Data Retention and Preservation

In many cases research data should be retained for a significant period.

The best time to think about how to store and preserve your data safe is right at the beginning of your research project. If you plan out your data retention and preservation needs early on, you won't have to spend extra time or money adjusting your data management later. The University's Research Data and Primary Materials Policy explains what's required regarding retention of research data.ÌýÌý

Data archiving and retention information is recorded in the Project Closeout section of your data management plan using Research Data Planner, the University’s data management planning tool.Ìý

According to University policy, the Data Steward (the Chief Investigator on the project unless that person nominates another party) is responsible for planning, managing, and preserving the data. The Data Steward Competency Framework offers guidance on fulfilling these responsibilities, including preservation, and shows where you can find support.

The University's Information ManagementÌýPolicy lays out compliance obligations related to record keeping and data management. The Records and Archives Management Handbook is the University's online repository of records management procedures, guidance and information.

  • Data retention

    The required retention period for research data can be as long as five, seven, or fifteen years.ÌýIn some cases permanent retention is required.

    Mandated South Australian minimum retention durations are set out in .ÌýÌý

    Retention and disposal requirements are summarised in the table below*. You should also check with collaborators and funding bodies associated with your research for any additional preservation requirements they may need you to meet.Ìý

    *Table accurate as of April 2024Ìý

    GDS No.24 SectionÌý

    Type of Research Data

    Minimum Retention Period

    9.17.1Ìý

    Research data from projects involving gene therapy, e.g. patient records.

    PERMANENT - Retain

    9.17.2Ìý

    Research data created in the conduct of a research project, including clinical trials, which: Ìý
    • are controversial Ìý
    • arouse widespread scientific or other interest Ìý
    • involve the use of major new or innovative techniques Ìý
    • involve eminent researchers or Ìý
    • have the potential to cause major impacts on the environment, society or human health.

    PERMANENT - Retain

    9.17.3Ìý

    Research data from clinical trials.ÌýÌý

    See 9.5.3 for research data from clinical trials that leads to a patent.

    Retain a minimum of 15 years after action completed, then destroy.

    9.17.4

    Research data created in the conduct of research projects that are not clinical trials, but the outcomes of which lead to a patent.Ìý

    Retain a minimum of 7 years after expiry of patent, then destroy.

    9.17.5

    Other research data and results.