Since all research data produced by the faculty of Weill Cornell Medical College (WCMC) are owned by the institution, the institution has an interest in appropriate storage and safe-keeping of the primary research data, as well as research-related documents. Such documents include but are not limited to: summaries of results, related correspondence, publications, grants, contracts, etc. Such records have potential historical significance. They may also have financial value in terms of possible inventions, as well as legal significance in respect to regulations and commitments related to grants, contracts, and use of human subjects.

The Office of Research and Sponsored Programs (RASP) therefore contracts with an off-site facility for storage of research records (data and related documentation). The procedures described in this document have been adopted to accomplish the goals summarized above, with appropriate attention to space limitations.

Procedures for Storage of Research Records

• Records for storage will be accepted from faculty who are retiring or are leaving the institution. Faculty members continuing to work at the institution are expected to maintain research records in their assigned research/administrative space. Where multiple investigators are involved in a project, responsibility for maintenance of research records lies with the Principal Investigator and ultimately with the Department Chairperson.
• A faculty member who is leaving the institution is required to deposit original research records with the RASP's Research Records Storage Facility so that the institution can meet regulatory and contractual obligations. Copies may be made by the faculty member for further personal use.
• The length of time for which research records should be maintained is difficult to specify. Several regulations and concepts do offer some guidelines:
  • NIH policy requires holding records related to research supported in whole or in part by NIH grants, contracts or collaborative arguments for three years after submission of the final fiscal report for the funding instrument.
  • The FDA requires that data obtained in FDA regulated studies (that is studies conducted under an IND or IDE) be retained until two (2) years after marketing approval, or after the withdrawal of the IND.
  • In most circumstances there is no available guidance other than the concept that primary data be retained until there is no reasonable possibility that they will be required to defend against an allegation of scientific misconduct.
• All research records submitted for storage must be in standard file storage boxes (either letter or legal size). Each box will be given an individual barcode label. The label must be affixed to the front of the box (narrow side with handle). There will also be a corresponding inventory sheet. All pertinent information must be recorded for each box submitted. At a minimum the following information must be supplied:
  • Box barcode identification number
  • Name and department of faculty member
  • Contact person: name, email, phone number
  • Date submitted for storage
  • Date for disposition
  • Recommended disposition (generally either disposal, offer to WCMC Archives, or forward to former faculty member).
  • Contents - the more specific the list, the better chance for accuracy if the need for specific record retrieval arises.
• All material accepted to the RASP Research Records Storage Facility must be marked with a specific disposal date and method. In the unusual circumstances where documents should be held permanently, specific permission must be obtained from the Senior Executive Vice Dean or his/her designee.
• Research records must remain at WCMC until its contractual or regulatory obligations to retain the records have been met. Thereafter records can be forwarded to the former faculty member if he/she so desires. The cost of transferring records to the faculty member will be charged to him/her.
• It is expected that the need for access to the stored records for other than regulatory, legal, or contractual obligations will be rare. A service charge will be billed for access to records by the former faculty member for purposes other than regulatory or contractual obligations. Records can be retrieved the next day or sooner by special arrangement. If the faculty member leaving the institution anticipates requiring access to research records for other purposes (e.g. publication), copies of the records should be made before the originals are submitted to the RASP Research Records Storage Facility and the copies should be retained by the faculty member.
• Waiver of these procedures may only be made by appeal to the Senior Executive Vice Dean whose determination will be final.

To submit materials for storage or for more information contact our office.