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Public health services administrative records (GDA21)
Research management
15.0.0 Research management
Management of the conduct and operations of projects, programs, trials or studies conducted for the purposes of advancing medical knowledge14. This includes research projects carried out under the auspices of the organisation or as joint ventures with Universities, Medical foundations or companies.
See Corporate management for records of Research Ethics Committees
See General Retention and Disposal Authority – Public Health Services: Patient/Client records for research data and medical, consent and other records of participants in research projects, trials or studies.
14 Records relating to the conduct and management of research projects should be created and maintained in accordance with any National Health and Medical Research Council (NHMRC) guidelines on ethical conduct in research and the retention of records of research projects.
15.1.0 Agreements
Activities relating to the establishment, maintenance, review and negotiation of agreements relating to the provision of services.
No | Classes of records | Disposal Action |
|---|---|---|
15.1.1 | Records relating to the administration of research contracts, for example where a public health organisation is contracted or sponsored by another party to conduct the research project, provide the data and/or evaluate the research data. This includes records relating to the negotiation, maintenance and review of the agreement or contract. | Retain minimum of 7 years after the terms and conditions of the contract have been fulfilled or after last action, whichever is the longer, then destroy |
15.1.2 | Records relating to joint ventures with other organisations eg such as those relating to the establishment of research institutes or facilities | Retain minimum of 7 years after expiry of contract or agreement or after last action, whichever is the longer, then destroy |
No 15.1.1 Classes of records Records relating to the administration of research contracts, for example where a public health organisation is contracted or sponsored by another party to conduct the research project, provide the data and/or evaluate the research data. This includes records relating to the negotiation, maintenance and review of the agreement or contract. Disposal Action Retain minimum of 7 years after the terms and conditions of the contract have been fulfilled or after last action, whichever is the longer, then destroy |
No 15.1.2 Classes of records Records relating to joint ventures with other organisations eg such as those relating to the establishment of research institutes or facilities Disposal Action Retain minimum of 7 years after expiry of contract or agreement or after last action, whichever is the longer, then destroy |
15.2.0 Allegations
Activities associated with allegations of misconduct by researchers.
See also General Retention and Disposal Authority – Personnel records for other records relating to allegations of misconduct.
| No | Classes of records | Disposal Action |
|---|---|---|
15.2.1 | Records relating to misconduct allegations against researchers that are deemed to be legitimate, are sustained and result in a formal inquiry. This includes records relating to appeals. | Required as State archives |
15.2.2 | Records relating to allegations that are unsubstantiated or not sustained and do not lead to a formal inquiry | Retain minimum of 7 years after action completed, then destroy |
No 15.2.1 Classes of records Records relating to misconduct allegations against researchers that are deemed to be legitimate, are sustained and result in a formal inquiry. This includes records relating to appeals. Disposal Action Required as State archives |
No 15.2.2 Classes of records Records relating to allegations that are unsubstantiated or not sustained and do not lead to a formal inquiry Disposal Action Retain minimum of 7 years after action completed, then destroy |
15.3.0 Approvals
Processes associated with the approval of research proposals.
See Corporate management – Committees for records of Committees involved in the approval process.
See also Reporting.
| No | Classes of records | Disposal Action |
|---|---|---|
15.3.1 | Records relating to successful applications for the approval of clinical research projects, trials, studies etc. This includes records of approval applications, information sheets, research protocols, disclosures of conflicts of interest etc, records relating to the ongoing monitoring of research progress or status and records relating to any further applications for modification of the original approval eg changes to protocols or extensions of approval time period | Retain minimum of 15 years after research concluded, then destroy |
15.3.2 | Records relating to approved applications for non clinical research projects or programs | Retain minimum of 5 years after research concluded, then destroy |
15.3.3 | Records relating to applications not approved | Retain minimum of 3 years after last action, then destroy |
No 15.3.1 Classes of records Records relating to successful applications for the approval of clinical research projects, trials, studies etc. This includes records of approval applications, information sheets, research protocols, disclosures of conflicts of interest etc, records relating to the ongoing monitoring of research progress or status and records relating to any further applications for modification of the original approval eg changes to protocols or extensions of approval time period Disposal Action Retain minimum of 15 years after research concluded, then destroy |
No 15.3.2 Classes of records Records relating to approved applications for non clinical research projects or programs Disposal Action Retain minimum of 5 years after research concluded, then destroy |
No 15.3.3 Classes of records Records relating to applications not approved Disposal Action Retain minimum of 3 years after last action, then destroy |
15.4.0 Funding applications
Activities associated with obtaining grants or funding for the conduct of research
| No | Classes of records | Disposal Action |
|---|---|---|
15.4.1 | Records relating to applications for funding or grant resources for research purposes. This includes records of applications, proposals and project plans. | Retain minimum of 10 years after research completed, then destroy |
15.4.2 | Records of unsuccessful applications for funding. | Retain minimum of 2 years after action completed, then destroy |
No 15.4.1 Classes of records Records relating to applications for funding or grant resources for research purposes. This includes records of applications, proposals and project plans. Disposal Action Retain minimum of 10 years after research completed, then destroy |
No 15.4.2 Classes of records Records of unsuccessful applications for funding. Disposal Action Retain minimum of 2 years after action completed, then destroy |
15.5.0 Product management
Activities relating to the outcomes of research including arrangements and agreements re further research, intellectual property, patents or commercialisation of products.
| No | Classes of records | Disposal Action |
|---|---|---|
15.5.1 | Contracts and agreements for use of the final product/research outcomes | Required as State archives |
No 15.5.1 Classes of records Contracts and agreements for use of the final product/research outcomes Disposal Action Required as State archives |
15.6.0 Reporting
The submission of formal reports as required by legislation, grant conditions or research protocols.
| No | Classes of records | Disposal Action |
|---|---|---|
15.6.1 | Final reports on the outcomes of completed research projects and statutory reports required to be submitted in relation to research projects | Required as State archives |
15.6.2 | All other reports, for example progress and inspection reports, for clinical research projects or programs | Retain minimum of 15 years after research concluded, then review, if no longer required, destroy |
15.6.3 | All other reports, for example progress and inspection reports, for non-clinical research projects or programs | Retain minimum of 5 years after research concluded, then destroy |
No 15.6.1 Classes of records Final reports on the outcomes of completed research projects and statutory reports required to be submitted in relation to research projects Disposal Action Required as State archives |
No 15.6.2 Classes of records All other reports, for example progress and inspection reports, for clinical research projects or programs Disposal Action Retain minimum of 15 years after research concluded, then review, if no longer required, destroy |
No 15.6.3 Classes of records All other reports, for example progress and inspection reports, for non-clinical research projects or programs Disposal Action Retain minimum of 5 years after research concluded, then destroy |