Managing Survey Responses
This guidance concerns the best practice for managing survey responses after data collection and analysis is complete. The survey owner is responsible for the management of the data collected and ensuring it is not held for longer than necessary. For guidance on information governance and data protection when using survey tools to collect and process data, please refer to Guidance on the Use of Survey Tools (The University of Manchester) .
How long should I hold onto survey data for?
The retention period for survey data will depend on the purpose of the survey and any legal, regulatory or contractual requirements that apply.
Survey owners should consult the University's Retention Schedule when determining how long survey data should be retained. Where research funders, professional bodies or external regulations specify retention requirements, these should also be considered. If there is more than one retention requirement, the longest period should be applied.
Helpful tip
- If the survey is gathering information on where to go for Christmas dinner, this is unlikely to be a record of business activity the university needs to hold on to.
- However, if the survey is gathering information on staff’s experience at Christmas dinners in order to make budget decisions or strategic change. These responses would need to be held onto in line with the Retention Schedule.
Still unsure?
Contact the Records Management team at records.management@manchester.ac.uk .
What happens if I hold onto the survey data for longer than the retention period states?
There are various risks and costs to the over retention of survey data:
- Data Protection: holding onto personal data for longer than required is a breach of GDPR, putting the University and survey owner at risk.
- Cost: The University has to pay for digital data storage; regular deletion of data keeps costs down.
- Environmental: Storing digital information does in fact have a physical impact, excessive data storage negatively affects the environment.
Maintaining survey data continuously not only prevents risk, it is also beneficial to reduce an excess amount of data to manage which can be time consuming and difficult.
How do I delete data from survey tools?
Survey owners are responsible for ensuring survey data is deleted when it is no longer required and in line with the Retention Schedule, legal, regulatory or contract requirements.
Deleting survey reports or dashboards may not remove the underlying data. Owners should ensure that all copies have been identified and appropriately deleted.
Refer to the technical guidance for your survey platform for instructions on deleting survey responses, associated files and exports.
What should I do if I am moving roles or leaving the University?
If you are moving roles or leaving the University, you must ensure that ownership of any surveys, survey data and associated records is transferred to an appropriate colleague.
For more information, please see the ‘exit checklist’: Leaving the University | People Directorate | StaffNet | The University of Manchester