Content Archival Policy

1. Introduction

Agharkar Research Institute is committed to the proper management and preservation of all research data, publications, and other content generated by the institute. This Content Archival Policy defines the practices for archiving, storing, and managing content to ensure compliance with legal and regulatory requirements, as well as maintaining the accessibility and integrity of critical information.

2. Purpose

The purpose of this Content Archival Policy is to:

• Ensure the proper long-term storage and accessibility of research data, documents, publications, and other significant content.
• Protect sensitive data and information in compliance with privacy laws and intellectual property regulations.
• Ensure that research materials are preserved in a manner that is both secure and accessible for future use, including for review, citation, and verification.

3. Scope

This policy applies to all content created, received, or maintained by Agharkar Research Institute, including but not limited to:

• Research papers, articles, and publications.
• Audio-visual content (e.g., videos, images, and recordings related to research).

4. Types of Content to be Archived

We will archive the following types of content:

• Research Publications: Papers, articles, reports, and other publications authored by institute members.

5. Archival Guidelines

• Data Formats: Content will be stored in standardized formats that ensure long-term accessibility (e.g., PDF for documents or data). Wherever possible, we will use open, non-proprietary formats to prevent obsolescence.
• Digital vs. Physical Archiving:

Physical content will be stored in locked, controlled environments in compliance with security and access policies.

6. Retention Period

The following retention periods will apply:

• Research Data: Retained for a minimum of [X] years, or as required by funding agencies, institutional guidelines, or legal requirements.
• Publications: Retained permanently for citation purposes, subject to relevant copyright and intellectual property agreements.
• Project and Administrative Files: Retained for a minimum of [X] years following the completion of the project or the expiration of relevant agreements.

At the end of the retention period, content may be archived for historical purposes, anonymized, or securely deleted as required.

7. Storage and Security

To ensure the security and integrity of archived content, Agharkar Research Institute will implement the following measures:

• Regular Backups: All physical content will be backed up regularly to prevent data loss.
• Physical Security: Physical content will be stored in secure, climate-controlled areas to prevent deterioration or unauthorized access.

8. Legal and Regulatory Compliance

Agharkar Research Institute will comply with all relevant laws and regulations regarding the archiving and retention of content, including:

• Data Protection Laws: Such as GDPR, HIPAA, or other regional data privacy regulations governing personal or sensitive data.
• Intellectual Property Laws: Ensuring that all content related to patents, trademarks, copyrights, and licenses are archived and managed in compliance with intellectual property rights.
• Funding Agency Requirements: Archiving content in accordance with the requirements of funding agencies, such as government grants, institutional sponsors, or research bodies.

10. Disposal of Archived Content

Once the retention period has expired, or if content is no longer required, Agharkar Research Institute will dispose of content in a secure manner:

Physical Content: Sensitive physical documents will be shredded or otherwise destroyed securely to prevent unauthorized access.

11. Review and Updates

This policy will be reviewed annually to ensure it remains aligned with legal requirements and best practices. Updates to the policy will be communicated to all relevant personnel, and the revised policy will be made available on the institute’s website or intranet.