Designing a quality study, collecting data, and analyzing that data is the foundation of research. Comprehensive documentation of these processes is key to producing rigorous, responsible, and reproducible research.
Because research can take years to complete and can go through many refinements, it is important to thoroughly document the entire research record.
Documentation is not only important for managing and planning the research, but it is also the foundation for publishing reliable and reproducible results and ensuring data integrity.
Good research records encompass much more than just research data. Documentation should include, but is not limited to:
- Planning and protocol descriptions
- Experimental details and notes
- Data manipulations
- Analysis procedures
Documentation should cover the “who, what, when, why, and how” for all processes and decisions.
Project Directors / Principal Investigators (PD/PIs) should have written expectations of documentation practices, including:
- Ownership standards
- Who has access
- Where records are to be stored (e.g. storing data only on university-owned devices)
- Length of time records should be maintained
The research group (including the mentor or PD/PI) should regularly monitor and review documentation practices to ensure these expectations are being followed. Document these reviews in the research record.
Back up research records regularly. Limit who has access to these backups to ensure continued data availability and integrity.
Always remember: If wasn’t documented, it didn’t happen!
For additional guidance, review the National Library of Medicine’s article “Academic Research Record-Keeping: Best Practices for Individuals, Group Leaders, and Institutions.”