Key points at a glance
- Use storage routes approved by your institution.
- Separate identities and consent forms from analysis material.
- Specify access, retention and deletion.
Map the full data route
List the recording device, transfer destination, people with access and transcription method. Check whether phones or transcription apps sync automatically to a personal cloud. Follow institutional storage instructions instead of using convenient public links.
Reduce identifiability
Use participant codes in working files. Keep the code key and signed consent separately from transcripts. Remove names of third parties and combinations of details that could reveal an identity. Pseudonymisation is not the same as full anonymity.
Control access and outside services
Protect devices and files using the controls required by your university, such as encryption and individual permissions. Share only what each collaborator needs. Before sending audio to a transcription provider, check institutional approval, contract terms and location of processing.
Plan retention and deletion
Find out which research or examination records must be retained and for how long. Document when you remove working copies, phone exports and temporary files. Follow the rules that apply to your project rather than guessing a universal deletion date.
Final submission context
Formal details can feel like a separate writing task, but they matter just as much for a printed submission. Anything missing, misplaced or inconsistently formatted in the document will also appear in the bound copy.
Use this guide together with your cover page, table of contents, page numbers, source notes and appendices. Prepare the final PDF for printing and binding only after the complete file has been checked.
Practical check before PDF export
- Do headings, chapter structure and page numbers match?
- Are sources, figures and tables included completely?
- Are required elements such as declarations, appendices or the cover page included where required?
- Did you open and check the final PDF after exporting it?
Checklist
- Recording and transfer route approved.
- Identity key kept separately.
- Permissions and services checked.
- Retention and deletion recorded.
Common mistakes
- Automatically syncing audio to a personal cloud.
- Sharing signed consent with open transcripts.
- Calling pseudonymised data fully anonymous.
Prepare the finished thesis for submission
Once the content and university requirements are checked, review your PDF and the available printing and binding options.
Review printing optionsRelated content
Explore related guidance on thesis structure, sources, formatting and final submission.
Frequently asked questions
Can I record on my phone?
Only if the device, app and storage route meet consent and institutional rules.
May I use AI transcription?
Check approval and data protection before uploading identifiable audio.
When should I delete files?
Follow the applicable research, examination and privacy retention rules.