At the end of your research project/activity, it’s important to finalise your data just as you would close out other aspects such as final reports, funds acquittal, etc. 
UWA researchers should complete a Dataset Action Record in the UWA Research Data Hub to finalise their dataset(s) at the end of a project/activity. If you have completed a RDMP, you will receive a notification after your anticipated project/activity end date reminding you to complete your Dataset Action Record.
The Dataset Action Record will guide you through aspects such as retention and eventual disposal of your data and more information about these topics are provided on this page.

Ensure to complete a Dataset Action record for all research data, including physical data. After completing a Dataset Action Record in UWA Research Data Hub the Records, Archives and Digitisation Services team can assist with long-term archiving of physical research data that does not need to be regularly accessed by the research team.

Determining how long your data needs to be retained has many benefits:

• compliance with minimum retention periods;
• effective use of storage resources for data which has long-term value;
• reduced volume of data making it easier to manage and maintain descriptive metadata records;
• reduced storage costs; and
• efficient and effective file organisation for quick reuse. 

Research data must be retained in order to satisfy:

• researcher needs in the current research climate;
• future research needs; and
• compliance with legislation, policies, funding agency guidelines, publisher requirements or contracts.

According to the WAUSDA (WA University Sector Disposal Authority), all research data needs to be retained for at least 7 years after publication or conclusion of the project, but many types of data need to be retained significantly longer and in some cases permanent retention is required. See Reference Point 12.6 Data Analysis and Results on page 93 of the wa-universities-sda.pdf .

Factors leading to longer prescribed retention periods include:

• data relating to clinical trials or the use of hazardous materials;
• data which has long-term impacts on the particular field of research, such as a shift in the paradigm; or which has high public interest; and
• data which is instrumental in the establishment of intellectual property rights such as patents, trademarks or copyright. 

For long-term archiving of physical research data that does not need to be regularly accessed by the research team, please complete a Dataset Action Record in UWA Research Data Hub indicating how long the physical data must be retained. The Records, Archives and Digitisation Services team will be in touch to help arrange storage.

WAUSDA Quick Guide to Determine the Retention of Research Records

Definition of major research

Records relating to University research projects with outcomes that are or become:

• of high interest;
• the subject of widespread debate or contention in the public arena;
• have a major national or international significance;
• change the commonly held view or approach (paradigm shifting);
• alter or vary the typical example;
• where the principle investigator has a widely acknowledged influence in the area of scholarship;
• representative case for or epitome of a subject;
• projects that involve the use of major or new innovative techniques;
• have potential major or long term impact on the environment, heritage, society or human health; or
• have a legislative requirement to retain the records permanently, such as research involving Gene Therapy and Biotechnology.

Minor research

Records relating to research that is not deemed major, as outlined above.

Definition of a clinical trial

A clinical trial is 'any research study that prospectively assigns human participants or groups of humans to one or more health-related interventions to evaluate the effects on health incomes' (definition from: World Health Organisation (2018) International Clinical Trials Registry Platform, pg 6).

A clinical trial can involve testing a drug, a surgical procedure, other therapeutic procedures and devices, a preventive procedure, or a diagnostic device or procedure.(definition from: National Health & Medical Research Council (2009) National Statement on the Ethical Conduct of Human Research, pg 33).

Once the minimum retention period for your dataset has been reached, the University's Records, Archives & Digitisation Services (RADS) team will ensure there are no current Freedom of Information or other outstanding actions on the records before initiating the destruction approval process. 

Once approval of destruction is granted secure destruction of research data involves using irreversible methods to ensure that the data is no longer usable. It is critical that confidential or sensitive data remains unreadable.

Non-digital data should be physically destroyed using appropriate methods which are as secure and environmentally friendly as possible. Physical records must not be discarded using paper recycle bins or ordinary waste bins.

Please contact records@uwa.edu.au for assistance in organising the provision of secure destruction services. 

Relevant documentation:

• WAUSDA (WA University Sector Disposal Authority)
• UWA Information Retention Policy
• UWA Research Integrity Policy
• UWA Recordkeeping Plan - available via the Staff Intranet or on request to records@uwa.edu.au.