Records and Information Management Service (RIMS)

Retention of Research Data

Research data is subject to a specific and limited exemption from the requirements of the DPA. Unlike other processing of personal data, personal data for research use may, in some circumstances, be retained indefinitely. Researchers must determine the retention requirements for their research data and records on a project by project basis, or at least for clearly defined categories of projects, taking account of:

• The legal and regulatory framework for particular types of research;

• The terms and conditions imposed by external research sponsors;

• The commercial, political or ethical sensitivity of particular types of research, or any research for particular external sponsors.

• The Research Strategy & Innovation Office's publication Good Practice in Research provides recommendations on documenting results and storing primary data based on the requirements of several Research Councils.

The term "research" is not precisely defined by the DPA, but it includes historical and statistical studies. The rules concerning research on personal data are covered in the Research entry of this A to Z guide.