Research data handling
University Transcriptions applies different retention periods to source recordings and completed transcripts. Source recordings are retained only for the operational period needed to complete the work. We keep a copy of completed transcripts for at least 12 months unless the client asks us to delete them sooner.
Our standard periods are set out below. Project-specific arrangements can be agreed in writing where a university, funder, ethics committee or research project has different requirements.
Retention at a Glance
Source Recordings
Downloaded audio or video recordings and local working copies are deleted no later than 28 days after download, unless a shorter period or different written arrangement applies.
Completed Transcripts
We keep a copy of completed transcripts for at least 12 months after return. Clients can ask us to delete their transcripts sooner.
Earlier Deletion Requests
Where a verified client requests earlier deletion, the relevant files are deleted within 24 hours, subject to any legal or contractual restriction.
Days means calendar days and months means calendar months. If your university, funder, ethics committee or project requires a different period, tell us before files are supplied so that the instructions can be documented and followed.
What the Retention and Deletion Process Covers
The controls apply to project material created, received or temporarily held while providing the commissioned transcription service.
Source and Working Files
- Uploaded audio and video recordings
- Downloaded working copies
- Temporary converted files created within an approved local workflow
- Partial transcripts, drafts and proofreading copies
- Speaker lists, terminology notes and client templates containing project data
Returned and Supporting Material
- Completed transcript documents
- Password-protected delivery copies
- Project-specific instructions and correspondence containing client data
- Files in download folders, temporary folders and recycle bins
- Accessible backup or synchronised copies permitted by the approved workflow
The File Lifecycle
Secure Transfer
The client supplies files using the agreed secure transfer method. Files should not be sent through an unapproved third-party service.
Controlled Access
Access is restricted to authorised personnel involved in administration, transcription, checking and delivery of the project.
Transcription and Return
The recording is transcribed according to the project instructions and the finished transcript is returned by the agreed delivery method.
Secure Deletion
Source and working files are deleted at the end of their applicable period. Completed transcripts are retained for at least 12 months unless valid earlier deletion instructions have been received.
Project-Specific Retention Periods
The standard periods are suitable for many projects, but project-specific arrangements can be agreed in writing before processing begins. Completed transcripts are normally kept for at least 12 months unless earlier deletion is requested.
| Requirement | How It Is Handled |
|---|---|
| Shorter retention | State the required period in the quotation request, purchase order, Data Processing Agreement or written project instructions. |
| Deletion immediately after acceptance | Agree how acceptance will be confirmed and whether a brief checking period is required before deletion. |
| Staged or recurring projects | Retention can be applied by file, batch or agreed project stage rather than leaving all material in place until the entire study ends. |
| Specific transcript retention period | If your project requires a defined period longer than 12 months, record it in the Data Processing Agreement or written project instructions. |
| Conflicting instructions | The position should be clarified before files are uploaded. University Transcriptions will not assume that indefinite retention is required. |
Requesting Early Deletion
An authorised client contact can request deletion before the standard period expires. The request should identify the project and files clearly and be sent using an established project contact route.
After verifying the request, we delete the relevant files within 24 hours, subject to any legal or contractual restriction. We can provide written confirmation when required for the university’s project records.
On request, we can provide a NIST-aligned Certificate of Erasure after the relevant transcripts have been deleted. This records the erasure completed and can support a university’s project, ethics or information-governance records.
Before requesting deletion: make sure your research team has received, checked and securely stored every transcript it needs. Deleted source and transcript files cannot be supplied again by University Transcriptions.
What May Be Retained After Project Files Are Deleted?
Once the applicable retention period has ended, or earlier deletion has been completed, we do not keep client recordings or transcript content simply for record-keeping. Where necessary, limited administrative or security evidence may be retained separately from the project content:
- An email or message confirming that deletion was requested or completed
- A record of an approved substitute allocation where this is required for audit purposes
- Information required to investigate or document a security incident or potential breach
- A NIST-aligned Certificate of Erasure or other deletion evidence where requested
- Records that must be retained to meet a legal, regulatory, contractual, insurance, accounting or dispute-related obligation
These records should contain the minimum information necessary and should not include copies of the client’s recordings or completed transcripts unless retention is specifically required and justified.
University and Research-Team Responsibilities
University Transcriptions is responsible for following the agreed processing, access, retention and deletion instructions for the commissioned service. The university, research organisation or researcher remains responsible for its own research records and governance decisions.
Before Uploading
- Confirm the project’s lawful basis and research-governance requirements
- State the required retention and deletion period
- Complete any supplier review or Data Processing Agreement
- Provide anonymisation, pseudonymisation and formatting instructions
- Use the agreed secure upload route
After Delivery
- Download and check the returned transcripts promptly
- Store the research data within approved university systems
- Tell us promptly if corrections or further work are required
- Request earlier transcript deletion if the standard 12-month minimum is unnecessary
- Retain the university’s research data under its approved data-management plan
Storage Limitation and Research Data
The UK GDPR storage-limitation principle requires personal data to be kept for no longer than necessary for the purpose for which it is processed. The legislation does not prescribe one universal period for every type of information. Organisations must determine and document an appropriate period or the criteria used to decide it.
The research team’s long-term retention of research data is separate from University Transcriptions’ operational retention of source recordings and its minimum 12-month retention of completed transcripts. Researchers should follow their institution’s approved ethics application, data-management plan, funder conditions and applicable law.
Retention and Deletion FAQs
How long do you keep research recordings?
Downloaded source recordings and local working copies are deleted no later than 28 days after download unless a shorter period or different written arrangement applies.
How long do you keep completed transcripts?
We keep a copy of completed transcripts for at least 12 months after they are returned to the client. If you would like us to delete your transcripts sooner, please let us know.
Can we request deletion sooner?
Yes. Following a verified request, the relevant files are deleted within 24 hours, subject to any legal or contractual restriction.
Can you follow a university-specific retention schedule?
Yes, where the requirement is agreed in writing before processing begins. Include it in the quotation request, purchase order, Data Processing Agreement or project instructions.
Do you retain a copy in case we need it in future?
We keep a copy of completed transcripts for at least 12 months unless earlier deletion is requested. This does not replace the research team’s responsibility to store its final research data within approved university systems.
Can you confirm that files have been deleted?
Yes. Written confirmation can be provided. We can also provide a NIST-aligned Certificate of Erasure on request once the relevant transcripts have been deleted.
Related Security and Research Documents
Confirm the Arrangements for Your Research Project
Contact us before uploading sensitive recordings if you require a project-specific retention period, earlier transcript deletion, a NIST-aligned Certificate of Erasure, a Data Processing Agreement or information for a research ethics application, DPIA or supplier-security review.
