Research

Managing research records can be complicated, and depends on several factors, including the type of participants (non-human subjects, adult human subjects, or minor human subjects) and the sponsor (university or federally-funded versus industry-funded).

Complete Managing Research Records (12 minutes) in Workday.

Retention

Research records generally require approval from the sponsor before they can be destroyed. RIM recommends using the University Records Management Application (URMA) to track the location and retention of research records.

Research Records Classification

Research with Non Human Subjects

If your research does not involve human subjects, use series 111-101170 Research: Notes, Working Papers, and Technical Data - Non Human Subject.

Destroy 5 years after the close of the study, or in accordance with the sponsor agreement/protocol and when reference value ends, whichever time period is longer.

Research with Human Subjects (IRB-SBS)

Research approved by IRB-SBS falls into series 111-101170 Research: Notes, Working Papers, and Technical Data - Human Subject (SBS).

Destroy 5 years after the IRB-SBS close date or in accordance with the sponsor agreement/protocol, whichever time period is longer.

Research with Adult Human Subjects (IRB-HSR)

Studies approved by IRB-HSR and involving adult subjects belong under series 111-200233 Research: Administrative, Data & Participant Records: Adult Subjects (HSR).

Destroy 6 years after IRB-HSR close date or in accordance with the sponsor agreement/protocol, whichever time period is longer.

Research with Minor Human Subjects (IRB-HSR)

Studies approved by IRB-HSR and involving minor subjects belong under series 111-200233 Research: Administrative, Data & Participant Records: Minor Subjects (HSR).

Destroy 6 years after youngest subject reaches age of 18 and 6 years after IRB-HSR close date, or in accordance with the sponsor agreement/protocol, whichever time period is longer.

Ownership and Access

Per policy RES-002 Ownership, Retention, Safeguarding, Management, and Transfer of Research Records, research conducted as part of university employment belongs to the university. It must remain at the university unless arrangements are made with the Vice President for Research to transfer responsibility.

While exemptions may apply, research records are discoverable through the Freedom of Information Act (FOIA).

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