Archiving a Project Dataset

PURPOSE

This SOP describes how Project Datasets are archived in HIC (Health Informatics Centre), 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

DEFINITIONS

• Approved project: An approved project is a project that is logged into the Project Management System and has Ethics, Caldicott and NHS R&D governance approval, as required.

• Data: Information held in electronic or paper form.

• HIC Client: Refers to an individual or organisation that receives services from Health Informatics Centre (HIC) and agrees to follow HIC's contractual obligations, policies, and procedures, ensuring compliance with legal, ethical, and professional standards.

• Pro-CHI: Project-specific identifier used by HIC to uniquely anonymise a typical NHS dataset CHI number across all datasets within the overall Project Dataset.

• Project: ​​​​​​​One or more services that covers a client's needs.

• Project Dataset: A Project Dataset that has been anonymised uniquely and specifically for use within an Approved Project. The dataset must relate to the cohort and purpose defined in the Project Description.

• Project Management System: The database and software system used by HIC to store project details and documents relating to, in particular, approvals and data releases.

• TRE: Trusted Research Environment (TRE) is a secure computing environment. It is specifically designed for handling sensitive data in a way that protects privacy and ensures security.

SCOPE

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

• Pseudonymised (e.g., pro-CHI’d) data released to the TRE, including both archiving of the original copies of the files released to HIC Client, and HIC Client altered versions. 

• Code and reports developed by HIC Client. 

• Any other files present in the TRE.

PROCEDURE

1. Identify Dataset

   • Once the Approved Project has reached its end date, as shown within the Project Management (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

• Information Security Policy

DOCUMENT CONTROLS