Retention and disposal

Depending on the nature of the data, researchers are responsible for either permanently retaining the data beyond the life of the project, or destroying it after a designated period.

Researchers need to:

  • Determine their retention or disposal requirement at an early stage and record this information for future reference. This information is often recorded during the application process for Ethics approval and research grants.
  • Arrange for the final archival storage location with the University following completion of the research project
  • Ensure that requirements for disposal (including secure destruction) are met.

To assist in determining retention and disposal requirement, refer to the table below. The table is based on retention statutes enacted by Public Records Office Victoria (PROV).

For further information and advice about secure destruction of data, please contact Records and Archives or view the Retention and Disposal Authority.

What is the minimum retention period for my research data?

PROV
Statute
DescriptionRetention
Status
Disposal ActionStorage
PROS 16/07 - 3.3.2 Data and datasets created as part of research activities within the institution, which are of regulatory or community significance. PERMANENT Permanent Archive RETAIN IN CENTRAL UNIVERSITY STORAGE (means the storage solution must be owned and centrally managed by the University and the research data must be identifiable through appropriate metadata that can be understood with or without the ongoing input of the original researcher)

For HARD COPY DATA ONLY - University Archives
Contact: archives@monash.edu

For ELECTRONIC DATA - University Library
See  Storage and backup
Contact: researchdata@monash.edu

PROS 16/07 - 3.3.3 Data and datasets created from clinical trials as part of research activities within the institution.
Excludes data and datasets included in class 3.3.2
TEMPORARY Destroy 15 years after completion of research activity RETAIN IN CENTRAL UNIVERSITY STORAGE (means the storage solution must be owned and centrally managed by the University and the research data must be identifiable through appropriate metadata that can be understood with or without the ongoing input of the original researcher)

See Storage and backup
Contact: researchdata@monash.edu

PROS 16/07 - 3.3.4 Data and datasets created as part of research activities within the institution which involve minors.
Excludes data and datasets included in class 3.3.2
TEMPORARY Destroy 15 years after child reaches the age of 18 RETAIN IN CENTRAL UNIVERSITY STORAGE (means the storage solution must be owned and centrally managed by the University and the research data must be identifiable through appropriate metadata that can be understood with or without the ongoing input of the original researcher)

See Storage and backup
Contact: researchdata@monash.edu

PROS 16/07 - 3.3.5 Data and datasets created as part of research activities within the institution. Does NOT include data created for specific research activities for which additional regulatory requirements apply, including: clinical trials, gene therapy and research involving children. Excludes data and datasets included in class 3.3.2 TEMPORARY Destroy 5 years after completion of research activity RETAIN IN THE MOST APPROPRIATE UNIVERSITY STORAGE (and must be identifiable through appropriate metadata that can be understood with or without the ongoing input of the original researcher)

See Storage and backup
Contact: researchdata@monash.edu

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