University policy provides a clear definition of what is considered research data. Research data are the concrete data or information another researcher would need to reproduce or evaluate your results. This data does not include ideas, hypotheses or physical lab samples.

As the recipient of research funds awarded to the University (not to an individual), the institution is the owner of research data and research materials that originate from sponsored research. In addition, the institution must ensure that its community complies with laws, regulations and institutional policy, including, for example, assessing allegations of research misconduct. Ownership concerns the rights and title to the research data and research materials, not physical possession nor direct responsibility.

No, Brown is the owner of all research data and research materials for projects conducted at the University, under the auspices of the University, or with University resources (monetary or otherwise). Exceptions are only made when Brown ownership is precluded by the specific terms of sponsorship or other agreement.

The principal investigator (PI) is responsible for developing and overseeing a research data storage plan that is in accordance with the appropriate Office of Information Technology Data Risk Classification level.

There are two forms of laboratory notebooks — physical lab notebooks and electronic lab notebooks (ELNs). Original physical lab notebooks must remain at Brown when researchers depart the University. Researchers may, with permissions detailed in the policy, take copies of physical lab notebooks when they leave. The University Library can assist with making high-quality copies for departing researchers.  

For ELNs, researchers must transfer ownership of the ELN to their PI before leaving Brown. Researchers are allowed to make a digital or physical copy of the ELN before departing. Students and postdocs need to get permission from their PIs to make copies of research data. 

If you have an issue with compliance or other concerns, please contact researchdata@brown.edu.

Research data, including physical laboratory notebooks and materials, must continue to be maintained by the department if they are within the retention period set forth in the policy. If the data/materials are beyond the required retention period(s), the PI should proactively reach out to the University records manager or archivist in advance of the PI’s departure. The archivist will work with PIs to determine the most appropriate disposal solutions for data that have met and/or exceed the periods outlined in the policy, assess the need and determine any storage solutions for data that should be retained beyond the minimum established retention periods, and appraise and select data and materials with enduring historical value for the University and society.

Data collected from an external party under a DUA is considered source data (see the policy for a full definition). Source data must be destroyed in accordance with the terms of the DUA; this is permissible under the approved policy.

No, this policy only applies to research data and research materials.