Project Closure and Archiving

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

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

As per University of Calgary Retention Rule 2011.01 "Research Involving Human Subjects" the studies regulated by Health Canada, must be kept for 15 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.  

For further reference please refer to the Destruction of records | Archives and Special Collections page.

Process:

1.  Submit a Specific Retention Rules Records Destruction Form to Will Fiebelkorn. 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.

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 Will Fiebelkorn. 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

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:
Click here