What are some examples of research records?

Research records include the records associated with sponsored research, like the grant or contract, financial reports, protocols, and correspondence with the sponsor. The Office of Sponsored Programs and Office of Responsible Research Practices are responsible for most of these records.

Research records commonly held by researchers include technical reports, the documentation a principal investigator is expected to collect in the course of monitoring the work of subawardees and consultants, and original documentation that needs to be maintained in clinical trial files.

Research data fall under the university’s Research Data Policy and the Office of Research retention schedule.

If you have administrative or business records related to a sponsored project and are not sure they are the official copy of the record, contact Karla Gengler-Nowak.

How long do I need to keep research records?

It is important to remember that a variety of regulations and requirements govern research records. Think about the context in which the research records lives. For example: Does it involved human subjects? Does the funding sponsor specify retention terms? Is there intellectual property?

• Research data must be archived a minimum of 5 years after the research is closed out. See the university’s Research Data Policy for details and situations requiring longer retention. Clinical trials in particular have specialized retention requirements.
• Grant/contract final technical reports: these need to be transferred to the University Archives (hint: give the final report to OSP so these reports are handled by that office)
• Informed consent documents: for at least 3 years after the completion of the research (FDA requires longer retention)
• Documentation showing active monitoring of the work of subawardees and consultants: active life of the project plus 8 years (these records could include phone call and meeting notes, emails documenting progress, delivered reports, etc.)
• Human subject payment records: active life of the project plus 8 years
• Only one copy of the records must be maintained. If you have hard copy and electronic copy of the same data, you can dispose of the hard copy when the electronic copy is created. You may consider keeping the hard copy until the electronic database is finalized. (Keep in mind that there are different requirements for hard copy source documents in human subjects research.)

Contact Karla Gengler-Nowak with questions.