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Research Integrity & Compliance Office of Research, Innovation, & Economic Development

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Research Data Ownership & Management

Sacramento State researchers are the stewards and managers of the research data they create with campus resources. Please read the Research Data Ownership Policy and the guidance on this site to understand a researcher's rights and responsibilities of data management.

Research Data Ownership Policy

data management image

Responsible Conduct of Research

All researchers, faculty, staff, and students included, are encouraged to complete the Responsible Conduct of Research course prior to beginning research. The course covers the following topics: Data Management, Conflict of Interest, Human and Animal Subjects, Misconduct, and more.

CITI Registration Guide

Data Management Plan

Research data management includes caring for, facilitating access to, and preserving research data, as well as the documentation about these actions.

Data Management Plans should be developed and shared with the research team prior to commencing research using the Data Management Tool (DMPTool). For assistance please contact lib-scholars@csus.edu.

DMPTool

Retention

Research data and materials that are commonly accepted in the scientific community as necessary to validate research findings must be retained for a minimum of three (3) years after publication of the findings or all required final reports (e.g., progress and financial) for the project have been submitted to the sponsor.

Notice applicable research retention policies do not specify when you must destroy data, only the minimum amount of time you must retain it. Longer retention periods may apply in accordance with applicable law or agreement or may be desired by researchers or expected by the broader scientific community for future scholarship. Some researchers decide to store de-identified data indefinitely.

Security

The security status of research data is determined by the nature of the data and by the terms of any relevant legislation, regulation, agreement, or University policy, such as:

  • Human subjects research data,
  • Borrowed data from another entity or university, and
  • Institutional research data.

The CSU’s Institutional Data Classification Policy can provide guidance for classifying data according to its sensitivity.

Data Classification Policy

Storage

Research data should only be stored using Sacramento State resources. The university cannot protect data stored on personal drives/cloud.

  • Personal U: Drive (hard-drive)
  • Outlook OneDrive / SharePoint (not for level 1 data)
  • Faculty can request a SecureFile through IRT when obtaining or collecting Level 1 data as defined in the CSU Data Classification Policy.
  • Encrypted external hard-drive
    • Preferably university owned hard-drive that is encrypted using BitLocker, available to all Windows users. Right click the drive and select "Turn on BitLocker" to assign a password.

More IRT Storage Information & Options

Request IRT consultation

Sharing & Access

Sharing of research data and materials that are commonly accepted in the scientific community as necessary to validate research findings with members of the University community, external collaborators, and others for legitimate purposes, is a key precept of the University.

  • Upload de-identified datasets to ScholarWorks for public access, or
  • Share datasets as requested

The following data or materials require permission from Sacramento State prior to sharing:

  • Identifiable data and/or biospecimens
  • Export controlled data
  • Data relevant to disputes (including amongst the research team) and investigations
  • Data necessary for patent protection

Data Use Transfer Agreement Request

Preservation

Researchers should be aware of the relevant practices or codes within their research discipline that establish norms or best practices for the preservation of research data. In accordance with the standards of their field of inquiry and at their discretion, researchers may choose to deposit research data (de-identified if human subjects data), samples, laboratory and research notebooks, correspondence and other relevant materials (such as software or source code) in archives for long-term preservation.

ScholarWorks

Taking Copies

The following data or materials require permission from Sacramento State prior to taking copies:

  • Identifiable data and/or biospecimens
  • Export controlled data
  • Data relevant to disputes (including amongst the research team) and investigations
  • Data necessary for patent protection

Data Use Transfer Agreement Request

Transfer of Ownership

In appropriate circumstances, Sacramento State may transfer ownership of research data or materials to a third party pursuant to a duly executed sponsored award or other agreement. For materials, transfer requires execution of a material transfer agreement (MTA) executed by Sacramento State and the recipient institution prior to the removal of the materials or equipment from the University premises.

Contact ORIED

Destruction

In destroying or otherwise disposing of Research Records after the required retention period has expired, researchers should seek to assure both safety and completeness of destruction, and should consider, among other concerns, biosafety, radiologic safety, and the privacy and confidentiality of human resources and human subjects information. Departments should provide further discipline-specific guidance as to which types of Research Data and Materials researchers should consider destroying after the retention period.

Student Researchers

Consult with your advisor to develop a data management plan that is appropriate for your research. Data should be stored using Sacramento State resources, including OneDrive, U: drive, or your advisor’s office. Most importantly, have a plan for taking or destroying research data upon graduation, ensuring this follows any IRB approved informed consent procedures, data use agreements, and campus policy.