Found inside – Page 196The UK Data Protection Act ( 1998 ) , for example , lays down specific legislation surrounding the purpose for which ... the data should be kept locked away , or if stored on a computer , then the files should be password protected . The University of Warwick’s Research Data Policy is designed to allow all Warwick researchers to be compliant with all known funder requirements by default and states: “9. The University retains an external company that specialises in destroying magnetic and solid state media and will provide a "Certificate of Assurance". The Digital Curation Centre has published a Checklist for appraising research data that can help you approach this question in a considered, systematic fashion. In order to comply with legalities, and avoid facing costly fines relating to the misuse or mishandling of confidential data, you must ensure that all information stored by your charity is kept accurate, secure . Some issues to consider when handling data electronically include the following: In the article entiled “Preventing data theft”, Lynn Greiner quotes Paul Hyde, CEO of Kasten Chase (a company that develops high-assurance data security systems) that: " It's important to have a level of security that is adequate if the machine is stolen. The Research Ethics Guidebook is designed as a resource for social science researchers - those early in their careers, as well as more experienced colleagues. Health and care research should serve the public interest, which means that research sponsors have to demonstrate that their research serves the interests of society as a whole. What preservation resources are available to you? What data do you need to keep and what do you need to destroy? Found inside – Page 89Personal information stored separately from research data and archived by use of a serial number; ... by providing for the explicit recognition of privacy and data protection as core values which should guide cybersecurity policy in the ... For support contact the Ethics team in Research Services or the university's Data Protection Officer. This cost is likely to fall over time so we recommend that you check for the updated current cost periodically in this document. The General Data Protection Regulation (GDPR), which comes into effect at the end of May, will modernise and overhaul the legal framework for privacy and the protection of personal data across the EU. There is no standard answer to this, as it depends on the type of document and your Local Authority's requirements. The aim of the data statement is to promote the discoverability of research data that has been created in the life of a project – BUT the data itself does not have to be publically accessible. Data must be stored for at least 15 years from the date of final publication. See our detailed guide and information on how to deposit data at Southampton. Some publishers are now requiring the deposit of supporting data with the article, while others require that a link to the data is provided. Fraud happens in research. All data held in secure centres which are within the UK, Data will be automatically deleted 30 days after user leaves the University. Ordinarily, applications are made for 'section 251 support' from the Confidentiality Advisory Group (CAG) where confidential patient information is to be processed in England and Wales without consent for research and non-research activities. Some federal and state agencies have guidelines on how many times a computer disk should be erased to ensure the disk is free of recoverable data. Deciding early on which data to keep, which to discard and in which file . The latter is now regarded as less of a problem for popular formats, but may need to be considered for specialised data formats. Note that not all shredders are capable of destroying optical media, please check the suitability of your shredder before using this method. Even reformatting the storage is not guaranteed to make the data unavailable. The policy should also outline the purpose for processing the personal data. Found inside – Page 162How data will be stored, preserved and managed: {{ the sharing of all primary data, samples and supporting ... and advice about curating and preserving research data can be obtained from the Digital Curation Centre (www.dcc.ac.uk). Found inside(at http://www.nhs.uk/chq/Pages/1889.aspx? CategoryID=68&SubCategoryID=160) Or conduct your own research to identify how long common records of information should be kept in health and social care settings. Explain why keeping records ... The UCL Research Data Policy gives general recommendation about length of time for data storage that researchers must observe. You have an obligation to keep records securely for as long as they contain personal information so you need to make sure that you have processes in place to make sure the security is appropriate. The UK GDPR introduces a right for individuals to have personal data erased. The process is also regulated in many countries. Applicants should address the below points: 1. Many funders require the preservation and sharing of key data underpinning research publications for set periods after the completion of the research. Without original data, an audit trail stops at the keyboard. It is . Jisc is working to develop shared infrastructure, influence policy and provide guidance to support institutions with the growing need for robust research data . In the case of all research data, relevant elements of the Data Protection Act apply - e.g. For example, in a research effort raw data could be recorded in a laboratory notebook, then transferred to an electronic data file for analysis, which could result in output data. Bookmark this page as https://library.soton.ac.uk/researchdata/deposit. You will need to take this into account when considering how long you will need to retain the data and may influence your choice of storage location. 1) Review: records may need to be kept for longer than the minimum retention period due to ongoing administrative need. For more details see our DOI for data page. Found inside – Page 352Indeed, data localisation should not apply to data arbitrarily (as in the Russian example) but should be limited to a specific dataset (as in the UK NHS example). In this sense, data localisation should be governed by the principle of ... Personal data should be processed fairly, lawfully and in a transparent manner. If your data is highly sensitive you should seek advice from within your Faculty/Research/Academic group to confirm that the confidential waste service is appropriate for your material. We can register a DOI for your dataset through DataCite - this gives a persistent link and can make it easier to cite. Check any relevant policies and contract terms; What are the publisher's requirements? Found inside – Page 114... Nuffield Department for Population Health, University of Oxford, Oxford, UK Abstract. As research processes change due to technological developments in how data is collected, stored and used, so must consent methods. There is no guarantee it will be on microfiche. This may be value to yourself, in view of possible future research or the exploitation of any IPR, to other researchers, who might usefully interrogate them to generate further insights, or to other stakeholders such as industrial collaborators for whom the data may hold commercial interest. Children and Young People - until the patient's 25th birthday or 3 years after death. Data retention periods "How long should I keep my data?" Open University requirements The Open University's Retention Schedule advises that research records (which include raw and analysed research data) be kept for ten years from publication. Funders also have retention requirements and some research data will also be subject to legal requirements. Several years of valuable research data can be compromised or lost as it happned in April 2001, when an intruder broke into a server used by a group of Univeristy of Washington graduate students and deleted the entire file system (UoW website, 2003). The research sponsor decides what information will be collected for the study and how it will be used. Be aware of required safeguards for international transfers of personal data outside of the UK. In the case of data stored electronically, the potential for altering, erasing, losing, or unauthorized access is high. Answer. See more in our data protection factsheet. If the investigator cannot archive the documents at the trial site, an independent archive provider can be used. This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. Postal address: One Canada Square, Floor 27, Canary Wharf, London E14 5EN. Accessed on April 15, 2004. http://rcrec.org/index.php?module=ContentExpress&func=display&bid=24&btitle=Navigation&mid=29&ceid=2, http://www.washington.edu/computing/windows/issue27/safe.html, http://www.itbusiness.ca/index.asp?theaction=61&sid=47850, http://ori.dhhs.gov/html/resources/britishmed.asp, http://www.sciencedaily.com/releases/2000/10/001010071729.htm, http://rcrec.org/index.php?module=ContentExpress&func=display&bid=24&btitle=Navigation&mid=29&ceid=2. The Digital Curation Centre (2014) guide 'Five steps to decide what data to keep: a checklist for appraising research data v.1' may help you to decide what to retain. The investigator should agree to archive the documentation (both electronic and paper-based records) during the retention period as required according to GCP 5.5.11 - 5.5.12. It is recommended that optical media such as DVDs and CDs are physically destroyed. It introduces key points you need to consider when developing or reviewing your child protection records retention and storage policy and signposts to further information. The Research Data Service also has Guidance on the Retention of Research Records and Data, which covers issues specific to research records and data in more detail. Can the cost of archiving the data be recovered from the sponsor? However, there might be ways of anonymising the data to make it sharable, Lancaster University’s guide to selecting ‘, If data are openly available the name(s) of the data repositories should be provided, as well as any persistent identifiers or accession numbers for the dataset. This should cover the fact that data is commonly linked with other data sources, kept for a long time and reused to address important research questions. It aims to help you find your way through the variety of regulatory processes and procedures that can apply to social science research - signposting you to more detailed information along . If your data is a terrabyte or over in size, contact researchdata@soton.ac.uk to discuss how to deposit your data. Financial data for both Limited Companies and Sole Traders should also be kept for 6 years from the end of the last financial year. It may be that you have an idea from looking at sources of additional data during your data management planning stage or use the flowchart below to help you decide. It is also worth remembering that research data can be subject to Freedom of Information (FOI) requests. Answer. This is a growing and fast moving area. Regardless of where you deposit your data, you need to add a dataset record to our data catalogue (via Pure). Written by experts at the UK Data Archive, with over thirty years of experience in working with and teaching people to work with data, this book is the globally-reaching guide for any postgraduate student or researcher looking to build ... Research organizations often contract to commercial data disposing companies to dispose of data stored on non-electronic media such as laboratory notebooks, paper files, etc., and it is the responsibility of the research organization to ensure the commercial company will dispose off the data in a safe and non-recoverable manner .
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