Identify Data for Archiving

Do I Need to Archive My Data?

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Archiving involves creating a non-public, archival Data Record in Research Data JCU to describe your data and either store it within the platform or record its location elsewhere.

Archiving your data allows you (and your advisors or research team) to keep track of it, use it for future research, and uphold its integrity if challenged. A Data Record is also required to create one or more Data Publications.

You should archive any data you generated that is needed to validate or reproduce findings, or that may support future research.  This typically includes raw and completed data, as well as any supporting documentation.

As a rule, you need to manage your working data and any third-party data you use during your project, but you don’t need to archive it.

Here is a slide (screenshot) from the RTN workshop explaining why and when to archive your data:

Do I qualify for an exemption?

You may be eligible for an exemption if:

• Your project did not generate data
  (No Data Record required)
  E.g. all relevant data is already included in your thesis/exegesis.

• Your data is under ethics or contractual restrictions that prevent storage viaResearch Data JCU
  (A Data Record is still required — include the data’s location, e.g. URL, file path, or physical storage info)

🔍 What do you mean by “did not generate data”? What counts as research data in my discipline?

It's highly likely you've generated research data. However, in some cases, all of the data is already included in your output (e.g. your thesis or exegesis) and doesn’t need to be archived separately.

The general principles are:

• If you need to refer to something in your research output that you have generated, then it is research data
• Working notes, reflections and observations that are used to develop your findings or creative output, but that are not required for validation (referred to) generally do not constitute research data in this context
• Academic referencing can be used for external source documents and materials, and these do not need to be archived.

If you’re unsure, reach out to the Research Data team!
📧 Email: researchdata@jcu.edu.au

Apply for an exemption (HDR Candidates)

🔐 ServiceNow (login required):

• Exemption Request Form - Submit your exemption request here.
  Please provide a brief explanation e.g., “Desktop review of publicly available policies; no data generated that is not included in my thesis.”
• Knowledge Base Article - Data Archiving Exemptions for HDR candidates
  For detailed guidance on eligibility criteria and actions, see this article, It includes a decision guide and examples to help you determine whether an exemption applies.

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