<!DOCTYPE html>

<html data-programme="Research Integrity" data-course="Managing and Recording Your Research">

	<head>
		<title>Data storage and retention</title>
		<meta charset="UTF-8">
		<meta http-equiv="X-UA-Compatible" content="IE=edge">
		<meta name="viewport" content="width=device-width, initial-scale=1">

		<link rel="stylesheet" type="text/css" href="../css/project.min.css">
		<link id="basic-print" rel="stylesheet" type="text/css" href="../css/print.min.css" disabled>
		<link id="summary-print" rel="stylesheet" type="text/css" href="../css/print_interactive.min.css">
	<script type="text/javascript" src="../scripts_scorm_12/SCORM_12_APIWrapper.js"></script>
<script type="text/javascript" src="../scripts_scorm_12/courseFunctions.js"></script>
</head>

	<body onLoad="javascript:Initialize();" onUnload="javascript:Terminate();">
	  
		<div id="app" v-cloak>
			<base-container
				screen-id="cre_1_60"
				current-module = "Managing and Recording Your Research"
				page-title = "Data storage and retention"
				screen-time = "3"
				screen-time-period = "mins">

				<page-container>

					<page-row>
						<page-content-main>
							
							<p>The transition from physical to digital technology has made storing research information much easier. A relatively inexpensive one-terabyte hard drive can easily store the information contained in many thousands of handwritten notebooks. As long as your data/information can be digitised, and there are no legal constraints, there is no excuse for failing to store it.</p>
							<p>Researchers have various obligations to meet surrounding data storage &ndash; for more on this, see the "Additional information" pod.</p>
							
						</page-content-main>

						<page-content-sidebar>

							<!-- ADDITIONAL INFORMATION START -->
							<pod variant="b" has-modal="true">
								<pod-heading>Additional information</pod-heading> <!-- pod title -->
								<pod-content></pod-content>
								<!-- pop-up pod content -->
								<pod-modal-heading>Additional information</pod-modal-heading>
								<pod-modal-content>
									<hosted-link id="RI_INT_cre_1_60">
										<p>Research funders and, increasingly, universities require submission of a 'data management plan' for each new research project. This is a document explaining how you plan to manage the data you collect as part of your project, and should cover storage, organisation and metadata, protection and access. Even if you are not formally required to produce a data management plan, it can be a useful exercise to help you think through how you will manage your data as your project progresses.</p>
										<p>The Digital Curation Centre's <a href="https://dmponline.dcc.ac.uk/" target="_blank">DMPOnline</a> resource allows you to share and review others' data management plans.</p>
										<p>For more on research data management in general, the University of Edinburgh's <a href="https://mantra.edina.ac.uk/" target="_blank">MANTRA</a> training is a useful resource.</p>
									</hosted-link>
								</pod-modal-content>
							</pod>
							<!-- ADDITIONAL INFORMATION END -->

						</page-content-sidebar>
					</page-row>

					<page-row>
						<page-content-main>

							<h3>Basic storage requirements</h3>
							
							<p>Once you collect your research information, three key questions about storage should be addressed: what, how and how long.</p>
							
							<instructional-text><p>Select your response to the question below and click "Check Answer" to read our advice. Click "Next" to proceed to the next question.</p></instructional-text>
							<instructional-text-accessible><p>For advice on how to answer these questions, choose your response to the following three questions. Then continue on to check your answer and to consider our advice.</p></instructional-text-accessible>
							
							<!-- ACTIVITY START -->
							<process restart="true" score="false" variant="mcq">
								<process-page>
									<mcq>
										<mcq-question><p><strong>What</strong> research information should you store?</p></mcq-question>
										<mcq-options>
											<mcq-option incorrect>
												<mcq-answer>Final/analysed information or data</mcq-answer>
												<mcq-feedback><p>The simple answer to this question is that you should store everything you need to document what you have done and discovered. Since you do not know what questions will be asked about your research in the future, keeping a full research record and all supporting information is the safest option.</p></mcq-feedback>
											</mcq-option>
											<mcq-option incorrect>
												<mcq-answer>Raw and final/analysed information or data</mcq-answer>
												<mcq-feedback><p>The simple answer to this question is that you should store everything you need to document what you have done and discovered. Since you do not know what questions will be asked about your research in the future, keeping a full research record and all supporting information is the safest option.</p></mcq-feedback>
											</mcq-option>
											<mcq-option correct>
												<mcq-answer>Everything I need to document what I have done and discovered</mcq-answer>
												<mcq-feedback><p>The simple answer to this question is that you should store everything you need to document what you have done and discovered. Since you do not know what questions will be asked about your research in the future, keeping a full research record and all supporting information is the safest option.</p></mcq-feedback>
											</mcq-option>
										</mcq-options> 
									</mcq>
								</process-page>
								<process-page>
									<mcq>
										<mcq-question><p><strong>How</strong> should you store research information?</p></mcq-question>
										<mcq-options>
											<mcq-option incorrect>
												<mcq-answer>On paper in my office or laboratory</mcq-answer>
												<mcq-feedback><p>Storing research information in or on a secure institutional storage facility is the safest (and likely the required) course of action if your institution owns the information. However, secure cloud servers are now increasingly used or even expected in some fields. If you own your research information, you should take steps to make sure it is secure. Be especially wary about storing data on a disc or memory stick in your office or laboratory, as these can easily be mislaid.</p></mcq-feedback>
											</mcq-option>
											<mcq-option correct>
												<mcq-answer>On an institutional server or in an institutional repository for written records, samples and other physical materials</mcq-answer>
												<mcq-feedback><p>Storing research information in or on a secure institutional storage facility is the safest (and likely the required) course of action if your institution owns the information. However, secure cloud servers are now increasingly used or even expected in some fields. If you own your research information, you should take steps to make sure it is secure. Be especially wary about storing data on a disc or memory stick in your office or laboratory, as these can easily be mislaid.</p></mcq-feedback>
											</mcq-option>
											<mcq-option incorrect>
												<mcq-answer>On a public cloud server</mcq-answer>
												<mcq-feedback><p>Storing research information in or on a secure institutional storage facility is the safest (and likely the required) course of action if your institution owns the information. However, secure cloud servers are now increasingly used or even expected in some fields. If you own your research information, you should take steps to make sure it is secure. Be especially wary about storing data on a disc or memory stick in your office or laboratory, as these can easily be mislaid.</p></mcq-feedback>
											</mcq-option>
										</mcq-options> 
									</mcq>
								</process-page>
								<process-page>
									<mcq>
										<mcq-question><p><strong>How long</strong> should you store research information?</p></mcq-question>
										<mcq-options>
											<mcq-option incorrect>
												<mcq-answer>Ten years</mcq-answer>
												<mcq-feedback><p>In the UK, all institutions, employers and funders will have data retention policies with stipulations for how long different types of information should be held. Institutions also have data protection officers who can provide bespoke advice in situations where you feel there may be good reason to hold on to information for longer. However, in general, data retention periods are only really important for sensitive data. There is often no reason to delete anonymised raw data or other research records, as these may be helpful in the future if new methods of data analysis become available, or if someone ever raises questions about your work.</p></mcq-feedback>
											</mcq-option>
											<mcq-option correct>
												<mcq-answer>In accordance with my institution's data retention policy </mcq-answer>
												<mcq-feedback><p>In the UK, all institutions, employers and funders will have data retention policies with stipulations for how long different types of information should be held. Institutions also have data protection officers who can provide bespoke advice in situations where you feel there may be good reason to hold on to information for longer. However, in general, data retention periods are only really important for sensitive data. There is often no reason to delete anonymised raw data or other research records, as these may be helpful in the future if new methods of data analysis become available, or if someone ever raises questions about your work.</p></mcq-feedback>
											</mcq-option>
											<mcq-option incorrect>
												<mcq-answer>Indefinitely</mcq-answer>
												<mcq-feedback><p>In the UK, all institutions, employers and funders will have data retention policies with stipulations for how long different types of information should be held. Institutions also have data protection officers who can provide bespoke advice in situations where you feel there may be good reason to hold on to information for longer. However, in general, data retention periods are only really important for sensitive data. There is often no reason to delete anonymised raw data or other research records, as these may be helpful in the future if new methods of data analysis become available, or if someone ever raises questions about your work.</p></mcq-feedback>
											</mcq-option>
										</mcq-options> 
									</mcq>
								</process-page>
							</process>
							<!-- ACTIVITY END -->
							
							<h3>Your situation</h3>
							
							<p>Given the consequences of not having information about your research when you need it, why not just store everything for as long as possible? Here are some of the reasons why researchers do not always follow the advice given above.</p>
							
							<instructional-text><p>Consider each of the statements in the poll below. Choose the option that most closely reflects your level of agreement or disagreement, then click "Vote" to register your response and see how others have responded to the poll.</p></instructional-text>
							<instructional-text-accessible><p>Consider each of the statements in the poll below and choose the option that most closely reflects your level of agreement or disagreement.</p></instructional-text-accessible>
							
							<!-- ACTIVITY START -->
							<div class="cre_1_60_poll">
								<process show-in-accessible-version="false">
									<process-page>
										<!-- POLL START -->
										<poll poll-id="10488792" noscript-text="My department or institution does not provide the resources and support needed to store my research record properly."></poll>
										<!-- POLL END -->
									</process-page>
									<process-page>
										<!-- POLL START -->
										<poll poll-id="10488793" noscript-text="I would rather keep control of my research record so I can take it with me should I move to another institution."></poll>
										<!-- POLL END -->
									</process-page>
									<process-page>
										<!-- POLL START -->
										<poll poll-id="10488794" noscript-text="For privacy or other reasons, I cannot keep a record of all of the information I collected during some research projects."></poll>
										<!-- POLL END -->
									</process-page>
								</process>
							</div>
							<!-- ACCESSIBLE START -->
							<accessible-block>
								<h4>Question 1 of 3:</h4>
								<p>My department or institution does not provide the resources and support needed to store my research record properly.</p>
								<ul>
									<li>Strongly agree</li>
									<li>Agree</li>
									<li>Neutral</li>
									<li>Disagree</li>
									<li>Strongly disagree</li>
									<li>No opinion</li>
								</ul>
								<hr>
								<h4>Question 2 of 3:</h4>
								<p>I would rather keep control of my research record so I can take it with me should I move to another institution.</p>
								<ul>
									<li>Strongly agree</li>
									<li>Agree</li>
									<li>Neutral</li>
									<li>Disagree</li>
									<li>Strongly disagree</li>
									<li>No opinion</li>
								</ul>
								<hr>
								<h4>Question 3 of 3:</h4>
								<p>For privacy or other reasons, I cannot keep a record of all the information I collected during some research projects.</p>
								<ul>
									<li>Strongly agree</li>
									<li>Agree</li>
									<li>Neutral</li>
									<li>Disagree</li>
									<li>Strongly disagree</li>
									<li>No opinion</li>
								</ul>
							</accessible-block>
							<!-- ACCESSIBLE END -->
							<!-- ACTIVITY END -->
							
							<p>There are some exceptional circumstances under which certain information collected over the course of a research project should be disposed of (for example, to adhere to research participants' wishes); however, it is crucial that you carefully consider all of the potential consequences of not having this information later so you are fully prepared if any questions are raised.</p>
							
							<h3>Summary</h3>
							
							<p>Research records should be properly stored, and the data you relied on for your research should be retained. Even if you do not have the resources you need to store your research data, it is your responsibility to acquire the equipment you need to store whatever data will help others to understand your project, as well as ensuring compliance with your institution's data storage requirements.</p>

						</page-content-main>
					</page-row>
					
				</page-container>
			</base-container>
		</div> <!-- END content wrapper -->
		
		<!-- scripts -->
		<script src="../js/vendor.min.js"></script>
		<script src="../js/vue-components.min.js"></script>
		<script>
			new Vue({
			  el: "#app",
			  data: {},
			  mounted: function () {
				var core = document.createElement('script');
				core.src = "../js/core.min.js";
				document.getElementsByTagName('head')[0].appendChild(core);

				var project = document.createElement('script');
				project.src = "../js/project.min.js";
				document.getElementsByTagName('head')[0].appendChild(project);
			  }
			});
		</script>

	</body>
</html>