Following feedback from the research community, the granting agencies are proposing to integrate the following clarifications into the text of the Tri-agency RDM Policy, accompanied by a supporting FAQ, for the implementation of the Data Deposit requirement of the Policy.
3.3 Data Retention, Deposit and Availability
Retaining, depositing and making research data available are fundamental to good research practice. By promoting transparency, reproducibility, transferability and reuse, these practices strengthen research integrity and efficiency, bolstering trust in research.
Data Retention. Researchers and trainees (students and postdoctoral fellows) are required to retain all digital research data, data documentation and code arising from agency-supported research for a period of 10 years post end of grant, award or publication, whichever comes last. Research data, data documentation and the research code used to analyze the data must be adequately stored, backed-up and safeguarded in accordance with the responsibilities of researchers described in the Tri-Agency Framework: Responsible Conduct of Research, the Tri-Agency guidance on research security, institutional policies and approvals by research ethics boards.
Data Deposit. Researchers and trainees are required to deposit into a data repository all research data and data documentation that directly support research findings in preprints and peer-reviewed journal articles arising from agency-supported research. Determining what research data are deposited should be guided by disciplinary norms – see FAQ for additional information. Data deposit must happen by the time of publication or preprinting. The choice of repository can be guided by disciplinary expectations but should follow guidance on desirable characteristics of data repositories. Secure retention is acceptable for sensitive data and big data when no suitable repository exists. Depositing research code that analyzes data is strongly encouraged.
Data Availability. Researchers and trainees are required to make available all research data and data documentation that directly support research findings in preprints and peer-reviewed journal articles arising from agency-supported research. This is in accordance with the agencies' commitment to the principle that research data should be as open as possible and as closed as necessary. Preprints and journal articles must include a data availability statement (DAS) with a link to deposited data via a persistent identifier, such as a DOI. If data cannot be deposited in a data repository, the DAS must describe how to request access to the data and justify any restrictions on access. Deposited data that are non-sensitive must be made publicly available in accordance with the FAIR principles and disciplinary standards. Data that cannot be made publicly available due to ethical, legal, cultural or commercial requirements must be made available with appropriate restricted access controls either through deposit in a data repository or via secure retention storage if no suitable repository exists. Researchers and trainees are strongly encouraged to make their code available alongside their data.
Indigenous Research. For research conducted by and with First Nations, Inuit and Métis Peoples, these Peoples, communities and their governance structures or relevant community representatives must determine if and how data are collected, used, retained, deposited, preserved, safeguarded and made available. Researchers, in partnership with or under the advisement of Indigenous communities, must consider the specific governance structures and data custodianship protocols related to data stewardship in each case. These considerations also apply to Indigenous research outside of Canada and could result in exceptions to the above requirements.
Relevant terms are defined in a Glossary that will be made available at a later date; additional information is provided in Frequently Asked Questions.
4. Implementation dates
Data retention, deposit and availability: The requirement applies to research data resulting from grants and awards received on or after January 1, 2027 (to be determined).
5. Compliance with policy
By accepting agency funds, institutions and researchers accept the terms and conditions as set out in the agencies' policies, agreements and guidelines. If a breach of the policy is identified and remains unaddressed, the Agencies may take steps outlined in the Tri-Agency Framework: Responsible Conduct of Research or other actions deemed necessary to address the breach. Failure to comply with the data retention, deposit and availability requirement may result in corrective actions that could negatively impact an individual's eligibility to apply for or receive Agency funding.