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HUman Research ethics Review Records
Function
Research
PIB
RRSDA Number
2025-013
Department
Office of Research Ethics, Research Ethics Board
Description, purpose and use of records
The series consists of records created and received by the Research Ethics Board (REB) and Office of Research Ethics (ORE) for the purposes of reviewing, evaluating, and monitoring research projects that involve human participants within the jurisdiction or under the auspices of SFU, including course ethics review.
Records include, but are not limited to, the following: research ethics applications, correspondence between the REB, REB Administration and the researcher, initial review records, records of ongoing review activities, correspondence between the REB, REB Administration and regulatory agencies, and reports of complaints received by the REB, REB Administration and their resolution.
This schedule applies to the records created by the REB and the REB Office. Note, researchers also have record keeping responsibilities which are outlined in the REB Standard Operating Procedures (SOPs) page.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| REB Review Records | Project completion or termination and/or time stipulated in governing regulations + 3 years | NIL | Project completion or termination and/or time stipulated in governing regulations + 3 years | Destruction |
Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments
Authorities
These records are created, used, retained and managed in accordance with the following authorities:
- Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
- Document Management (SOP 303.004, Canadian Association of Research Ethics Boards)
Retention rationale
As per SOP 303.004 Document Management, the REB must retain human research ethics review related records for a minimum of 3 years after completion/termination of the project, or for the maximum amount of time stipulated in any applicable governing regulation(s). Therefore, the minimum retention period for REB human research ethics review related records is 鈥淧roject completion or termination and/or time stipulated in governing regulations + 3鈥�.
As the retention period for individual human research projects vary, it is the responsibility of the REB to maintain detailed records about the regulatory requirements as they pertain to retention and to monitor retention to avoid over-retention of human research related records.
Upon completion of the total retention period, the records cease to have administrative value and should be destroyed.
related RRSDAs
Status
RRSDA is in force
Approval Date
9 Apr 2026
Last Revised Date
08 Jul 2026