Archiving a Project Dataset

PURPOSE

This SOP describes how Project Datasets are archived at the end of a project when the data is no longer required for the purposes of the project, but may be required for future research use, review, reference or audit. 

RESPONSIBILITIES

SCOPE

This SOP covers Approved Projects. This data includes, but is not limited to: 

• Pseudonymised (e.g., PROCHI’d) data released to the TRE, including both archiving of the original copies of the files released to researcher, and researcher altered versions. 

• Code and reports developed by Approved Data Users. 

• Any other files present in the TRE.

PROCEDURE

1. Identify Dataset

   • Once the Approved Project has reached its end date, as shown within the PM System, HIC will liaise with the HIC Client to ensure that they are finished with the data. 

   • If HIC Client is not finished with the data, the end date will be updated accordingly within the PM System which will extend the HIC Clients TRE account expiry.

2. Archive Dataset

   • If the HIC Client confirms that their Approved Project is completed the Project Dataset will be archived.

   • Deidentified project data, as released to TRE may also be archived.

3. Monitor Archived Dataset

   • Archived data is held for a period of 10 years unless otherwise specified in any agreements.

   • The potential use of the dataset will be reviewed by the Leadership Team after 10 years, in consultation with the original HIC Client where possible and a decision will be made to either: 

     • Delete the dataset, including all back-ups, or 

     • Extend the archive period 

APPLICABLE REFERENCES

• For Definitions see HIC ISMS Glossary

• Information Security Policy

DOCUMENT CONTROLS