Management of research materials

You need to submit the following documents to the department's registrar

• Grant application (application including CV, publication plan and publication list)
• Decision on granted funds / grants
• Rejection of application for funding
• Description of research projects and research materials
• Project agreement / contract
• Approval of terms (describes the payment plan and the financier's grant terms)
  • In cases where PRISMA is used, the approval is registered in the system.
• Confirmation that the application and grant conditions have been signed (signing by project manager and authorized representative of the fund manager)
•  Requests (requests for project changes, eg change of project manager, fund manager, extension of outline data, premature end of project)
• Decision on changes (decision from the financier regarding the request)

If the project requires a permit, both the application and the decision must be registered.

During the project

• During the project, various interim reports are submitted to the financier. If financial and / or scientific reports, they must be registered.
• The final report, both financial and scientific, must be registered.
• Minutes or notes from steering group and reference group meetings linked to the research project need to be archived. Please submit these regularly to the registrar (copies may be kept).

Remember that official correspondence with financiers and clients also needs to be registered.

How do I handle primary materials within my research project?

Primary materials means basic material from the research process, eg - questionnaires, - laboratory diaries, - audio and video recordings, - measurement and test results, - protocols from examinations, experiments or the equivalent.

Documents that are judged to have an subject-scientific value or great value for another research area (historical, cultural-historical, personal-historical or public interest) needs to be archived and preserved after the project has been completed.

In other words, when the project is completed, you need to sort the material and submit primary material that must be preserved to the department's registrar / archive coordinator.

Other material must be sorted separately and marked as to be culled and submitted to the department's registrar / archive coordinator. According to the National Archives' regulations, the material is culled 10 years after the final financial report date.

How do I handle processing materials / work materials?

During the life of the project, processing material emerges.

Processing material consists of work materials, eg - drafts, - concepts, - drafts to be reworked, - compilations, - calculations, - excerpts, - computer recordings that are independent steps in an ongoing processing of data. These materials may be cleared once obsolete.