Research Data and Information Management Requirements

Research Data and Information Management Requirements

All research projects at JCU must comply with the requirements set out in the Management of Data and Information in Research Procedure.

These requirements reflect the research data lifecycle — from planning and managing data during a project, through to archiving and, where appropriate, publishing research data.

The following outlines the key requirements and associated responsibilities for HDR candidates.

Before You Start (Pre-Project)

Completed by HDR candidates with support from their Primary Advisor (default Data Manager in Research Data JCU).

Step 1: Plan

Create a Research Data Management Plan (RDMP) in Research Data JCU.

The RDMP documents how research data will be created, stored, managed, retained and, where appropriate, shared. It establishes a formal link between the research project and the data it generates.

The RDMP includes a sensitivity classification and data handling tool to support informed decision-making and promote safe, ethical and culturally respectful research practice.

For HDR candidates, an RDMP must be completed prior to Confirmation of Candidature.

Refer to the Research Data Management Plan (RDMP) Guide for detailed guidance.

During the Project

Completed by HDR candidates with support from their Primary Advisor (default Data Manager in Research Data JCU).

Step 2: Manage

Research data and information must be managed throughout the duration of the project.

This includes:

• Organising files and folders
• Using appropriate file formats
• Documenting data systematically
• Storing data securely
• Managing sensitive or confidential information

Effective data management supports research quality and facilitates archiving and publishing at later stages.

Refer to the RDMP Guide and the Archiving and Publishing Guide for further guidance.

Step 3: Archive

Prior to thesis conferral, research data and information must be archived in accordance with JCU requirements.

For most HDR candidates, this involves:

• Creating a Data Record in Research Data JCU

• Ensuring research data is archived appropriately

Some projects (for example, those involving external partners, sensitive data, large datasets or physical materials) may require alternative storage arrangements or may be exempt from the standard archiving process.

Detailed guidance, including information on exemptions and alternative arrangements, is provided in the Archiving and Publishing Guide.

If clarification is required regarding how these requirements apply to a particular project, please contact: researchdata@jcu.edu.au

Step 4: Publish

Where appropriate, a Data Publication should be created in Research Data JCU.

Publishing research data may:

• Increase visibility and enable citation (via DOI)
• Support transparency and reuse
• Assist in meeting funder or journal requirements

Not all data can or should be made openly available. Access conditions may be applied based on ethical, legal or contractual obligations.

Refer to the Archiving and Publishing Guide for further guidance.

After Project Completion

Managed by JCU staff in accordance with policy.

Steps 5–7: Reuse, Review and Disposal

Following archiving, research data is managed in accordance with JCU policy and the conditions recorded in the RDMP, Data Record and, where applicable, Data Publication.

This includes:

• Reviewing and managing requests for access (reuse) in consultation with the Data Manager
• Periodic review of retention and custodianship
• Disposal where required under approved retention schedules, ethics approvals or legal agreements

For assistance, please contact researchdata@jcu.edu.au