Research Data Retention and Access
Attention: Regular data deletion and automated expiry notifications (as described on this page) will begin in the second half of 2026.
Before you start β check the status of your Research Data (folder size, expiry date, and a direct link to Globus) at any time in the Research Data Hub.
For step-by-step download instructions - see the Downloading your Research Data Guide.
β© Back to the Data Access Guide
Official document: See the ANSTOβs Australian Synchrotron Data Access and Retention Guide for the complete policy details. The official policy document remains the authoritative source.
In summary: users are responsible for taking a copy of their research data. ANSTO applies best efforts for access, retention and security but does not guarantee retention. Research data is generally retained for up to 5 years for low data-rate beamlines, 3 years for mid data-rate beamlines and 12 months for high data-rate beamlines, and data can be deleted after the retention period.
This page summarises the retention lifecycle, notification schedule, expiry process, and user responsibilities for user (research) data collected at the beamlines at the Australian Synchrotron.
1. User Data Responsibilities
Users are responsible for downloading, transferring and keeping their own copies of research data before the expiry date. You must:
Keep your User Hub Profile details up-to-date, including your primary email address.
Monitor notification emails and act on them promptly.
Complete all required data downloads or transfers before the expiry date.
Maintain your own external copies of the data once downloaded.
Preserve any processing scripts, analysis notebooks, or metadata stored outside the research data folder, as these will not be retained.
ANSTO provides access during the retention period on a best-effort basis, but users should not rely on ANSTO systems as their long-term archive.
To access your research data, you will need:
A valid Synchrotron User Account
This is the account required to submit proposals via the User Portal. Register at:
https://userhub.synchrotron.org.au/registerTo have assigned data access for one or more experiments
By default, data access is assigned to users named on the Experiment Authorisation (EA) form. The Beamline Science team may grant access to additional users with approval from the Principal Investigator or Beamline Scientist.
2. Lifecycle Overview
The retention lifecycle has three phases:
Active period β from experiment start date to retention expiry date.
Pre-expiry notification window β warnings are issued at 60 days and 14 days before expiry.
Expiry and deletion window β data is expired and can be deleted at any time.
Phase | Timeframe | User Access | System Behaviour |
|---|---|---|---|
Active period | Experiment start β expiry date | Full access: analyse via ASCI Desktop, download/transfer via Globus | Data is stored and maintained |
First warning | 60 days before expiry | No change to access | Email sent to all data access users |
Final warning | 14 days before expiry | No change to access | Email sent to all data access users |
Expired/deleted | Expiry date | Access removed: ASCI Desktop and Globus disabled | Confirmation sent; data eligible for deletion at any time |
3. Active Period
During the active period (from the experiment start date until the expiration date):
Data is accessible for analysis via ASCI Desktop.
Data is accessible for download and transfer via Globus.
Data access users can download or transfer their data at any time during this period β there is no limit on the number of transfers.
4. Notification Schedule
All data access users will be notified in advance of the expiry date, under the following schedule:
Notification | When | Recipients | Details |
|---|---|---|---|
First warning | 60 days before expiry | All data access users | Retention date, how to download data, check status, and request an extension. |
Final warning | 14 days before expiry | All data access users (see Section 1) | Same key information, with a final reminder that access will end on the expiry date. |
Deletion Confirmation | On the expiry date | All data access users (see Section 1) | Confirms the retention period has ended and data has been deleted in accordance with policy. |
Note: Users should not wait for warnings to begin downloading. Data can and should be downloaded as soon as it is available during the active period.
5. End of Retention β Expiry, Inaccessibility, and Deletion
On the retention expiry date:
Data is marked as expired.
The user receives a confirmation notification on this date.
Data is made inaccessible through ASCI Desktop (no further analysis is possible).
Data is made inaccessible for download via Globus (no further transfers are possible).
After expiry:
Data may be deleted at any time without further notice.
Recovery of deleted data is not guaranteed and should not be relied upon.
Once data is expired, it cannot be accessed through ASCI Desktop or Globus. Ensure all required data has been downloaded before the expiry date.
6. Requesting an Extension
You can request an extension to the deletion date of your data, allowing ANSTO to retain it longer during the active phase. Extensions are granted for valid reasons, such as finalising a publication or thesis, or limited access to a stable WiFi connection.
Each request will be assessed on a case-by-case basis. If approved, the deletion date will be extended by 3 months. Each dataset may be extended up to two times.
To request an extension to the deletion date, contact as-scicomp-support@ansto.gov.au with
Your name
Experiment Proposal Number (EPN)
Beamline name
Principal Investigator
Reason for extension
The Scientific Computing Support team will respond as soon as we can.
If extension is requested outside of the active period (i.e. on or after the expiry date), recovery is not guaranteed. Please be aware that data may no longer be recoverable.
7. Contact and Support
For general data retention inquiries, reach out to your Beamline Science team.
To request an extension to the deletion date, follow the instructions in Section 6. Requesting an Extension.
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