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Staff (researchers) continually join and depart employment at the university. As these staff often hold the role of Data Manager, it is critical that these responsibilities are appropriately managed, and when staff leave their employment, that data management responsibilities are transferred to another staff member. These changes also need to be reflected in the metadata records in Research Data JCU.

When employment ceases, either fixed-term or casual, contact us at researchdata@jcu.edu.au to request a report on custodian responsibilities in your area, and/or to advise of custodian changes. We will then update the metadata records in Research Data JCU on your behalf.

The following criteria should be considered in deciding which research (data and information) assets should be retained:

• Uniqueness and non-replicability;
• Reliability, integrity, and usability;
• Relevance to a known research initiative or collection;
• Community, cultural or historical value; and
• Economic benefit.

Contact us at researchdata@jcu.edu.au if you require assistance in updating the metadata records in Research Data JCU.

All records must be retained and disposed (if appropriate) in accordance with the requirements of any relevant funding bodies and the Queensland Public Universities .

Retention and disposal schedules will help you:

• Know how long you need to keep records including both temporary and permanent.
• Plan for future record keeping requirements and costs, including storage and preservation, as well as disaster preparedness and business continuity.
• Routinely and legally destroy and/or transfer records once the business need for those records ends.

The Custodianship Model for Research Data and Information provides information on these responsibilities.

The following criteria should be considered in deciding which research data and primary materials should be retained:

• Uniqueness and non-replicability;
• Reliability, integrity, and usability;
• Relevance to a known research initiative or collection;
• Community, cultural or historical value; and
• Economic benefit.

Contact us at researchdata@jcu.edu.au if you require assistance in updating the metadata records in Research Data JCU.

Planning for the appropriate long-term storage of research data and information is an important component of data management. Appropriate safety measures must also be in place ensuring the data is safe from damage, deterioration or accidental loss by keeping backups and imperishable copies of records.

This process will involve support teams (e.g. TSD, eResearch, the College/Centre in which the research (data and information) assets reside) working together to review and determine the most appropriate storage infrastructure for these assets.

Contact us at researchdata@jcu.edu.au to initiate this process or if you require assistance in updating the metadata records in Research Data JCU.

On completion of the research project, Researchers (including HDR Candidates), often embargo their data for 1-2 years while they continue to use the data for future publications.

The embargo period is assigned by the Lead Investigator at the time of completing the Data Publication.  Once this period has ended, the Research Data Services Team will contact the Data Manager to confirm if the Data Publication can now be published (note that under JCU’s Custodianship Model for Research Data and Information, responsibility for managing research data post project falls to the Data Manager), the Data Manager can chose to approve or extend the embargo.