Basis and responsibility for archiving

Retaining, preserving and archiving

There is essentially no difference between retaining, preserving or archiving records. All three terms refer to managing information so that it is retained and can be found and used when needed. This means keeping records for future use and protecting them from being lost, destroyed or becoming unreadable. Records must also be organised so that they can be found, read and used over time. For digital data, the information classification of the records determines the appropriate storage medium. Physical records are stored in archival boxes in archive facilities.

However, some records may only need to be retrievable for a certain period, after which they can be disposed of (deleted). The Umeå University records management plan specifies which records may be disposed of.

Records describing the purpose and scope of a project must generally be preserved, as must published doctoral theses and reports. Information about which records must be preserved is provided in the records management plan.

Data are to be retained if they fulfil one of the following criteria:

• intra-scientific value;
• value for another research field;
• value for scientific history;
• cultural and historical value;
• historical value related to an individual; or
• significant public interest.

The head of department makes the ultimate decision on whether data should be deleted (destroyed) or retained. The decision, which should be made in connection with the conclusion of the research project, is to be in writing and be registered. These documents are to be handled by the responsible department.

Deletion

To delete means to destroy official documents and may only occur based on a deletion decision. The retention and deletion plan constitutes the deletion decision.

Before documents can be destroyed, a certain amount of time must have passed, known as the retention period. For research data, this period depends on the type of research and funding. For research funded by EU funds, the period is 17 years, while pharmaceutical research has a period of 25 years. For other research, 10 years applies. Before research data can be deleted, it must be stored.

Make backups

When research data is collected, processed or stored, there must be technical solutions that provide backup. At regular intervals, a copy of the data set should be saved and available in case something happens to the data at any point, so that the work is not lost. When deleting, backup copies are also deleted.

Read more about archiving and about retention and deletion plans

More information about archiving research material can be found in frequently asked questions. For more information about retention and deletion, see the retention and deletion plan.

Frequently asked questions about archiving research material

Answers to many of your questions about archiving and erasing research data.

Retention and deletion plan

The rules contain instructions for how to manage documents related to your research.