How to Document Data Retention

Write a clear record of what data will be stored, exported, retained, or deleted.

The Short Version

Write a clear record of what data will be stored, exported, retained, or deleted. A practical way to begin is to list the data collected by the survey, then separate respondent answers from URL parameters and metadata. Finish by making sure you keep the plan with the study materials. The full walkthrough below explains each part in order.

Is This Guide for You?

Researchers preparing IRB materials, consent language, or internal research documentation.

Follow These Steps

Work through these 6 steps at your own pace. The wording is intentionally practical, and you can return to the checklist at the end when you are ready to review your work.

List the data collected by the survey.
Separate respondent answers from URL parameters and metadata.
State who can access exported files.
Set a retention period that matches institutional rules.
Document deletion or archival steps.
Keep the plan with the study materials.

What This Helps You Accomplish

Retention rules affect consent, privacy, replication, and collaboration. A written plan reduces ambiguity after fielding.

A Quick Confidence Check

Include exports in the retention plan.
Check institutional policy.
Limit access to raw data.
Record deletion decisions.

Common Questions

Can I use this guide if I am new to this?

Yes. Researchers preparing IRB materials, consent language, or internal research documentation. Follow the steps in order, start with a small test, and use the final checklist before you field or report anything important.

What is the simplest way to get started?

Begin by list the data collected by the survey. Next, separate respondent answers from URL parameters and metadata. You do not need to perfect every setting before running a small preview or pilot.

How do I know when I am ready?

Use the confidence check above. In particular: Include exports in the retention plan. Check institutional policy. Limit access to raw data. Record deletion decisions. When the decision is consequential, keep your study documentation and ask a qualified colleague or methods reviewer to examine the design as well.

Research Pathways

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