Archiving and project closures

Below you'll find important information regarding the processes and requirements related to archiving and project closures, including:


Project closure requests

To submit a project closure request, complete the CCCR Project Closure Form and send to cccr@ucalgary.ca.


Archiving

Please ensure that the University of Calgary's archiving policies and procedures are followed for all completed clinical trials.  General information on offsite storage and destruction of clinical trials records can be found below.

Specific archiving questions should be directed to Archives Office at:

Archives and Special Collections
520 Taylor Family Digital Library
2500 University Drive NW
Calgary, AB T2N 1N4

Ph: 403.220.7271

General Inquiries Email: uarc@ucalgary.ca 
Website: http://asc.ucalgary.ca/contact


Records destruction

As per University of Calgary Retention Rule 2011.01 "Research Involving Human Subjects" the studies regulated by Health Canada, must be kept for 25 years from the date the study was closed.  For clinical research not regulated by Health Canada the retention period is 5 years from the date the study was closed. Since the University of Calgary has a moratorium on shredding, meaning that all the shred requests must be approved by the Archivists for the main campus, or Privacy and Records Office for the Faculty of Medicine, the Confidential Shredding Services Order Form must be submitted.

 

Process:

1.  Submit a Specific Retention Rules Records Destruction Form to Nadiya Semkuley at semkuley@ucalgary.ca. The form must be signed by the Principal Investigator and should list study names, RT codes and current location of records. If PI is not available an authorization from the Department Head will be deemed acceptable.) 

2.  The Archives will verify that records can be destroyed:

  • Verify compliance with retention requirements
  • Verify compliance with contractual commitments

3.  Upon approval from the Archives, Nadiya will coordinate destruction activities with the records off-site storage facility.

Note: When records are stored at HDL the process is usually initiated by the Archives.

4.  A certificate of destruction issued by the off-site storage facility or shredding company will be attached to the Destruction Form.


Offsite storage

Recently the University of Calgary moved all offsite storage boxes from Iron Mountain to a University owned facility called the High Density Library (HDL), located at the Spy Hill campus. This move also included research related materials.  Inquires about archived documents should be directed to Nadiya Semkuley (403) 220-2167 semkuley@ucalgary.ca. All appointments to view archives at the HDL must be coordinated by Nadiya and University Archives.  Please do not contact HDL directly.

If sponsors require the physical address for offsite storage, they may be provided with the following :

High Density Library
University of Calgary
Spy Hill Campus
11711, 85 Street NW
Calgary, AB T3R 1J3


Storage fee calculator

The Clinical Research Storage policy along with the associated procedure policy can be found at: http://www.ucalgary.ca/policies/

CCCR is collecting the storage fees on clinical health studies at the time a request to close the project code is submitted. The CCCR project code closure form can be found here.  A specific charge for storage costs should be included in the study budget or alternatively the amount can be determined at the conclusion of the study and the sponsor invoiced. It is important to properly identify sufficient storage fees in your contracts and it will be necessary to estimate the number of boxes required at the end of the study to calculate sufficient fees for storage. 

 

CCCR Storage Fee Calculator:
Feature coming soon.


Moving Archiving Boxes to HSC Loading Docks:

Assistance in moving University of Calgary research related boxes to the HSC loading docks to be transported and archived at the High Density Library (HDL) located at Spy Hill is as follows:

Foothills Campus:

Please contact UCalgary distribution services (Ron Bailey - baileyr@ucalgary.ca) to advise the boxes are coming in advance.

Alberta Health Services (includes South Tower, North Tower, Foothills Hospital and Tom Baker Cancer Centre):

Please email - capital.assets@albertahealthservices.ca

Main Campus:

Please email Ron Bailey - baileyr@ucalgary.ca

Off-Campus Locations:

West Direct is the sole provider for transporting records from the Cumming School of Medicine to HDL. Transfer costs are to be paid by whoever is shipping the records. Please contact them at 403-264-6666 to coordinate pick-up and delivery. Costs from West Direct Courier for transportation to HDL may be reimbursed for off-campus University of Calgary related research (pre-approval required).