Essential Research Records

Essential research records should be retained, generally, for a period of no fewer than seven (7) years after the end of a research project or activity. For specific guidance on how long to retain different types of records or for assistance with handling records that have met their mandated retention periods, contact the Archives and Records Management (ARM) Program.

Essential research records are those research records integral to:

  • substantiating grant applications or demonstrating compliance with contractual terms, if sponsored research
  • substantiating published research and patents, whether or not the research is sponsored
  • substantiating research described in grant proposals and other funding requests
  • or records considered for permanent preservation and access by the Archives and Records Management Program

Essential research records also include any research data or materials designated as essential by the Schools, consistent with the best practices for the relevant discipline. The identification of essential research records is ultimately the responsibility of the PI.

Review the Office of the Vice Provost for Research (OVPR) Records Retention Guidelines.

Research Data and Materials

Research data and materials include recorded, tangible, or intangible research information, regardless of form or the media on which it may be recorded, that is created or collected in the process of performing research, whether supported by University resources or by external funders. 

Non-essential records or redundant data that do not need to be retained may be eligible for destruction. You should always consult the PI to ensure there are no other retention requirements (e.g., IRB, DUA). For administrative records related to sponsored research, please consult the General Records Schedule (Harvard Key required).

Review the Office of the Vice Provost for Research (OVPR) Retention and Maintenance of Research Records and Data Frequently Asked Questions (PDF).

Research data and materials may include:

  • computer software (computer programs, computer databases, and documentation thereof)
  • materials such as unmodified and modified biological specimens
  • new or modified chemical entities
  • laboratory notebooks
  • notes of any type
  • materials submitted to and/ or approved by IRB, IACUC, or other research oversight committees (e.g., applications, outreach/ advertising materials, consent forms, survey routines/ questionnaires and debriefing scripts)
  • photographs, films, audio recordings, digital images
  • original or modified biological and environmental samples
  • gels, spectra, cell lines, reagents
  • protocols, algorithms, graphs, charts
  • numerical raw experimental results
  • instrumental outputs
  • deliverables under sponsored agreements (e.g., intangible data such as statistics, findings, conclusions, other deliverables under sponsored agreement)
  • other records that could be used for reconstruction and evaluation of reported or otherwise published results of research

Applicable Guidelines