CPED is pleased to present the guide to recommendations for managing and archiving data relating to reports of sexual and gender-based violence, harassment and discrimination within the framework of higher education and research establishments..
The CPED meetings, organized by the University of Orléans in June 2022, led to the collective observation of difficulties linked to the management of sensitive data generated by our reporting systems. This led to a proposal to create a working group on the management and archiving of sensitive data. It will be formed in October 2022, and is made up of equality and diversity officers, archivists, data protection officers, a compliance officer and a legal expert. There are 10 different establishments represented on the WG.
In connection with the deployment of listening and reporting systems, questions have arisen concerning the management of the related sensitive data: What means and duration of storage for files and documents containing sensitive data? How to guarantee people's rights while guaranteeing the needs of the various systems and procedures (reporting, internal investigation, disciplinary section, criminal proceedings)? A number of plants have expressed the need for define a legal and regulatory framework which applies to documents containing sensitive data from systems for reporting sexist and sexual violence. At present, there is no text describing how long such data should be kept, or how it should be used.
This deliverable proposes a framework and a method to help establish the terms and deadlines for conservation. It begins by defining "sensitive data", before looking at existing resources and regulations, and then proposing a method for determining retention periods and the fate of documents. Finally, the working group wished to highlight a certain number of best practices and propose future work perspectives.