Data Collection Policy
1. Purpose
1.1 The Data Collection Policy outlines the guidelines and procedures for collecting, storing, protecting, and sharing research data within the purview of the Research Advisory Committee.
1.2 It ensures compliance with applicable data protection laws and ethical considerations while promoting the integrity and confidentiality of research data.
2. Scope
2.1 This policy applies to all research projects and activities conducted under the umbrella of the Research Advisory Committee, including faculty members, students, and collaborating researchers.
3. Data Collection Guidelines
3.1 All researchers conducting research within the institution and the affiliated hospital are required to obtain approval from the Institutional Review Board (IRB) before initiating data collection activities.
4. Informed Consent
4.1 Researchers must obtain informed consent from participants before collecting any personally identifiable information.
4.2 The informed consent process should provide clear information about the purpose of data collection, the nature of the research, potential risks, and participants' rights.
4.3 Informed consent forms should be appropriately documented and securely stored.
5. Privacy and Confidentiality:
5.1 Researchers must ensure the privacy and confidentiality of research data, taking measures to protect participants' identity and sensitive information.
5.2 Data should be anonymized or de-identified whenever possible to minimize the risk of identification.
5.3 Access to research data should be restricted to authorized personnel only.
6. Data Security:
6.1 Researchers must implement appropriate security measures to protect research data from unauthorized access, loss, theft, or misuse.
6.2 Data should be stored on secure servers or encrypted devices, ensuring backups are regularly performed.
6.3 Research data should be protected by strong passwords and access controls.
7. Data Retention:
7.1 Research data should be retained for one year or as required by funding agency.
7.2 Researchers should develop data retention plans and ensure proper archiving to maintain the integrity and accessibility of research data.
8. Data Sharing and Transfer:
8.1 Researchers may share research data with other collaborators or external parties for legitimate research purposes, subject to appropriate data-sharing agreements and legal requirements.
8.2 Data sharing should be done in compliance with applicable privacy and confidentiality standards.
8.3 Data transfer should use secure methods like encrypted file transfers or secure data-sharing platforms.
9. Data Disposal:
9.1 Researchers should securely dispose of research data and associated records once the retention period has expired or when data is no longer required.
9.2 Data disposal should follow appropriate protocols, such as shredding physical documents or permanently deleting electronic files.
10. Review and Updates
This Data Collection Policy shall be reviewed every three years, updated, and communicated to all relevant stakeholders to reflect changes in applicable laws, regulations, and best data protection and privacy practices.