Data Retention Coordinator

The Data Retention Coordinator at Clario, a part of Thermo Fisher Scientific, is responsible for overseeing and executing end‑to‑end data retention, review, and disposition activities for clinical trial data maintained in Salesforce, EXPERT, and associated systems. This role plays a critical governance and compliance function, ensuring clinical trial data is managed throughout its lifecycle in accordance with contractual obligations, regulatory requirements, and internal policies. When data reaches the end of its retention period, the Data Retention Coordinator ensures appropriate actions are taken, including legal hold assessment, sponsor coordination, and secure, compliant data destruction—supporting audit readiness and regulatory confidence across global clinical programs.

What We Offer

• Competitive compensation

• Provident Fund & Gratuity

• Flexible leave plans

• Flexible work schedules and shift allowances

• Engaging employee programs

• Hybrid work environment

What You’ll Be Doing

Data Retention Review & Compliance

• Review Salesforce and EXPERT systems to identify studies that have reached or are approaching the end of their contracted data retention period.

• Verify retention timelines against contractual agreements, sponsor requirements, and applicable regulatory obligations.

• Ensure adherence to internal data governance, records management, and archiving policies.

System & Structure Verification

• Confirm with the Closeout team that required clinical trial folder structures are created and maintained in accordance with SOPs.

• Ensure archived study data and supporting documentation are complete, organized, and validated prior to disposition activities.

Legal Hold Assessment

• Verify whether a legal hold applies before initiating any data disposition actions.

• Coordinate with the Legal team to obtain written guidance and disposition instructions when legal holds are identified.

• Ensure no data is destroyed or returned while under legal hold.

Stakeholder Communication & Coordination

• Prepare and distribute formal notification memos to internal stakeholders and sponsors when study data reaches retention expiration.

• Coordinate with sponsors to confirm next steps, including retention extensions or data return requests.

• Engage with Legal, QA, IT, and other internal teams as needed to resolve regulatory or contractual questions.

• Maintain clear audit trails and documentation of all sponsor communications and decisions.

Data Destruction & Disposition

• Initiate and coordinate database destruction request forms once disposition approval is obtained.

• Submit, track, and manage ServiceNow tickets for authorized destruction activities.

• Ensure data destruction is executed in compliance with regulatory, contractual, and security requirements.

• Retain destruction confirmations and supporting evidence for inspection and audit readiness.

Documentation & Audit Readiness

• Maintain complete and accurate documentation of retention reviews, approvals, legal assessments, and disposition actions.

• Support internal audits, sponsor audits, and regulatory inspections by providing timely and accurate records.

What We Look For

• Bachelor’s degree in Information Management, Records Management, Library Science, Life Sciences, or a related field, or equivalent experience.

• Minimum 2 years of experience working in regulated data environments, preferably within clinical trials or life sciences.

• Familiarity with data retention schedules, records management principles, and regulatory requirements (e.g., GxP).

• Experience reviewing or managing data in Salesforce or similar enterprise databases.

• Understanding of legal holds, data privacy obligations, and secure data destruction processes.

• Strong attention to detail, organizational skills, and ability to manage documentation with high accuracy.

• Clear written and verbal communication skills, with the ability to work effectively across global and cross‑functional teams.

At Clario, our purpose is to transform lives by unlocking better evidence. It’s a cause that unites and inspires us. It’s why we come to work—and how we empower our people to make a positive impact every day. Whether you’re starting your clinical data career or building long‑term expertise, your work helps bring life‑changing therapies to patients faster.