University Academic Board
Date of Next Review
2.8.3 Roles and responsibilities
2.8.4 Research data and primary materials management planning
2.8.5 Ownership and custodianship
2.8.6 Storage and security
2.8.7 Description and metadata
2.8.8 Retention, preservation and disposal
2.8.9 Access, sharing and reuse
ALERT - Queensland State Archives has issued a freeze on the disposal of all records that are relevant to, or may become relevant to, an allegation of child sexual abuse. The freeze applies to all records relating to children and youth that may be required in the future as evidence of child sexual abuse, not just those that are subject to current allegations, and includes research data for research projects involving children. Further information is available on the records management website in the Digital Workplace (QUT staff access only) or queries can be directed to email@example.com.
In accordance with the Australian Code for the Responsible Conduct of Research [the Code], QUT and its researchers have a responsibility to ensure the safe and secure storage and management of research data, records and primary materials and, where possible and appropriate, to allow access and reference to these data. Additionally, research data and primary materials are considered public records under the Public Records Act 2002 (Qld) and must be managed consistent with requirements of that Act.
Researchers have a responsibility to ensure that their data is accurate, complete, authentic and reliable. Sound management of research data and primary materials as set out in this policy assists researchers to meet these responsibilities and for QUT to meets its institutional responsibilities.
Researchers should ensure their data are as FAIR (findable, accessible, interoperable and reusable) as possible, subject to funding body, contractual, commercialisation, ethical, privacy or confidentiality considerations. Accessibility is important in:
- justifying and verifying the outcomes of research
- maximising the potential for future research
- minimising waste of resources of value to researchers and the wider community.
The purpose of this policy is to address the requirements of the Code and these expectations. QUT recognises that the requirements will vary amongst disciplines and depend on the type of data or material generated or used.
This policy applies to all members of the QUT community who are engaged in research activities, including:
- staff members, whether full-time, part-time, ongoing, fixed-term, casual or sessional
- visiting and adjunct academics, or other academics or research collaborators; and
- students engaged in research, including higher degree research students, honours students and any other students engaged in research activities at QUT.
The management of research data and primary materials is a shared responsibility throughout the research data lifecycle. Researchers, faculties, research centres, and service providers need to work in partnership to implement good practice and meet requirements in accordance with the Australian Code for the Responsible Conduct of Research and the accompanying Management of Data and Information in Research as well as relevant QUT policies.
All researchers are responsible for adequate and appropriate research data and primary materials management, including:
Chief investigators and/or higher degree research student supervisors
|Heads of School||
|Deputy Vice-Chancellor and Vice-President (Research)||
|Executive Director, Facilities Management||
|Chief Information Officer||
|Director, Office of Research Ethics and Integrity||
All QUT staff and students must develop and maintain a research data and primary materials management plan at the start of their research projects that addresses creation, management, quality, confidentiality, retention, sharing and licencing responsibilities. All research should also comply with any ethical, legal and cultural requirements in accordance with Research governance framework (D/2.3).
QUT owns and retains any original research data and primary materials generated in the conduct of research, subject to any contractual, statutory, ethical, or funding body requirements. This does not override the intellectual property rights of researchers that may exist in the research data (D/3.1 Intellectual property).
The chief investigator of a research project or activity is the Data Custodian and is responsible for ensuring the proper management of research data and primary materials. The Data Custodian may delegate this responsibility but then must document these arrangements in the research data management plan.Subject to any contractual, statutory, ethical or funding body requirements, researchers may retain a copy of the research data for future use.
QUT, through the roles listed in this policy, provides facilities for the storage of research data and primary materials, including through external and offsite services. Researchers and students also have a responsibility to fulfil QUT's commitment to best practice in the management of research data and primary materials in accordance with this policy. Non-digital research data and primary materials must be stored and managed by the individual researcher, in conjunction with support from the faculties, research centres and Facilities Management. Non-digital research data and primary materials must be stored in QUT facilities, where possible. Digital research data must be stored on QUT infrastructure or storage solutions approved by QUT, where possible.
If non-QUT managed or brokered infrastructure is used at any stage, the researcher must ensure the chosen tool, service, or storage method:
- complies with this policy and related guidelines and legislation
- complies with any contractual and/or relevant legislation including funding agreements.
Researchers must develop, as part of research data management practices, sufficient description of their research data, including metadata, to ensure that data and primary materials are FAIR (finable, accessible, interoperable and reusable).
Research data and primary materials must be retained, preserved and disposed of in accordance with the Records management policy (F/6.1, specifically section F/6.1.7) and any ethical, legislative, funding body and contractual requirements.
Retention periods for research data and primary materials will be according to the Queensland State Archives University Sector Retention and Disposal Schedule and QUT guidance.
QUT requires staff and students to share research data and primary materials as appropriate, during the course of the research, at publication and at completion.
Brokered infrastructure means electronic infrastructure available for use by QUT researchers which is not owned or maintained by QUT, but which QUT has examined, considered, and endorses the use of.
Chief Investigator is an academic member of staff with principal responsibility for a research project. To be eligible as a Chief Investigator on a project, an academic staff member of the University must be employed at a minimum of 0.2 full-time equivalent for the duration of the project and must take significant intellectual responsibility for the project. In exceptional cases, adjunct professors, emeritus professors, conjoint appointments and visiting fellows may be considered eligible to be Chief Investigators. Determination of Chief Investigator status will be made in accordance with the eligibility requirements of the external granting agency or commercial partner, where applicable.
Custodianship means the direct responsibility for protecting research data, including accurate recording and proper retention, maintenance, access, sharing, and disposition of the data. Normally, the Data Custodian is the Chief Investigator. In cases where a project has several Chief Investigators, the Data Custodian is the first-named Chief Investigator.
FAIR means the FAIR Guiding Principles for scientific data management and stewardship. These principles are Findable, Accessible, Interoperable and Reusable. QUT has adopted these principles to ensure best practice in the management of research data and primary materials. More information is available at FAIR Principles.
Metadata means information or facts about research data and its context, content, provenance, accessibility and licencing arrangements for the purpose of attribution, description, management, verification and discovery. It provides other researchers with the information needed to understand and reuse a dataset as well as making the dataset more findable. For example, metadata may include collection title, chief investigator/s, description, collection period, unique identifier, licence, access conditions and storage location.
Preservation means a series of managed activities necessary to ensure continued access to research data for as long as necessary.
Primary materials means physical objects collected and/or used during research from which research data may be obtained. It includes, but is not limited to, materials such as biological samples, mineral samples, survey questionnaires, measurements, recordings, artwork and photographs.
Public funding means external research funding provided by a public agency in Australia or internationally. Public funding includes, but is not limited to, competitive grants from the National Health and Medical Research Council or the Australian Research Council.
Research data means data in the form of facts, observations, images, computer program results, recordings, measurements or experiences on which an argument, theory, test or hypothesis, or other research output is based. It relates to data generated, collected, or used, during research projects, and in some cases may include the research output itself. Data may be numerical, descriptive, visual or tactile. It may be raw, cleaned or processed, and may be held in any format or media. Research data, in many disciplines, may by necessity include the software, algorithm, model and/or parameters, used to arrive at the research outcome, in addition to the raw data that the software, algorithm or model is applied to.
Research data lifecycle means the various stages within the lifespan of data from the point of creation or collection through to dissemination and will usually continue after the research project that creates it has concluded.
Research data management means all the processes and actions required to manage research data and primary materials throughout the research life-cycle for current and future research purposes and uses.
Researcher means any academic, professional, or senior, staff member, research student, or affiliate of the university, engaged in or supporting the conduct of research at the University as per the application of this policy in section D/2.8.2.
Refer to Appendix 3 Schedule of Authorities and Delegations (VC180).
MOPP D/2.3 Research governance framework
MOPP D/3.1 Intellectual property
MOPP F/6.1 Records management
QUT Digital Data Storage Options (QUT staff access only)
Guidelines for the Management of Research Data at QUT (QUT staff access only)
Copyright Act 1968 (Cth)
|21.09.20||All||University Academic Board||Revised and simplified policy including a policy name change|
|09.12.16||D/2.8.5||Enhancing the Student Experience REAL Difference Change Manager||Revised policy to include REAL Difference initiative, approved name change for division, Division of Technology, Information and Learning Support to Division of Technology, Information and Library Services and position title, Deputy Vice-Chancellor (Technology, Information and Learning Support) to Deputy Vice-Chancellor (Technology, Information and Library Services) - effective 03.01.17|
|13.11.15||All||University Academic Board||Revised policy|
|03.05.13||All||Associate Director, Library Services (Information Resources and Research Support Services)||Periodic review - minor editorial amendments only|
|26.03.10||All||University Academic Board||New policy|