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 

Depositor: The person who uploads Research Data to the Repository. For the purposes of this document the Depositor is either the rights holder or has permission to deposit the data on behalf of the rights holder(s)

Digital Object Identifier (DOI): A persisten identifier thar enables permanent identification and location of digital objects, such as Datasets and journal articles, even if its location or Metadata undergo change over time 

Metadata: Structured information that describes, locates and facilitates the retrieval, use and preservation of information resources over time. 

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  

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

2. Purpose 

The purpose of this policy is to outline how the Helix Research Data Repository will address requests to remove content from the Repository. It describes the grounds for complaint, the complaints procedure and the process for responding to requests to withdraw data files from the Repository.

3. Grounds for complaint

Although the Repository takes reasonable steps to ensure that data files and Metadata records do not breach any laws or infringe upon the rights of individuals or organizations, it is not possible to guarantee this for all content published online.

Items may not normally be removed from the Repository, but Repository staff will, upon notification, consider removing any material on receipt of a valid complaint and in line with any contractural or legal requirements relating to the items and the information which they contain.  

Acceptable reasons for withdrawal include: 

  • infringing copyright or intellectual property rights
  • compromising the confidentiality of research participants
  • plagiarism
  • falsification or misrepresentation of data
  • failure to follow ethical guidelines
  • matters of national security

4. Complaint procedure 

Formal complaints should be made in writing (and preferably by email). Formal complaints should include the following information: 

  • your contact details
  • full details of the material involved in the complaint (Author, title, resource address (URL) or DOI)
  • the nature of your complaint
  • confirmation that you are the intellectual property rights owner, or are authorized to act for the rights owner, if the complaint involves IP issues 

Repository staff will acknowledge the receipt of your complaint and make an initial assessment of the validity of the complaint.  

5. Actions taken

Where the complaint appears valid, the Dataset will be withdrawn from public view pending further investigation.

If relevant, and where possible, the owner will be notified, and they will be encouraged to resolve the issue with the complainant with the following possible outcomes: 

  • restoration of the Dataset in its original form
  • restoration of the Dataset with agreed modifications 
  • permanent removal of the Dataset from the Repository

Where no agreement can be reached between the Depositor and the complainant, the content will remain withdrawn from public access pending resolution. 

If the complaint is upheld the Dataset will either be permanently withdrawn from the Repository or modified to address the complaint.

Unless there is good reason to permanently delete a Dataset, withdrawn Datasets will not be deleted, but removed from public view. 

The Repository reserves the right to retain the availability of the DOI and Metadata record.  The DOI will direct to a “tombstone” page which will display the reason why the item was withdrawn.