Data Collection, Storage and Security
Depending on the level of sensitivity of a survey, researchers may wish to include a withdrawal link for the participant. Try following the directions below in Qualtrics:
- Step 1: Create two surveys in Qualtrics. The first survey will include the full survey. The second survey should only contain a copy of the debriefing page (The participant will see this separate debriefing form if they select the withdrawal link);
- Step 2: Add a link within the full survey: In the full survey, select “Edit Survey.” You may then select “Look and Feel,” followed by “Advanced.”
- Step 3: You can now insert a sentence into the “Footer” box which will serve as a link to the second survey with the withdrawal debriefing form. “For example, click here if you would like to withdraw from the survey.” This sentence will serve as a link on the bottom of each page in the survey.
- Step 4: Using the “Edit” Function, turn the footer sentence into a hyperlink that will link to the separate debriefing page created in step 1.
To respect the requirements of the Freedom of Information and Protection of Privacy Act (FIPPA), you need to indicate clearly, in the informed consent, the length of time for which any personal information collected (e.g., signatures on the consent forms, contact information, identifying information from audiotapes or in a dataset) will be kept in a secure location before being destroyed. You also need to indicate that personal information will only be viewed by researchers (and supervisors) directly involved in the study.
See Carleton University’s Mobile Technology Policy. According to the TCPS2, electronic research data should be encrypted and password-protected. Physical copies of data must be kept in a secure location that only the researcher and supervisor have access to. In the case of funded data, please ensure you are in compliance with the requirements of the funder. Anonymized datasets (i.e., with all identifying information removed) or anonymous datasets (i.e., where participants never provided identifying information) can be retained indefinitely. However, if you wish to utilize this data in the future for purposes beyond the initial intent of the study (e.g., educational purposes, secondary data analyses), this possibility must be clearly indicated on the informed consent form.
How long do I need to keep personal information, consent forms, and raw data?
To respect the requirements of the Freedom of Information and Protection of Privacy Act (FIPPA), researchers need to indicate clearly, in the informed consent, the length of time for which any personal information collected (e.g., signatures on the consent forms, contact information, identifying information from audiotapes or in a dataset) will be kept in a secure location before being destroyed. Researchers also need to indicate that personal information will only be viewed by researchers directly involved in the study.Signed informed consent forms, raw data that contains identifying information, and any other personal data (contained in any format) should be retained for at least three years following one of two options: (a) the completion of the study; or (b) after a report of the work is published or otherwise publicly presented. Researchers might need to keep these records for longer periods depending on the requirements of individual funding agencies, psychological associations, and/or publishers.Anonymized datasets (i.e., with all identifying information removed) or anonymous datasets (i.e., where participants never provided identifying information) can be retained indefinitely. However, if researchers wish to utilize these data in the future for purposes beyond the initial intent of the study (e.g., educational purposes, secondary data analyses), this possibility must be clearly indicated on the informed consent.