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NIH requires that data obtained from NIH funded projects be retained for 3 years beyond the date of the final financial expenditure report. But the requirement can vary by funding source. Need to read the terms and conditions carefully to make sure that a longer time frame is not specified.
PIs and lab supervisors need to develop policies for record keeping.
Should include a clear statement about data ownership and retention.
Data should be retained for a reasonable period of time to allow other researchers to check results or use data for other purposes. There is no common definition of reasonable time.
Some government programs require retention for up to 7 years.
COGR – Policy Considerations: Access to & Retention of Research Data
Records Management - COGR – 1998 (Managing Externally Funded Programs at Colleges and Universities) – a records retention system needs to be in place for awards documents.
i. Procedures for the maintenance of records, documents and other supporting evidence necessary to evaluate the effectiveness of management systems and internal procedures.
ii. Policies regarding the retention of technical records pertaining to a sponsored project.
Original Contributor:
Marie F. Smith, Institute of Ecosystem Studies - smithm@ecostudies.org
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