The preparation and retention of appropriate records is an essential component of a research endeavor. These endeavors include all aspects of university research which are obtained and tested through the scientific method. The University, its faculty and its trainees have a common interest and a shared responsibility to assure that research is appropriately recorded, archived for a reasonable length of time, and available for review under appropriate circumstances. Original research records are essential to protect intellectual property rights, to answer ongoing questions regarding management of a research program, and to address possible questions that may arise regarding the propriety of research conduct.

Definition of Research Records
Research records include (but are not limited to) material contained in research notes, laboratory notebooks and in other media such as computer disks and machine printouts. Research materials or products generated by the research may also become archived research records.

Retention of Data
Faculty, or the responsible investigators, have the obligation to insure that, for all aspects of their research program, sufficient records are kept to document the experimental methods and accuracy of data collection as well as the methods and accuracy of data interpretation. This policy does not create an obligation to retain the research records of an unfunded project unless it results in publication or involves the use of animals or human subjects. Research records should be archived for a minimum of five years after final reporting or publication of a project. The records archived should be the originals whenever possible. In addition, the records should be kept for as long as may be required to protect any patents resulting from this work or required by an external funding source. If any questions regarding the research are raised during the five year retention period, the records should be kept until such questions are fully resolved. In the event an investigator leaves the University for any reason, he/she must notify his/her supervisor of the designated custodian and location of research records covered by this policy.

Access to Data
The University has the right of access to the supporting records for all research at the University or supported by University-sponsored funds provided such access to the records shall be for reasonable cause, at reasonable times and after reasonable notice. The University's right of access to the data shall continue regardless of the location of the responsible investigator. Information or data that would violate the confidentiality of sources or subjects involved in the research should not be disclosed. Extramural sponsors providing support for research at Duke University may also have the right to review the data and records resulting from that extramural support. Co-investigators and trainees who are an integral part of a research project have the right to review all records and data which are part of that project.