Managing the abandoned research data process for PI, students, post-docs etc

This article documents the process and steps for how LSA Technology Services will handle and manage abandoned research data, when located.

 

On rare occasions, LSA Technology Services locates or inherits research data that does not have an assigned researcher/principal investigator (PI) or the assigned PI has left the University, and there is no way to contact them, or the assigned PI has left, and no one in the department wants the data. 

Definition:

Abandoned Research Data: Datasets that no longer have an assigned researcher that can be located in MCommunity, and where no department affiliation can be identified.

Process

Once a research dataset(s) is identified as abandoned, LSA Technology Services will contact the department where the original PI worked to request a decision on whether to keep the data active or archive it in Data Den for the requisite 7 years, as per Research Data Stewardship SPG 303.06. 

An email is sent to the departmental Chief Administrator requesting their assistance on:

• Who, in their department, may want to keep the dataset(s)?
• Receiving an answer in 30 days.

Reminder emails are sent out after:

• 2 weeks and then,
• 1 week

If an answer is received to keep the data active in another PI’s turbo volume, the data is transferred. 

If no answer is received or no other PI wishes to keep the data, the department can request that the data be archived in Data Den. 

To help prevent abandoned or orphaned datasets, when a researcher/PI plans to leave the University, the offboarding process ensures that all research data is either assigned to another PI or archived and sent to Data Den before their departure.