Storage and ownership of research material

Practices varies across Europe regarding the regulation of access to public documents. In some countries, authorities' documents are public and are to be archived according to archives legislation. In such countries, a research project's documents are therefore filed and established as public documents which serve to protect a right to examine public documents as well as the needs of research.

The various National Archives may have issued rules on the submittal of archive material. Furthermore, every authority normally has its own archiving regulations that the researcher should become familiar with. At most universities/colleges, each department constitutes its own archive entity.

On the other hand, the Personal Data Acts in Europe commonly state that the party responsible for personal data is to ensure that the data are not stored for a longer period of time than is necessary, considering the purpose of processing these specific personal data.

There can also be more specific regulations for a certain research field. As regards documents from clinical testing of pharmaceuticals, most Medical Products Agency's decree that the length of time for archiving shall not be shorter than ten years after examination is complete and the final report is available. Recommendations can also be found in Good Clinical Practice, discussed further in Guidelines for Retention of Clinical Trial Records at Investigator Study Sites (EFGCP). Note that the physical material that belongs to a research project in principle is the property of the employer!

Last updated: 2009-12-18