Graduation and the end of the school year often lead to study staff turnover. Take the time now to ensure data and study documents are not lost during transitions.
- PIs should have access to all study documents and data. This includes documents and data from student led projects for which they are the PI.
- For studies utilizing DocuSign, REDCap, Qualtrics, Box or similar systems to obtain consent, collect, and/or store data, PIs should have the necessary accounts, roles, and permissions to access study data and documents and be able to download it.
- In addition, we strongly recommend that multiple study team members also have access to these data and systems to reduce the risk of losing access when study team members depart.
- Study teams are also encouraged to regularly download data and documents, particularly consent forms, from the systems where they are collected. Downloaded files should be stored according to what was approved in the ARROW application (e.g., in a study specific folder on the department server).
- This is also a good time to confirm that where you are storing study documents, how they are identified, and who has access to them aligns with what was approved in the ARROW application.
Please note that if a study is selected for post‑approval monitoring (PAM), PIs and study teams must be able to provide all required study documentation. Taking these steps now can help ensure a smooth process later.
See these related links for additional information:
UW-Madison Policy on Data Stewardship, Access, and Retention (UW-4032)