1. Definitions and terms
Dataset: A collection of files usually associated with a specific research project or publication. It typically contains both Research Data and supporting documentation.
Metadata: Structured information that describes, locates and facilitates the retrieval, use and preservation of information resources over time.
Research Data: Data that is collected, observed, or created, for purposes of analysis to produce original research results. The word “data” is used throughout this document to refer to Research Data.
Repository: A system for managing, storing and providing access to digital content, referred to in this document as the Helix Research Data Repository, in this case for Research Data.
2. Purpose
The purpose of this policy is to outline the reasonable measures that the Helix Research Data Repository will take to ensure the long-term preservation and availability of the resources it manages.
3. Retention
Data within this Repository will be retained for a minimum of 10 years or otherwise if required by a funder, sponsor, regulatory body, or ethical approval.
At the end of the retention period, a review process will be initiated to determine whether the data should be kept or disposed of.
If there are legal, ethical, or funding requirements that specify the data should be disposed of at a defined point in time, the data will be disposed of according to these specific requirements.
Exceptions to this policy will be made only in response to a valid complaint that the Dataset violates copyright, intellectual property rights, data protection or other legal requirements.
If the Dataset is to be withdrawn, it will be done in compliance with our Takedown Policy.
Metadata records will be retained indefinitely, including those for withdrawn Datasets.
4. Preservation actions
Files are preserved according to current best practice.
The Repository's preservation strategy is limited to bit-level preservation; files are not routinely migrated to alternative formats.
5. Version control
Once deposited, a Dataset cannot be updated by the addition, removal or modification of data files.
Modification of data files will require the creation of a new version.
If the earlier version has been withdrawn from public view there will be links between earlier and later versions of a Dataset, with the most recent version clearly identified.
6. Closure of service
In the event of the Helix Research Data Repository being closed down, the database will be transferred to another appropriate archive.