Research Data Management

Data Appraisal

Regular data appraisal is necessary to determine its value regarding:

• retention requirements
• ongoing value
• reusability
• conformance with legal/ethical requirements

To assist with the appraisal process it is necessary to have:

• contextual information (metadata) regarding the research data in question
• clearly defined decision points for undertaking actions
• clear responsibilities for the management of research data, and data governance

Data appraisal is an ongoing process, however it many cases it is helpful to identify common trigger points such as:

• the end of a research project
• a change in custodianship
• the end of the minimum retention period
•  when the data is being moved or migrated. 

Data Retention and Disposal

Once a research project's active phase has come to an end it is necessary to consider long-term plans for data storage, retention and disposal. These actions may occur years after the data was actively used, so it is necessary to develop clear management guidelines to determine who is responsible for each action. 

Retention

In order to ensure that the University is able to justify the outcomes of research, and to defend challenged research outcomes as required by The Code, it is necessary for the University to remain the custodian of research data and primary materials acquired during research, unless the research data and primary materials are owned by a third party. 

The minimum recommended period of retention of research data and primary materials (other than short-term research projects for assessment only) is 5 years from the date of publication (or equivalent) however, this may vary according to the nature of the research and to the respective discipline and specialisation. In some instances, researchers may be bound by the requirements of a funding body or external agency, unless those agencies or bodies stipulate a period of retention less than that required by law.

For more information see Federation University's Research Data Management Procedure. 

Disposal

All research data and primary research materials are considered University records and must be stored, disposed of, or transferred in accordance with University policies and procedures, any relevant ethics applications, and legislative requirements. 

Disposing of research data should be planned and deliberate using secure disposal mechanisms to they cannot be used or reconstructed in unauthorised ways.

For more information see Federation University's Research Data Management Procedure and Records Management Procedure.

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