Confirming Data Destruction in AMS: A Researcher’s Guide

Why is this important

Before your UK Biobank research project can be closed, the Principal Investigator (PI) or Lead Collaborator at each institution must confirm that all UK Biobank data associated with the project has been securely destroyed. This step ensures participant privacy and compliance with the UK Biobank Material Transfer Agreement (MTA). 

How to complete the form

Step 1: Open the confirmation form 

• Log in to the Access Management System (AMS)
• Open your project and select the "Admin" tab
• Select "Data Destruction Confirmation"

Step 2: Review all storage locations

For each location listed in the form, select:

• Yes if UK Biobank data was stored there.
• No if UK Biobank data was never stored there.

Check all relevant locations, including servers, computers, email, SharePoint, virtual machines, cloud storage, mobile devices, removable media and backups.

Step 3: Confirm the deletion method

Where you select ‘Yes’, choose the appropriate deletion method from the dropdown menu.

Work with your institutional IT or information security team to ensure the method is suitable for the storage system and meets your institution’s requirements and the UK Biobank MTA. Simply deleting files or emptying a recycle bin may not securely remove all copies.

Your review should cover:

• Servers and devices: Project files, local copies and other retained copies.
• Email and SharePoint: Attachments, document versions, recycle bins and retained items.
• Virtual machines: Virtual disks, snapshots and backups.
• Cloud storage: Previous versions, replicas, deleted items and backups.
• Mobile devices and removable media: Downloaded files and synchronised copies.

If retention policies, legal holds or technical restrictions prevent deletion, seek advice before submitting the confirmation. Do not certify that destruction is complete while copies remain unresolved.

Step 4: Complete the declaration

If all answers are ‘No’, confirm that no UK Biobank data was downloaded or stored at the locations covered by the form.

If any answer is ‘Yes’, confirm that all relevant data and backups have been securely destroyed and that the declaration accurately reflects the actions completed, in accordance with the MTA.

Only the PI or Lead Collaborator can submit this confirmation on behalf of their institution.

Before submitting

• Double-check backups, snapshots and synchronised copies.
• Keep an internal record of the deletion process for audit purposes.
• Contact your institutional IT team if you need technical support.