause 9.2 are present (or have been managed, such as through anonymisation of the Research Data and the preparation of a data access agreement for signing by the potential recipient of the Research Data) and with the permission of the research collaborators.

9.4 To assist in complying with the University's obligations set out in Clause 9.2, access to Research Data which is deposited in the Repository may be restricted or embargoed by technical means.

9.5 Researchers who deposit Research Data in a national or international repository must only do so if the matters set out in clause 9.2 have been addressed and there are no restrictions in place governing the sharing of data.

9.6 Please consult the document Restricting Access to Research Data for guidance in meeting the University's obligations under clause 9.2.

9.7 Researchers who receive requests for access to Research Data should forward these requests to Legal Services.

10. Guidance documents

11. Related regulations and policies

 

Approved by Senate 29th day of February 2012

Reviewed in July 2014; no changes made

Reviewed/updated in July 2015

Reviewed in June 2016; no changes made

Reviewed May 2019; Approved by Senate, June 2019

Updated June 2024; Approved by ESEC, June 2024.