We've wrestled with the question of record retention for SP and 424 records, and one of the ideas we've batted around there might be applicable in this instance.
Our dilemma comes to this: We want to be able to preserve a history of proposal and award activity, as we think this is likely to be useful down the road when we want to look at trends, success rates, and so forth. So we don't want to lose the record of all that activity - who submitted what proposals to which sponsors, which sponsors made awards to us on what projects, with what frequency, and so forth.
On the other hand, we don't need or want to keep complete records once the retention requirements have lapsed - because anything we still have in the system is subject to audit, and we'd just as soon not have to dig back into projects that were closed long since just because we left files there for someone to peek into.
Our workaround is to maintain the SP records - the IPF, basically, so we'll know the PI and the research team, the sponsor, the deadlines, whether or not an award was made, and so forth - and then delete the attachments. That way we can maintain historical data, but we won't have all the files sitting there in the system of record. Would that work in the Human Ethics context as well?
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Michael Spires
Research Development Officer
Oakland University
Rochester, MI
(he/him)
mspires@oakland.edu------------------------------
Original Message:
Sent: 11-16-2021 10:12
From: Simon Helton
Subject: Human Ethics studies and record retention
Hi everyone,
A Human Ethics user shared a question with me that I wanted to put out there to see what other folks are doing.
"Since we are unable to delete studies from Cayuse, how do institutions with record retention requirements handle this situation? Our record retention period is 3 years, and we submit a request for approval to delete all study materials 3 years after closure. We are still trying to figure out how to proceed with this process since we are not able to delete studies from Cayuse."
Thanks to everyone for sharing their wisdom!
Simon
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Simon Helton
He/him
Community Manager
Cayuse
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