Research Data Storage Facility Procedure

Document Number000922
Date Approved22 September 2010
        

1.0      Context

This procedure provides for the secure storage of unique (created, captured or developed) research data acquired by University of Newcastle researchers.  The aims of the storage facility are to address the research data management requirements of the Australian Code for the Responsible Conduct of Research and to provide secure storage for large scale data sets being utilised in on-going active research.

The Procedure provides for the first stage in the implementation of the research data storage facility and responds to the requirements of the Code.  It is anticipated that the focus on compliance with the Code will widen to encompass broader research activities as additional capacity becomes available.

The document should be read in conjunction with the Code and the provisions of the following University documents: Responsible Conduct of Research Policy 000873, Research Data and Materials Management Policy 000869 and Research Data and Materials Management Procedure 000870.


2.0      Intent

The Procedure defines the protocols for utilising the research data storage facility and provides for the:

  1. priority of access;
  2. allocation of storage space;
  3. project or program based storage of data;
  4. information that must be provided with research data; and
  5. control of access to data.


3.0      Scope

The Procedure applies to the following research data in priority order:

3.1. research data being transferred to long-term storage at the conclusion of the active phase of a research project or program in accordance with the provisions of the University's Research Data and Materials Management Policy and Procedure.

3.2. a data set upon which a research higher degree thesis is based; and

3.3. other research activity as approved by the Director, Research Services.


 
4.0      Data Supporting Research Outcomes

4.1 A central aim of the Australian Code for the Responsible Conduct of Research is that sufficient data be retained to justify the outcomes of research and to defend such outcomes should they be challenged.  The Code also contends that the potential value of data for further research should be considered, particularly where the research would be difficult or impossible to repeat.  In order to remain compliant with the Code, research data supporting a research outcome should be transferred to research data storage within six months of the dissemination of a research outcome.

4.2 The information held in the Research Data Register as outlined in the Research Data and Materials Management Procedure must be provided using the form available at (form in development - web address to be provided) when transferring research data to long-term storage on the research data storage facility.

4.3 A designated folder will be made available to allow the School Research Registrar to transfer data to the research data storage facility as outlined in the Research Data and Materials Management Procedure.

4.4 Research data supporting research outcomes will be made available for use by other researchers for further research unless precluded by the conditions under which the data was obtained, commercialisation, privacy or confidentiality matters.

4.5 Research data stored on the research data storage facility as described in 3.1 and 3.2 will be read only access.


5.0      Data Supporting Active Research

The research data storage facility also offers secure storage for large scale data sets being utilised in on-going research activities.

5.1 Allocation of Storage Space

  1. Researchers intending to use the facility will need to apply for an allocation of space using the form available at http://www.newcastle.edu.au/service/data-storage/research-data-storage-application.html. The following information will need to be provided to enable the management of the data:
    • person responsible for the data and their details;
    • details of other researchers permitted to access the data;
    • details about the data;
    • current and potential capacity requirements;
    • commercialisation and confidentiality restrictions;
    • access via windows or unix;
    • period of retention.
  2. Access will be subject to the capacity of the research data storage facility to accommodate any request and the capacity of IT Services to manage the data.
  3. Researchers engaged in large scale projects or programs with significant storage demands will require advice from the Faculty Assistant Dean (Research) on the level of priority of access that should be assigned.
  4. Research data storage for activity approved under 3.3 will be allocated for specific projects or programs.
  5. Continued access to data storage will be conditional upon the data being held in an assigned folder remaining specific to the project or program for which the folder was assigned.


6.0      Essential Supporting Documents

Research Data and Materials Management Policy 000869

Research Data and Materials Management Procedure 000870

7.0      Related Documents

Responsible Conduct of Research Policy 000873

Australian Code for the Responsible Conduct of Research

Open Access Policy 000900

Approval AuthorityDeputy Vice-Chancellor (Research)
Date Approved22 September 2010
Date for Review22 September 2013
Policy SponsorDeputy Vice-Chancellor (Research)
Policy OwnerDirector, Research Services
Policy ContactDirector, Research Services