This article is part of the Iris Ethics Knowledge Base; you can find a directory of all articles here.
Overview
A review body must maintain a complete record of all research proposals received and reviewed, and retain copies of all applications, approved documentation and relevant correspondence, in accordance with applicable Commonwealth and state or territory legislation (NS 5.2.19 to 5.2.20). The Secretariat prepares and maintains these records for Iris Ethics, including a register of all applications received and reviewed (SOP section 15).
What must be recorded
For each application, the record includes, at minimum (NS 5.2.19):
- The name(s) of the institution(s) to which the approval applies.
- The project identification number and title.
- The name of the principal researcher(s).
- Correspondence between the HREC and the researcher about the review.
- Advice of approval or rejection, and any amendments.
- Any terms and conditions of approval, and the duration of the approval.
- The proposed completion date and the name of any other review body consulted.
- The approved mechanisms for monitoring the conduct of the research.
- Records of any assessments required by Commonwealth, state or territory privacy legislation or guidelines.
Retention period
Documents and minutes relating to applications are retained by Iris Ethics for a minimum of seven years after completion of the project, for monitoring, audit and regulatory reporting purposes, and in accordance with the Privacy Act 1988 (Cth) (SOP section 15).
Where records are held
Documents on the collaboration platform used by the Panel are stored on a secure, Australia-hosted cloud platform (Microsoft Azure), with backups and encryption both in transit and at rest; two-factor authentication is required for access. Documents on the applicant platform (Odoo) are similarly stored on a secure Australia-hosted cloud platform with backups and encryption in transit and at rest, though in some circumstances backups may be retained on an EU-hosted platform (SOP section 15).
Access and confidentiality
Access to HREC records is restricted to authorised individuals. Where records are the subject of a freedom of information or other access request, appropriate redaction of personal information may be required to protect the confidentiality of researchers and participants.
Related resources
This page was last updated on 16 September 2026.
Was this helpful? We'd appreciate your feedback!
This article makes reference to the National Statement on Ethical Conduct in Human Research 2025. It is intended as practical guidance and does not constitute legal advice.
AI Disclosure: Resources in this library were prepared using Large Language Models with input from Iris Ethics staff who guided the scope and design. Subsequent revisions and final versions were developed and approved by Iris Ethics staff.