061 Data storage policy

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                                (An NHS Course validated by the University of Oxford)
                                     COURSE HANDBOOK - SEPTEMBER 2011

                                                                                             Appendix 76
                           Oxford Doctoral Course in Clinical Psychology

                                           DATA STORAGE POLICY

Research data must be stored in line with the Data Protection Act (1998). It must also be stored in a
way that permits a retrospective audit (e.g. by the Research Ethics Committee or relevant Trusts).
Primary data (e.g. questionnaires, audio tapes) must be retained in their original form for at least 5
years. Publication does not negate the need to retain source data. Data should not normally be
destroyed at the end of a study, (so you should not normally inform Ethics Committees that you will
destroy data after it has been analysed and written up).

It is important to adhere to this in case there is any query about your findings (e.g. from an examiner),
and in case any ethical issues arise (e.g. regarding consent).

The Course has limited storage space, so you must normally make your own arrangements for the
safe storage of your data, in collaboration with your research supervisor.

Personal data requires special attention, and you should adhere to the following rules:

1.     Store personal data securely on work premises in either a locked storage device or
       electronically (password protected and encrypted).
2.     Do not store personal data on a laptop unless your device is encrypted.
3.     Do not put personal data onto data sticks or other portable data storage devices.

If short term storage of personal data at home is necessary, anonymisation must normally be
completed urgently, and any linked information should normally be stored securely on work premises
as soon as possible.

If personal data (e.g. completed consent forms) is to be stored at home for a lengthy period then it
should be stored in a locked storage device (e.g. filing cabinet). There should not normally be any
reason to retain any information that allows the personal data to be linked up to the remaining data,
which must be anonymised.

Data Archiving and backup (Oxford University Computing Services - Hierarchical File Server)

The Hierarchical File Server (HFS) is a service providing backup and long-term data archive services
to University staff and post-graduate students. The HFS uses Tivoli Storage Manager client-server
software to manage your data. Access to the data is private to the owner and is normally available 24
hours a day, seven days a week. To use the HFS, you must first register your personal
desktop/laptop, using your Oxford university username and password. Full instructions for how to do
this are available on the OUCS website (http://www.oucs.ox.ac.uk/hfs/index.xml). There is also
information available on the OUCS website on how to access the required software needed to use this
data backup service, guidelines on how to run manual back-ups, how to archive your data, and
online documentation and technical support.

It is a very good idea to store your research data using this system, including transcripts of qualitative
interviews. Remember, however, that you will need to transfer them to an alternative form of storage
when your University card expires at the end of the Course.

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