To keep or not to keep? Developing a data retention policy and workflow for the Texas Data Repository




Sare, Laura
Thompson, Santi
Zhou, Xuan
Chan-Park, Christina
Shensky, Michael
Schorr, Andrea

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Texas Digital Library


As the Texas Data Repository (TDR) approaches its 10th anniversary, the question of whether to keep all research data deposits, and for how long, now looms. To address this issue, the TDR Steering Committee, which consists of Texas Digital Library member representatives from all 13 institutions that currently participate in the TDR, commissioned an ad-hoc working group. The charge of this group was to identify all the requirements needed to implement TDR data retention and deaccessioning best practices and make recommendations to the TDR Steering Committee for formal approval to ensure appropriate stewardship of research data. The goal was to produce policy, guideline(s), and/or workflow(s) documentation on TDR data retention and data deaccessioning.

Presenters will highlight a three-phased approach used to formulate recommendations. Factors that they considered included the best-practices of other repositories and any existing institutional, state, or federal guidelines or mandates; the capabilities of the Dataverse platform; the implications for archiving data in Chronopolis; and the personnel resources available to implement any proposed workflow.

Presenters will conclude by reflecting on the impact of the group’s work for TDR and the larger data management landscape, paying particular attention to the role data retention policies and workflows play in data management, compliance, quality, and risk mitigation. They will also discuss how the implementation of a data retention policy begins to address a current gap in data management best practices.


TCDL 2024 Session 5C, Wednesday, 5/22/2024, 2:00 pm to 3:15 pm | Moderated by Colleen Lyon, University of Texas at Austin | Lightning Talk | Scholarly Communication