182 · Representative Documents: Data Retention Policies
UNIVERSITY OF VIRGINIA
Policy: Laboratory Notebook and Recordkeeping
https://policy.itc.virginia.edu/policy/policydisplay?id=’RES-002’
Laboratory Notebook and Recordkeeping
https://policy.itc.virginia.edu/policy/policydisplay?id=%27RES-002%27[7/22/13 12:49:16 PM]
Policy: Laboratory Notebook and Recordkeeping
Date: 06/23/04 Policy ID: RES-002 Status: Final
Policy Type: University
Contact Office: Vice President for Research (Office of the)
Oversight
Executive:
Executive Vice President and Provost
Applies To: University-wide.
Table of
Contents:
Policy Statement
Recording and Storage of Laboratory Data
Reason for
Policy:
This policy describes the University’s position of the importance of recordkeeping in
research to ensure that complete data is maintained in an accessible format to support
verification of research processes undertaken and of the data obtained as an outcome of
such processes.
Policy
Summary:
Definition of
Terms in
Statement:
Laboratory Notebook: The logbook of all processes and procedures performed in the
course of research which shall be kept in such a manner as to enable an investigator to
reproduce the steps taken.
Data: The results of research procedures.
Policy
Statement:
The investigators and all research fellows, assistants, technicians and students involved in
research activities, shall maintain complete and verifiable records of the procedures they
have followed in pursuing all research, and the subsequent data they have thereby
obtained.
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Recording and Storage of Laboratory Data:
The retention of accurately recorded and retrievable results is of the utmost importance in
the conduct of research, and it is the responsibility of each investigator to maintain such
records in a secure location.
Data and notebooks resulting from sponsored research are the property of the University of
Virginia. It is the responsibility of the principal investigator to retain all raw data in
laboratory notebooks (or other appropriate format) for at least five years after completion
of the research project (i.e., publication of a paper describing the work, or termination of
the supporting research grant, whichever comes first) unless required to be retained longer
by contract, law, regulation, or by some reasonable continuing need to refer to them.
If the principal investigator leaves the University of Virginia, he or she may transfer such
data to another institution, provided that the Vice President for Research and Graduate
Studies is informed of this transfer and approves of it. This shall be subject to the proviso
that the University is given written assurance that the data will be retained for the required
five-year minimum retention period.
The notebook or logbook shall be kept in a secure location where it cannot be removed by
an unauthorized person.
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UNIVERSITY OF VIRGINIA
Policy: Laboratory Notebook and Recordkeeping
https://policy.itc.virginia.edu/policy/policydisplay?id=’RES-002’
Laboratory Notebook and Recordkeeping
https://policy.itc.virginia.edu/policy/policydisplay?id=%27RES-002%27[7/22/13 12:49:16 PM]
Policy: Laboratory Notebook and Recordkeeping
Date: 06/23/04 Policy ID: RES-002 Status: Final
Policy Type: University
Contact Office: Vice President for Research (Office of the)
Oversight
Executive:
Executive Vice President and Provost
Applies To: University-wide.
Table of
Contents:
Policy Statement
Recording and Storage of Laboratory Data
Reason for
Policy:
This policy describes the University’s position of the importance of recordkeeping in
research to ensure that complete data is maintained in an accessible format to support
verification of research processes undertaken and of the data obtained as an outcome of
such processes.
Policy
Summary:
Definition of
Terms in
Statement:
Laboratory Notebook: The logbook of all processes and procedures performed in the
course of research which shall be kept in such a manner as to enable an investigator to
reproduce the steps taken.
Data: The results of research procedures.
Policy
Statement:
The investigators and all research fellows, assistants, technicians and students involved in
research activities, shall maintain complete and verifiable records of the procedures they
have followed in pursuing all research, and the subsequent data they have thereby
obtained.
BACK TO TOP
Recording and Storage of Laboratory Data:
The retention of accurately recorded and retrievable results is of the utmost importance in
the conduct of research, and it is the responsibility of each investigator to maintain such
records in a secure location.
Data and notebooks resulting from sponsored research are the property of the University of
Virginia. It is the responsibility of the principal investigator to retain all raw data in
laboratory notebooks (or other appropriate format) for at least five years after completion
of the research project (i.e., publication of a paper describing the work, or termination of
the supporting research grant, whichever comes first) unless required to be retained longer
by contract, law, regulation, or by some reasonable continuing need to refer to them.
If the principal investigator leaves the University of Virginia, he or she may transfer such
data to another institution, provided that the Vice President for Research and Graduate
Studies is informed of this transfer and approves of it. This shall be subject to the proviso
that the University is given written assurance that the data will be retained for the required
five-year minimum retention period.
The notebook or logbook shall be kept in a secure location where it cannot be removed by
an unauthorized person.
BACK TO TOP
