Policy

Policy to govern the management of research data

This policy establishes a set of principles to govern the management of research data.

Updated on 20 May 2025

  1. Overview

The University acknowledges the importance of best practice in research data management and advocates for the highest standards in the management, re-use and accessibility of Research Data. We believe that publicly funded research is in the public interest and that associated data should be made available, where possible, whilst adhering to principles underpinning data protection and research integrity, and the expectations of research funders to manage, share and provide open access to Research Data, and related digital outputs.

For the purpose of this Policy, Research Data are defined as described by the Concordat on Open Research Data. (Concordat on Open Research Data, July 2016), and as described by our funders. These definitions may change in line with sector and funder requirements to incorporate outputs described as digital objects.

The University acknowledges the academic value of providing access to research data and enabling its reuse. We advocate adherence to the FAIR Data Principles (Findable, Accessible, Interoperable, Reproducible) to help realise this aim.  We commit to the wider benefits of open research practices, and this commitment is reflected through our University Policy on Open Research which incorporates expected behaviours and actions to facilitate open access to research data, including those laid out through the UK Concordat on Open Research Data.

The University has signed the San Francisco Declaration on Research Assessment (DORA) and encourages the use of a range of metrics and indicators as evidence of the impact of published research outputs. For the purposes of research assessment, the University recognises the value and impact of Research Data as an output and, as such, expects a record of the data to be maintained in the University’s institutional repository to support assessment, review, verification and reproducibility of the data.

1.2 Scope and Application

The purpose of this policy is to establish a set of principles to govern the management of data arising from the research activities of the University. The policy is intended to cover Research Data that are of potential current or future interest, or value to the field. 

This policy applies to all Research Data and research-relevant digital objects, regardless of whether the research is externally funded or subject to funder mandates. The policy is applicable to all staff, including visiting, honorary, and emeritus staff, and all postgraduate and undergraduate students, authorised to use the University’s name and services in the course of their research and studies.

NHS and clinical trial data may be subject to additional governance as specified by the NHS Tayside R&D Director, Tayside Medical Sciences Centre (TASC).

Research data sets that are of a sensitive nature are not exempt from this policy.

  1. Responsibilities

2.1 The Principal Investigator (PI) i.e. the PI at Dundee or the grant-holder is responsible for Research Data associated with the research project. They may delegate tasks associated with data management planning throughout the lifetime of the research project, but they are ultimately responsible for adhering to best practices and compliance with this policy. 

This includes responsibility for planning costs, storage, access, retention, and deletion of the data, beyond the initial timeframe of the research. 

They are responsible for the mandatory completion, review and updating of a Data Management Plan (DMP) using University approved tools. The DMP should document plans for data management throughout the lifecycle of the project including the approach proposed for ensuring research integrity, ethics, data storage (and costs), open access and licensing. This is a requirement that must be met even when no new data are generated.

2.2 It is the responsibility of the Principal Investigator to complete a full assessment of the risks associated with the project regarding the management of data. Where research involves human participants, this includes:

  • the completion of an Initial Data Risk Assessment (IDRA) and, where a risk is identified, approaching colleagues in Legal (Information Governance) for advice on the completion of a Data Protection Impact Assessment (DPIA).
  • submission of the research project for ethical review.

This documentation should be completed working with the relevant service/committee to identify and resolve any issues. 

2.3 All clinical trials sponsored by the University of Dundee must be registered on an appropriate publicly accessible research register within 6 weeks of first participant recruitment in the UK. Summary results data from clinical trials must be made publicly accessible in an appropriate format within 12 months from trial completion (for further details see the TASC Study Registration and Publication Policy and MRC Policy for Publication and Registration of Clinical Trials and Public Health Intervention Studies). 

Principle Investigators are responsible for ensuring registration but may delegate this task to others. 

Under the UK Policy Framework for Health and Social Care Research all health and social care research requires a Sponsor. The  Tayside Medical Science Centre (TASC) provides guidance here.

2.4 It is the responsibility of the Principal Investigator to make sure that the location of published data is recorded in the University institutional repository. When data is deposited in an external repository, the associated metadata should indicate the appropriate University of Dundee affiliation.

When published by the University, the Library will provide a persistent and unique identifier for a dataset i.e. a Digital Objective Identifier (DOI). 

2.5 The most senior researcher associated with a project at the University of Dundee holds responsibility for all Research Data relating to that project. In the absence of the senior researcher, responsibility for data management will transfer upward to the Faculty Vice-Principal.

2.6a Research data gathered by postgraduate research students during their studies are the responsibility of the supervising member of staff to manage in accordance with the requirements of this policy. It is the responsibility of the Thesis Monitoring Committee (postgraduate research) to ensure that DMPs are regularly reviewed and updated.  The DMP should detail the process for transferring stewardship of the research data to the supervisor, at the completion or termination of studies. This process should include the appraisal of the research data to determine whether the data should be stored or archived following the completion of the research project and whether the data should be published, or whether the research data can be deleted. 

2.6b It is not normally anticipated that data gathered during the process of undergraduate studies would fall within the remit of this policy unless the data gathered is of a sensitive nature or is part of a larger project. In these instances, it is the responsibility of the student supervisor to ensure that policy conditions are met. 

It is the responsibility of postgraduate research students and supervisors to inform the Library of all research data generated as part of a research project.  A record for the data should be added to Discovery as part of the thesis archival process and completed prior to graduation.  The data underpinning the thesis can be embargoed but any embargo period should not exceed that of the related thesis. 

2.7 All staff and students involved in research are responsible for the completion of relevant training including mandatory training modules covering Information Security, and Research Integrity. Regarding Trusted Research, staff and students should follow the  guidance provided by the University and implement measures and safeguards to “protect research and staff from potential theft, misuse or exploitation.” 

2.8 It is the responsibility of authors contributing to published research findings to cite data appropriately. A Data Access Statement (DAS) should outline what data are available, where, and how to access the data. Where no new data are generated this must be stated. The phrase “Contact the author” is not regarded as an appropriate DAS.

2.9 Faculty Vice-Principals are responsible for maintaining oversight of research activities in their Faculty, including the management of research data. They may be called upon to support the fulfilment of Freedom of Information (FoI) and Environmental Information (EIR) requests. i.e. where legislation provides the public with a right to access information held by a UK public authority which may involve requests to access research data, unless an exemption or exception can be applied.

  1. Research Data Management Planning

3.1 New research projects must include research Data Management Plans (DMPs) that cover items such as data capture, management, integrity, confidentiality, retention, sharing, and publication. Any specific funding body and legal requirements, ethical, governance, access, University policy or School-level requirements should also be considered during the development of DMPs. The DMP should be created using university approved software.

3.2 The Data Management Plan is required when requesting Digital Data Storage space to a project. The DMP will be added to a data catalogue record in the institutional repository. The purpose of the record is to store documentation associated with the data management planning process, and to record information required to facilitate the appropriate archiving, retention, retrieval and deletion of data associated with the project. Metadata included in the catalogue record must include a descriptive title, the names and roles of people associated with the project data, a date for review, a named contact, an indication of legal or ethical constraints, and any funding information

3.3 Staff with responsibility for research data must inform the Library of any research data deposited with external platforms, such as those specified by Research Councils, international, or subject repositories. This can be achieved by creating a data catalogue record in the institutional repository.

3.4 Staff with responsibility for research data must adhere to funder requirements for data sharing. 

3.5 Data should be made openly available as soon as possible, and typically on publication of results. Embargo periods are permitted but should adhere to the funders’ requirements and any additional conditions or practices within the field. Where necessary, it is the Principal Investigator’s responsibility to negotiate an extension to restrictions to placing data in the public domain. 

3.6 Where personal data are being used in research, they shall be used in a manner compliant with the applicable data protection legislation (The General Data Protection Regulation ((EU) 2016/679) and the UK Data Protection Act (2018)), or any statutory modification or re-enactment thereof. Further information can be obtained from the University of Dundee data protection website and the website of the Information Commissioner’s Office. The privacy, confidentiality and other legitimate interests of any participants involved in the gathering of Research Data must remain protected at all times.

3.7 Research Data sets that are of a sensitive nature are not exempt from this policy. Prior to commencing research, informed consent (including consent for data sharing) should be gathered, and plans for data anonymisation and access restriction should be made and incorporated into the DMP. For the purpose of this policy, sensitive data are defined as described by Openaire and the Information Commissioners Office (ICO). 

  1. Storage, preservation and deletion

4.1 All Research Data of potential current or future interest, or that which substantiates published research findings, should be assessed by the Principal Investigator for deposition in an appropriate certified external or internal University-hosted research data repository. 

4.2 Data must be stored securely, and in alignment with institutional policy, notably the University Information Security and Data Protection policies. Appropriate measures must be taken to minimize the risk of unauthorised access, loss, destruction or theft.

4.3 Where funders’ policies permit, the associated costs of data management, analytics, archiving and sharing should be recovered from funders in the grant application.

4.4 Internal storage must be applied for through Digital Technology Services (DTS). A data storage record will be created as part of the application for internal data storage. The record should detail how the data will be retained, archived, and deleted, in accordance with any funder or University requirements.

4.5 Smaller published datasets, <1024MB, which underpin a publication or thesis may be deposited in the institutional repository, with an accompanying dataset record. The record should be linked to the publication record.

4.6 The length of time data is stored for should be determined as part of the DMP and should adhere to any funders’ requirements and any additional conditions or practices within the field. Unpublished, underpinning data, appraised by the PI as of interest, or substantiating findings, should be retained for 10 years from the project end date, unless specified otherwise by the research funder. 

4.7 Aligning with best practice regarding recording of research data and the University Open Research Policy, researchers and data managers must assess the suitability of, and observe the requirements for, making datasets findable, accessible, interoperable, and reusable (FAIR) before uploading them into a data repository. FAIR clearly states that computer access is equally as important as human access. This requires standardised terminology and metadata, including appropriate attribution and affiliation to the University of Dundee. FAIR also demands provision of the documentation required to understand the context of data; this might take the form of protocols, models or ReadMe files. Similarly, supporting software and code should be made available.

4.8 The University of Dundee will respect the requirements and policies of existing and future partnerships with third parties involved in the storage and safeguarding of Research Data. 

4.9 NHS and clinical trial data may be subject to additional governance as specified by the NHS Tayside R&D Director, TASC, (see TASC Publication Policy).

4.10 The data storage record must be retained and updated when required. Details must be recorded of when data are deleted, and why. For example, if the retention period finishes without any request for access, or continued storage is not environmentally sustainable. The Library will manage the data storage record, but it is the responsibility of the Principal Investigator to ensure that the Library is informed of any changes.

  1. 5. Intellectual property and licensing

5.1 Where research is jointly undertaken and/or funded, appropriate collaboration agreements must be put in place to define ownership of the Research Data; agreements should ensure compliance with the data sharing requirements of both commercial and non-commercial organisations, and funder requirements.

5.2 Where there is a need to establish proprietary rights to protect the intellectual property of the University, Principal Investigators should discuss the intention to place Research Data in the public domain with Research & Innovation Services (RIS) before doing so. Every effort should be made to ensure that the timeframe to establish such rights is kept to a minimum.

5.3 Where data are published, the Principal Investigator must ensure data are licensed appropriately in accordance with the institutional Open Research Policy

5.4 The University of Dundee retains the intellectual property rights to re-use Research Data or make it openly available for others to re-use. Exclusive rights to re-use or publish Research Data should not therefore be granted to any third party, including commercial publishers, without prior discussion with Research Innovation Services (RIS).

5.5 Principal Investigators are entitled to a limited period of exclusive use of the data, to be the first publishers of the data they have generated, and to have the right to be identified and credited as the creator. Details of such exclusive use should be outlined in the Data Management Plan and must be weighed against releasing data publicly in a timely manner. The location of data must be recorded in the institutional repository. Duplicate copies of data may be taken with permission of the Principal Investigator or Faculty Vice-Principal where the re-use of the data are acceptable, as defined by this policy. 

  1. Support for research data management

6.1 Support services for staff and students, whose research is in scope of this policy, are provided through Facultybased leads and Directorates involved with Research Data management. Faculty-based leads and Directorates will work together to provide Research Data management support services, meeting regularly to discuss improvements to the services and issues as they arise, escalating any concerns to Faculty Vice-Principals and University leadership, as appropriate.

6.2 Digital Technology Services (DTS): DTS are responsible for the allocation and provision of appropriate data storage. Requests for data storage should be made to DTS during the initial development of a project proposal and details recorded in the DMP. DTS are responsible for oversight, monitoring and compliance with University policy relating to data storage, data retention and deletion, and for providing the Library with the details required to create a data storage record in Pure.

6.3 Legal: Legal are responsible for the governance and oversight of personal data collected as research data. They provide advice, guidance, training and resource to support Information Governance and Data Protection-related issues, specifically where risk has been identified during the grant application process (via Worktribe) and the Initial Data Risk Assessment. They are responsible for maintaining an institutional record of projects requiring DPIAs.

6.4 Library Academic and Culture Services: The Library will provide support with appropriate research data management activities such as guidance on the completion of DMPs, compliance and advocacy for open data, the suitability of internal and external research data repositories, licensing of open access datasets and the allocation of DOIs. 

They are responsible for providing and maintaining the research data catalogue and will work with colleagues in DTS, Legal and RIS to ensure requisite details are recorded which facilitate policy compliance concerning the data management lifecycle, information governance, and research project planning. 

6.5 Research Innovation Services (RIS): RIS provides advice and support with grant applications and compliance with grant conditions throughout the research data lifecycle. They should be approached for guidance on Intellectual Property Rights (IPR).

6.6 Guidance on clinical or health data is available from TASC ([email protected]) and HIC ([email protected]).

6.7 Faculties: Staff with lead roles in Faculties i.e. Research Integrity, Ethics, Open Research and data stewardship responsibilities, along with facilities managers, should provide additional guidance at Faculty level to staff and students requiring research data management support.

  1. Monitoring and Compliance

University Research Governance & Policy Sub-Committee

If there is uncertainty around the applicability or interpretation of this policy, that cannot be resolved through reading the guidance contact the University Librarian and Director (Library, Academic and Cultural Services) in the first instance: [email protected]). 

Appendix 1: Formal Policy Guidance Notes for the Management of Research Data

  1. Scope

This document clarifies policy requirements outlined in the University of Dundee Policy to Govern the Management of Research Data (hereafter PGMRD). It is a set of procedures for the practical management of research data.

  1. Responsibilities

The Principal Investigator (PI) has responsibility to budget for the costs associated with the storage, maintenance and preservation of research data and to maintain a record of activity in the Data Management Plan (PGMRD 1.7 and 2.2); in addition to create a record in the data catalogue housed in the Institutional Repository, Discovery (PGMRD 2.5). The Library provides support for data management planning activities.

The PI has overall responsibility for the appraisal and archiving of data following the completion of a project – or at an appropriate stage of an ongoing long term project. (PGMRD 2.1). The appraisal process should be rigorous, accountable and transparent with decisions recorded in the Data Management Plan. In addition the data catalogue record in Discovery should document the anticipated date of destruction for the data where appropriate.

  1. Storage

During the life of a research project, research records should be stored and indexed so that they can be identified and retrieved quickly and easily in line with good research practice. The PI can select storage from one of the following approved University storage facilities.

Approved University storage facilities

Network drive‘S’ (Shared)

UoD Microsoft OneDrive

SharePoint

Life Sciences Secure Storage Health Informatics Centre
On-Site Storage Cloud storage On-Site Storage On-Site Storage
Tape Backup

Back up on multiple data

centres

Tape Backup Tape Backup
No external access Offsite Accessibility for external collaborators No external access

Controlled offsite accessibility for external

collaborators

Unlimited storage 5 TB storage limit, more storage available on request from UoDIT

To be agreed with Life Sciences IT. All staff and postgraduate students start

with 5GB of personal network storage

To be agreed with HIC and costed as part of project requirements

Suitable fornon- shared

data

Suitable fornon-shared

data

Suitable fornon-shared

data

 
Suitable for sharing with defined internal group

Suitable for sharing with

defined internal and external group

Suitable for sharing with defined internal group Suitable for sharing with defined group
Immediate availability Immediate availability Contact LifeSciences IT Contact HIC


 

  1. Procedures

    1. File Naming

      Electronic records should be organised for optimised accessibility and record keeping. Files should contain the following descriptive metadata within the filename:

      ResearcherSurname_Initial Project (name or grant number) Instrument Location Date Time Version

      At a minimum, the file name should observe the following format, using fields as appropriate; ResearcherSurname_Initial_project_instrument_location_date_time_version.ext (Avoid using special characters, underscores replaces spaces or full stops, naming should be descriptive and brief, dates expressed as YYYYMMDD the PI.(PGMRD 2.12)) 

    2. Backing up data

      Electronic data held on laptops, PCs, instruments and within electronic lab books should be backed up onto approved University storage daily to prevent loss of records through accidental or intentional damage or destruction (PGMRD 2.3). The file naming convention described previously must be applied to all files.

      For all confidential research data hosted outside University networks – on University licensed systems such as Microsoft Stream, OneDrive, SharePoint - electronic records should be protected with passwords and encrypted as outlined in UoD IT security and storage guidance. Further information is available at UoDIT guides.

    3. Archiving data

      The requirement to archive data is triggered when research records become (relatively) inactive after the completion of a project, or phase of a project, or when a PI or PhD student leaves the University. At this stage the PI should arrange transfer to approved University storage facilities for longer term storage. It is essential that data are well described in order that they are easily identifiable and retrievable (PGMRD 2.1, 2.3). Data should be converted to open file formats where possible.

      1. Appraisal of data

        Data must be appraised in accordance with the Data Management Plan. The PI determines what data is to be retained and where it is to be stored – either publicly in an external subject specific repository or the University institutional repository, Discovery or internally on University approved storage. All files must be named according to the conventions described in section 4.1 of this document and a descriptive title for the dataset created.

        Research data should be preserved for as long as it is of continuing value to the researcher, the wider research team/community and in line with known legal and regulatory obligations. As stated in the PGMRD 2.7, research sponsors may specify requirements for retention of specific categories of records.

        For an overview of funders policies see Digital Curation Centre (DCC) website. Clarification of funder policy and support with compliance is provided by Library Research Services, contact [email protected].

        The University of Dundee retention policy for research data is outlined in the Policy to Govern the Management of Research Data. Staff/students are permitted to take a copy of their research data where data are not sensitive and where permission has been obtained from the PI. (PGMRD 2.12).(This definition of sensitive includes ongoing research and research that has commercial and/or personal sensitivity.)

         

      2. Data that is to be destroyed

        Research data should be destroyed when judged to be of no further value or when retention periods described in the Data Management Plan expire. Destruction should be authorised by staff with appropriate authority, such as the PI or their designated administrator and should be carried out in accordance with the University’s Guidance on the proper disposal of information.

        PIs who are leaving the institution and are transferring an ongoing project must notify the Library and provide authorisation for destruction of the data at Dundee following completion of the transfer.

      3. Data catalogue – creating a record

        At the point of archiving a record must be created in Discovery (instructions on creating a data record in Discovery) and the data given a descriptive title (PGRMD 2.5). Persistent identifiers (e.g. a digital object identifier - DOI) assigned to published data should be recorded in the data catalogue entry in Discovery. This record can either be made visible in the Discovery portal or set to confidential.

        Data made publicly available from Discovery or the Image Data Repository, Omero, will have been assigned a DOI by the University. If a DOI is required contact [email protected].

        The minimum metadata collected in the Discovery data catalogue record are Title, Creator, Publisher, Year, Resource Type and Rights (i.e. licencing restrictions on data reuse). Additional recommended elements include ORCiD, Description, Time period, Geo location, Associated publications, Associated datasets.

        For a DOI to be minted the minimum metadata required are Title, Creator, Publisher, Year, DOI and Resource type (e. g. image data) – additional metadata such as File type and size, Subject, Version, Rights, ORCiD, PMID, Funder, Associated publications, can also be captured. Further detail and guidance on the metadata that can be captured when registering a DOI can be found on DataCite Metadata Schema website.

  2. Definitions

    • Research data are the evidence that underpins the answer to the research question, and can be used to validate findings regardless of its form (e.g. print, digital, or physical). These might be quantitative information or qualitative statements collected by researchers in the course of their work by experimentation, observation, modelling, interview or other methods, or information derived from existing evidence. As defined by RCUK Concordat on Open Research Data.
    • Research and experimental development (R&D) comprise creative work undertaken on a systematic basis in order to increase the stock of knowledge, including knowledge of man, culture and society, and the use of this stock of knowledge to devise new applications. As defined in The Frascati Manual definition of research.
  3. Useful contacts

    Further guidance on data destruction methods can be obtained from the University Records Management webpages.

    Guidance on the central record of Research Data sets, creation of DOIs, open access, appropriate internal and external research data repositories, and research data management planning is available from the Library Open Research and Publishing Team ([email protected]).

    Hannah Whaley, University Librarian and Director, Library Academic and Cultural Services, extension 84277

  4. Change control

Change Date Authority
Draft October 2017 LLC
Consultation Jan 2017 RPGSC
Approval September 2017 LLC
Updated October 2018 LLC
Updated July 2020 LLC
Updated October 2021 LLC

Appendix 2: Formal Policy Guidance Notes for the Management of Undergraduate Research Data

  1. Scope

This document clarifies policy requirements outlined in the University of Dundee Policy to Govern the Management of Research Data (hereafter PGMRD). It is a set of procedures for the practical management of undergraduate research data.

  1. Responsibilities

    1. In accordance with the PGMRD (1.9) the supervising staff member is responsible for student research data, this includes responsibility for the integrity and security of all research data produced during a research project by students.
    2. Where the supervisor delegates administrative activity for managing research data to other members of academic or administrative staff, s/he should define and document these arrangements within the School.
    3. During a research project, research data should be stored and indexed so that they can be identified and retrieved quickly and easily by supervisory (and if necessary) technical and administrative staff – this is for the purposes of research integrity, access continuity, to reduce the risk of data loss and to ensure the security of confidential data.
    4. Schools should maintain a record of:
      • the file name, format and location of research data;
      • research data which have been transferred to another organisation (e.g. deposited in a third-party data archive);
      • research data which have been published by the University for reuse by third parties; (See PGMRD 2.5 for guidance)
      • the destruction of research data, including the authority for destruction and the date of destruction.
  2. Storage

Research data should be stored on approved University storage facilities.

Approved University storage facilities

Network drive‘S’ (Shared) UoD Microsoft OneDrive SharePoint Life Sciences Secure Storage Health Informatics Centre
On-Site Storage Cloud storage On-Site Storage On-Site Storage
Tape Backup

Back up on multiple data

centres

Tape Backup Tape Backup
No external access Offsite Accessibility for external collaborators No external access

Controlled offsite accessibility for external

collaborators

Unlimited storage 5 TB storage limit, more storage available on request from UoDIT

To be agreed with Life Sciences IT. All staff and postgraduate students start

with 5GB of personal network storage

To be agreed with HIC and costed as part of project requirements

Suitable fornon- shared

data

Suitable fornon-shared

data

Suitable fornon-shared

data

 
Suitable for sharing with defined internal group

Suitable for sharing with defined internal and

external group

Suitable for sharing with defined internal group Suitable for sharing with defined group
Immediate availability Immediate availability Contact LifeSciences IT Contact HIC

 

  1. Procedures

    1. Storage of Sensitive or Confidential data

For all confidential research data hosted outside University networks – on University licensed systems such as Microsoft Stream, OneDrive, SharePoint - electronic records should be protected with passwords and encrypted as outlined in UoD IT security and storage guidance. Further information is available at UoDIT guides.

If students use a personal laptop or home PC to access University data, they are required to either encrypt their device, or ensure they do not hold data that is private or confidential on it. Access to research data should be controlled to prevent unauthorised use, removal or destruction of the data themselves and unauthorised disclosure of information they contain.

Research data containing personal data must be handled with particular care to ensure compliance with the provisions of the applicable data protection legislation, UK Data Protection Act (2018) or any statutory modification or re-enactment thereof and The General Data Protection Regulation ((EU) 2016/679).

  1. Procedures

    1. File Naming

      Research data should be organised for optimised accessibility and record keeping. Files should contain the following descriptive metadata within the filename:

      SupervisorSurname_Initial ResearcherSurname_Initial Project (name or grant number) Instrument Location Date Time Version

      At a minimum the file name should observe the following format, using fields as appropriate;

      SupervisorSurname_Initial_ResearcherSurname_Initial_project_instrument_location_date_time_version.ext (Avoid using special characters, underscores replaces spaces or full stops, naming should be descriptive and brief, dates expressed as YYYYMMDD.)

    2. Backing up data

      Research data held on laptops, PCs, instruments and within electronic lab books should be backed up onto approved University storage daily – or as soon as the student is able - to prevent loss of data through accidental or intentional damage or destruction (PGMRD 2.3). The file naming convention described previously must be applied to all research data files.

    3. Completion of studies

      1. Appraisal of data

        When the student completes their undergraduate studies research data must be appraised in accordance with the Data Management Plan and retained for a period of 12 months on University approved storage.

      2. Maintaining Access

        The supervisor must ensure that editor access to data has been transferred to the School. Research data will be retained on approved University storage facilities for a period of 12 months. Data should be converted to open file formats where possible and practical.

      3. Retention of data

        The University of Dundee retention policy for research data is outlined in the Policy to Govern the Management of Research Data. Students are permitted to take a copy of their research data where data are not sensitive and where permission has been obtained from the supervisor. (PGMRD 2.12). (This definition of sensitive includes ongoing research and research that has commercial and/or personal sensitivity.)

      4. Reuse of data

        It may be useful to keep research data beyond a year – where they are of continuing value to the supervisor. If a supervisor decides to retain the data beyond a year then it is considered Research Data (rather than student data) and is governed as such by PGMRD and the Formal Policy Guidance Notes for the Management of Research Data.

      5. Publication and sharing

        Where undergraduate research substantiates published research findings or is associated with an external grant, supervisors should be aware of the research funder’s requirements for publication of specific categories of data. (PGMRD 2.1 and 2.8). As stated in the PGMRD 2.7 and 2.8 research sponsors may specify requirements for retention of specific categories of data. Research data which have been published by the University for reuse by third parties should be made known to the Library and recorded in Pure; (See PGMRD 2.5 for guidance).

        For an overview of funders policies see the Digital Curation Centre website.

        Clarification of funder policy and support with compliance is provided by Library Open Research and Publishing, contact [email protected].

    4. Data that is to be destroyed

      When judged to be of no further value or when the 12 month retention period described expires research data should be destroyed. Destruction should be authorised by staff with appropriate authority, such as the supervisor or their designated administrator and should be carried out in accordance with the University’s Guidance on the proper disposal of information.

      Supervisors who are leaving the institution and are transferring an ongoing project must notify the School and provide authorisation for destruction of undergraduate student research data at Dundee following completion of the transfer.

  2. Useful Contacts

    Further guidance on data destruction methods can be obtained from the University Records Management webpages.

    Guidance on the central record of Research Data sets, creation of DOIs, open access, appropriate internal and external research data repositories, and research data management planning is available from the Research Services Team, Library Open Research and Publishing Team ([email protected]).

    • Hannah Whaley, University Librarian and Director, Library Academic and Cultural Services, extension 84277
  3. Change control 

Change Date Authority
Draft October 2017 LLC
Consultation Jan 2017 RPGSC
Approval September 2017 LLC
Updated October 2018 LLC
Updated July 2020 LLC
Updated October 2021 LLC

Document Information

Document Name Policy to Govern the Management of Research Data

Status

Responsible officer/department/school Policy owner

Date last approved Due for renewal

Information classification: public/internal Location in repository

Approval route and history

Approved

Assistant Director, Library and Learning Centre Research Governance and Policy Sub-Committee 24 January 2018

January 2023 or as required Public

Research, Knowledge & Exchange

Research Policy and Governance Sub-Committee January 24 2018

Code RPG180124_GMR_v2
Enquiries

Hannah Whaley

University Librarian and Director of Library Academic and Cultural Services

[email protected]
Corporate information category Research governance