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Research-Related Policies
Conflict of Interest Guidelines for Authorship
HAC Policies and Procedures
Intellectual Property and Disclosure Form Outside Professional Activity Ownership and Retention of Scholarly / Research Records Research Misconduct
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Medical College of Georgia Policy on the Ownership and Retention
of Scholarly / Research Records
The ownership and responsibility for retaining scholarly/research records generated by Medical College of Georgia faculty, staff and students is an issue of increasing importance. Georgia state law contains specific requirements for state agencies, such as MCG, to maintain and produce records generated by its personnel (see, e.g., O.C.G.A. 50-18-70 et seq.). Additionally, federal laws and regulations governing federally funded research mandate awardee institutions to retain original records and to provide them upon request (see, 42 C.F.R. sec. 50.102 and 45 C.F.R. Part 74, Subpart D). This policy on ownership and retention of records has been adopted in order to provide guidance for MCG faculty, postgraduate trainees, students, and employees concerning the ownership and retention of scholarly/research records generated by them during the course of their employment or enrollment.
- This policy shall apply to all MCG faculty, postgraduate trainees, staff and students.
- The term "scholarly/research record" as used in this policy, shall mean any and all documents, slides, photographs, specimens, data, computer based information, videotapes, or any other information, whether recorded in a written, electronic or other format, and which is produced in the creation, testing or evaluation of any product or process and which is produced within the scope of an individual's employment or enrollment at the Medical College of Georgia. The term "scholarly/research record" shall include any intellectual property rights embodied in such records, subject to the provisions of the Medical College of Georgia Intellectual Property Policy.
- All scholarly/research records generated or produced by an MCG faculty member, student or employee during the course of his/her employment or enrollment shall be the property of Medical College of Georgia.
- Responsibility for proper collection and a system for retention of scholarly/research records resides with the faculty member (principal investigator or author). Faculty members are responsible for records created and maintained by trainees, students, or staff whom they mentor/supervise. Departmental chairpersons share responsibility for assuring proper maintenance and storage of scholarly/research records. Any person creating or maintaining a scholarly/research record shall be responsible for complying with any applicable laws, rules or regulations and with generally accepted standards of scholarly/research conduct. Compliance with specific record creation and retention requirements mandated by contract, grant, statute or regulation is expected. The obligation to maintain records subject to this policy shall remain in effect for a period of four years from the date of their creation, unless otherwise specifically required (for example by a study sponsor) or agreed to by MCG.
- Original scholarly/research records shall remain upon the premises of the Medical College of Georgia unless otherwise authorized by MCG. In the event an individual ceases to be either employed or enrolled at the Medical College of Georgia, copies of any and all research records created by that employee or student will be made available upon request. Refer to Administration Policies and Procedures of the Medical College of Georgia (Policy number 1.2.12; Records Management) for additional information.
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