: All students conducting human subjects research must maintain data files in a manner that is compliant with federal, state and University regulations.
Students conducting pilot studies OR their dissertation study must submit a written request to the PhD program office for a secure electronic folder for their data files prior to submission to the IRB. Requests may be sent via email to Martina Sanchez, PhD Program Staff Assistant.
A folder for electronic storage of data files in Excel, Access or SPSS or any other another database – will be set up by Dr. Dwyer, Program Director on the secure enterprise server housed in the data center. Access to the specific folder will be limited to that specific student, his/her advisor, and the PhD Program Director.
OUCN will provide students with a limited access office space – requiring a key to access the office and with limited distribution of the key to doctoral students and program faculty only.
The offices will have a locking file cabinet to be shared among current doctoral students conducting research. The file cabinet key will be made available to students by checking in with Martina Sanchez, PhD Program Staff Assistant in OKC and with Kathy Knight in Tulsa. File cabinet keys must be signed in and out for every use.
Research related files must be maintained for a period of 4 years following completion of the study unless it is a VA study. All VA research related files must be maintained for a period of 5 years.
Any exceptions to this procedure must be documented in writing.
De-identified data files [those without any PHI] can be transported on a flash drive.
In OKC, this is the PhD student office on the 4th floor – CNB 434.
In Tulsa, this office is 1A13. The key to access this office must be signed out and in with Kathy Knight and is only available during regular business hours.
Scanned copies of paper documents can be kept on the secure enterprise drive – allowing paper copies to be shredded.
Upon completion of the study, students are required to set up an appointment with the PhD Program Staff Assistant to assist with scanning all project related documents into electronic files for storage.