How do you deal with possible terms of use of the data? Portable storage media such as memory sticks (USB sticks) are more risky and vulnerable to loss and damage. If it is necessary to use your data outside Research Drive, apply encryption yourself using software such as VeraCrypt or Cryptomator. By using Research Drive, It's best to put 'roles' (such as the data manager, supervisor, dean, principal investigator, etc.) You may think that by saving your data in one or more places you have made sure it is effectively preserved, but with digital technology developing so quickly, your digital data are at risk from one or more of the following problems: When creating, organising and storing your data you can take a few initial steps to try and ensure your data remain useable and understandable for the future: Ideally this should be covered in a data management plan at the start of a project, so that you can factor any associated time and resources into your budget. To properly store your data, consider the following: Not all storage locations are equally suitable for all types of storage: See 'Tools for storing and managing data' for an overview of the tools Utrecht Universitydevelops, supports and endorses. file names assigned to photos by your photo camera). You can use a commercial solution, or ask Research Data Management Supportto set up an archive. Did you know that the EUDAT Collaborative Data Infrastructure (EUDAT CDI)
The folder 'Test Project' in Research Drive contains some useful documents such as the Quick Guide Research Drive and the guide documentation and folder structure. Document your entire strategy with regard to giving file names. By coding your data, your files will become unreadable to anyone who does not have the correct encryption key. This documentation helps to remain consistent and to continue to understand the strategy long after you have completed your research. These agreements must be included in the (joint) data management plan but also laid down in writing in a consortium agreement. Where possible, only store what you need to keep.
Think on naming conventions and folder structurebefore you start a project. A project folder in Research Drive can be requested via the iFrontoffice, tile 'Education support' and then the form 'Research Drive'. For more information view theLabArchivesTutorials and Informationpage. data backup and access are already well organised from the start. The basic rule of thumb is: The term 'preservation' means ensuring something can still be seen or used over time. Always go from generic to specific. Possible measures are: Unfortunately, data can become unusable in due times because: Determine who can access (part of) your data. It is also wise to have a separate folder for the most advanced version of your data. does this data constitute the 'vital records' of a project, organisation or consortium and therefore need to be retained indefinitely?
Lock your computer when leaving it, even if it isjust for a moment (Windows key + L); Lock your door if you are not in your room; Do not leave unsecured copies of your data lying around; Transport your USB stick or external hard disk in such a way that you cannot lose it; Keep non-digital material which should not be seen by others, in a locked cabinet or drawer. Many computer networks within the University back up files automatically, but some do not. See 'Data description in practice'for more specific guidance and tips or watch this tutorial 'The ins and outs of metadata and data documentation'. This short video illustrates the value of good data management and provides a few key best practices (from Digital Preservation Europe), StorageBackupLong-term storage and preservationSelection choosing what to keepSharing what, why and how to share dataDigital repositories a dedicated page where we provide detailed guidance on various data repositories. This is not just for the sake of ensuring researchers in the future can make use of your outputs. For USB and CD/DVD, physical destruction works best to erase data. 2020 EUDAT Collaborative Data Infrastructure, 5 Research Data Storage Problems (and Tips) in Research Data Management, Did you know that the EUDAT Collaborative Data Infrastructure (EUDAT CDI). Avoid using unsafe internet connections. In your day-to-day research make sure you manage the different versions and copies of your data carefully in the following ways: As your work progresses, it is likely that youll have more and more files, all with different content. protected by intellectual property) that this data may have. Your data has to be protected and be available for verification purposes after your research project has finished. Having a metadata table (or sheet) that holds information on your data files can give you a quick overview of what measurements you have in your data files, so you don't have to open each of the files to see and interpret the content. The file name helps to distinguish files from each other and it provides assistance in classifying and sorting files. Research data and primary materials must be preserved. If there are essential updates to the data, preserve a new version in addition to the old, but do not change the original version. On the one hand, activities related to storing the data and, on the other hand, activities related to organising the data. For verification, all documentation and data (raw or possibly analysed) that enable research replication must be provided. When using data from an external party, you must comply with the specific restrictions (e.g. In which cases do you allow for access? Note that deleting files from hard disks only removes the reference to it, not the file itself. Handle passwords wisely. Standard image formats: JPEG 2000, PNG and SVG, 2. What are the privileges that each person gets in the different cases that you can foresee? There are roughly three goals to use specific types of metadata and data documentation: Your (raw) data may consist of several files with measurements (or interviews/observations/samples/etc.). The University provides three different cloud options - OneDrive, Dropbox for Business and Google Drive - which should be accessed with your University email address (i.e. does sufficient documentation and descriptive information (metadata) exist to explain the data, and allow the data or record to be found wherever it ends up being stored? Choosing the right way to store your data can help you work more flexibly, easily and quickly.
File formats can become obsolete for various reasons: Software / file formats are upgraded and the new version no longer works with the old version, Software that supports the format is bought out by a competitor and withdrawn, Format falls into disuse or no-one writes software to support/implement it, Format is no longer compatible with current software or is not backwards compatible with older software. Moreover, when properly structured and annotated during research, youll have your data preserved and/or shared with minimal effort at the end of your research. Documenting both your research process (in the form of protocols, methodology descriptions, etc.) Unfortunately, we have not found any results. Data documentation (possibly in the form of a. Only use characters from the sets A-Z, a-z, 0-9, hyphen, underscore, and dot. And apply encryption as an additional security measure.
If possible, log all visits to your data. You may code an individual file, but also (part of) a hard disk or USB stick; procedural arrangements like arrangingaccess conditions in a consortium agreement and, if necessary, throughnon-disclosure agreements with participants and data handlers (See the guide on '. All this starts with a good data management policy and the right tools (storage features) which should be compatible and act as a reflection of your effective data management policy. The Bond Research Data Storeis available to all research staff and HDR students for day-to-day and long term data storage. All we can do is think the matter through carefully, abide by the policies we need to (e.g. https://bond.libguides.com/research-data-management, Creative Commons Attribution-ShareAlike 4.0 International License, Secure storage located in Australia avoiding any sovereignty issues. FTP servers) may be convenient for small amounts of data, whereas hard drives or magnetic tapes may be more appropriate for large volumes or when you need to store data offline for security reasons. As a researcher, you determine the strategy you want to follow when giving out file names.
However, you may not be around during your whole research career to provide the appropriate care. Make file names specific, detailed and unique. does my funder or the university need me to keep this data and / or make it available for a certain amount of time? Every day, researchers both inside and outside of your community, domain and country may be searching for research data that could help their own. Non-anonymised data may, however, be preserved for historical, statistical or scientific purposes. You can then simply refer to their storage. As the Research Data Store is set up to allow academics and HDR students to share folders and files directly, the University does not provide a formal permission process for this to occur. Depending on your institution, community or ministry/national policies, you may be required to implement long-term data preservation and ensure that your research data is stored in an accessible place for 10 or even more years!
Check out our 30-minute webinar and slides,Introduction to the EUDAT CDI and its Services.. In the context of digital data, long-term preservation is the process of maintaining data over time so that they can still be found, understood, accessed and used in the future. Research data should be readable for machines without the need for specialised or ad hoc algorithms, translators, or mappings, but if your storage system cannot support this, then you may be limiting how far your research data can be used., Moving files from one storage space to another commonly needs to happen whether in research data or even for personal files. Will you only preserve the data underpinning a scientific publication, or also other data? taking a presentation to a conference, files only one person at a time needs access to, whether files on the network are automatically backed up, and, if so, which folders or drives on the network are backed up automatically, you make two, or even three, back-ups of all important documents and data not stored on a networked file server (failure rates for storage media are probably higher than you think! Researchers can receive support in research data management. Both can be used to describe the subject of the measurementsor the settings/circumstances under which these were obtained. For short-term research projects that are for assessment purposes only, such as research projects completed by students, retaining research data for 12 months after the completion of the project may be sufficient; For most clinical trials, retaining research data for 15 years or more may be necessary; For areas such as gene therapy, research data must be retained permanently (e.g. For medical records, this period is 15 years or longer (WGBO (article 454)) and (patient) data for drug research must be stored for 20 years. After registration, there is an intake interview with the administrator and the data steward. In both of these cases you should include: Once your datais preserved, itis used as a reference point. Youve invested a lot of time and effort in creating your data, so keep it safe. In these cases you will need to find a suitable solution for archiving your data. The project is a joint initiative of Cambridge University Library and the Research Operations Office. questions, How the If you have any questions about this site, please, Frequently asked USB sticks), so information might be lost. In general, the minimum recommended period for retention of research data is 5 years from the date of publication. This guide provides several good practices in the storage of research data during data collection and in preserving your data after your project is finished. +31 (0)30 253 35 50, Working safely with research data from home, Tools for storing and managing code and software, Online training 'Learn to write your DMP', Best Practices for Writing Reproducible Code, IT-solutions for storing and preserving data, The ins and outs of metadata and data documentation, Netherlands Code of Conduct for Research Integrity, Utrecht University Policy Framework for Research Data. However, sharing data with others poses risks. Corrupted laptop or PC hardware, lost USBs and hard drives, spilled coffee, hackers, ransomware, viruses, social engineering - these are things you never intend to happen of course, but are not impossible. This site is managed by the Research Data Team. Computing officers will not back them up or support them centrally. If files are to be shared in a shared filespace,standardised file-naming conventions areeven more important. and your data (in the form of inventories, descriptions of relationships and manipulations, etc.) Back up can be time-consuming or expensive if your files take up a lot of space, or if you keep different files in different locations.
and Colleges work.
For enabling access and use of your data by others, use a standard format for your stored files. An extendedset could be anything others might find valuable. These following questions, based on material devised by the Digital Curation Centre, can help you decide what you should keep and what can be deleted: Once you have sorted through your files and asked these questions you then need to: Some funders require that all data is kept even if it is not publicly shared. These types of storage solutions pose a risk of data loss if your data is not backed up. About 25 characters is a good length for a filename. Keep in mind that you can access your data securely via Research Drive from all the locations where you work. IT professionals strongly recommend that: Your choice of storage media for back up will depend on the quantity and type of data you have: memory sticks, online back up services (i.e. You may be required by your PI or funder to store your data in a particular place, or you may have more choices available. by setting up a password, using encryption, and/or physical restrictions (i.e. Periodically check that no unauthorised access takes place and verify who has access to which folders and files. Prevent overwriting, deleting, or meddling by making yourfiles read only. log in with your @cam email). Keep file names as short and relevant as possible. It is therefore advisable not to have too many levels in the folder structure.
Take into account the possibilities and limitations of the (storage) system you are working with.
This tutorial is part of the online training 'Learn to write your DMP'. even if a document can still be opened with new software, it may be altered to a degree as to no longer be understandable or reliable for continued research, storage media may have been degraded, scratched or broken, especially if they are portable (e.g.
If possible, work in the standard format from the start. Any questions about Research Drive can also be asked via this form. A file name is in fact the most important element with which you can identify the file. from funders) and document decisions made and the reasons for them.
EUDAT CDI is a pan-European network consisting of more than 25 research organisations, data and computing centers. For instance, a new software version is not compatible with your data formator a new operating system does not support your software; the media on which data is stored becomesoutdated (e.g. Not al formats areequally widelyaccessible orfuture-proof. All these can compromise your data and can result in lost time and effort, lost resources, and even reputation - think of the ramifications for sensitive data or effects on future funding., Combining and integrating your research data with other research data will generate further knowledge. Cloudstorhosted by Australia's Academic and Research Network (AARNet). You may choose to only back up certain data, or to back up files you use every day more regularly than others. When organising access to your data during the course of your research, you should take into account the nature of the data. Employ clear file names. The names of your folders reflect these phases such as preparation (administration and documentation of research project, including your data management plan), raw data, manipulated data, reports of analyses and final products such as publications. The format is indicated by the file extensionat the end, such as .wmv, .mp3, or .pdf.
Secure your data files'above. Storing master copies of digital data on individual desktop or laptop computers is also not recommended. The above guidelines for file names naturally also apply to the folder names. An example of a file name could be NTC_wp5_MA_exp1.csv (project, work package within the project, type of measurement, experiment ID of the measurement) or MicroArray_NTC023_20141031.xls (content description, project number, date: international standard). Instead of manual version control, you can also use version control software such as Subversion. Try to arrange a local copy, that you yourself can store for the required period. It is therefore important to store the data in a consistent manner and to provide accurate documentation and metadata. Keep file names short. There are some good reasons why selection is worth doing: Ensure that you follow any data retention requirements outlined in yourfunder's research data policy.
askalibrarian@bond.edu.au Perhaps research and development departments of the private sector are also looking for your work. University and Colleges work, Resources and support at Cambridge overview, University of Cambridge Research Data Management Policy Framework, University of Cambridge Research Data Management Policy Framework overview, Engaging Researchers in Good Data Management 2017 Conference, University of Cambridge Statement of Records Management Practice and Master Records Retention Schedule, How the University and meaningful file names. For the UMC Utrecht Research Data Management policy, see the UMCU intranet page. You haveto prevent that someone can, willingly or not, overwrite your files, delete themor change theircontents. So, how will you keep your data safe for the long term? Finding the exact file that you need can be a hassle if you do not have a logical folder structure or logical file names. effectively document your data so that it can be understood in the future, periodically move data to new storage media (drives degrade over time), keep more than one copy of data, and on a variety of storage media, migrate data to new software versions, or use a format that can easily be imported to various software programs. not sending personal or confidential data via email or through File Transfer Protocol (FTP), but rather by transmitting it as encrypted data (e.g.
Do not use passwords on your universitycomputer only, but also on your laptop or home computer. The Bond Research Data Store allows users and teams to share files and folders with others, both internally and externally. Sometimes, for example, the system determines the length of the file name. At first glance, storing your research data should not be a difficult task with all the options we have at our disposal; youve got your USBs, external hard disks, cloud drives, or even on websites or their institutional repositories. ), you use multiple different types of storage media or storage media from different manufacturers (to protect against multiple media failures, e.g. To help you decide what to back up and when, think about which files you would need in order to re-create or restore in the case of loss and which data are crucial for your work? Utrecht UniversityHeidelberglaan 83584 CS UtrechtThe NetherlandsTel. the files or data will not be understood because there is no supporting documentation or metadata, or this has not been preserved correctly either. If data is moved, links are broken and your research data can no longer be found. Also see 'VI. A variable list or code bookexplaining the variables in your data. controlling access to restricted materials with encryption. You will then receive an invitation to add your account details to Research Drive. A project folder is created per research project in which you can create your own folder structure or make use of a recommended folder structure. What solves this is data persistence - this means that even if you move a file to another place, the reference or Persistent Identifier (PID) will still point to the same research data.. However, there are points and rules you should keep in mind when making your choice: In summary, therefore, file names should contain useful clues as to the contents, status and version of the file. Prevent unwanted visits to your data by controlling access to it, e.g. Learn how to select what to keep and how to store it carefully. Periodically check that all parties continue to observe the procedures that have been agreed upon. This way, you can be sure that you are always working with the right version. Backup is well organised through our supplier SURFSara.
Use a firewall to protect your data from viruses; Install updates and upgrades for your operating system and software; Use passwords and do not share them with anyone. Note that ifyou have to convert your file format into another to share the data with others, important information could be lost during conversion. A minimum set of documentation and metadata could be anything you need to interpret and evaluate the measurements. Team Global Citizenship & Internationalisation. Make sure your folders and files are clearly structured and use informative You have two options: You shouldstore all your data and documentation filestogether in a data package. If necessary, secure individual files with a password; Do not provide others with your login credentials. There are many providers of cloud storage out there and you should check their terms of use before using them for your research data. Elements could be project name, project number, name of research team/department,measurement type, subject, date of creation, version number, etc. It could also be a policy compliance matter. However, the difference between personal files and research data is that other people are interested in finding and making use of your research data. Youve done the hard work of producing your research. However, in any particular case, the period for which data should be retained should be determined by the specific type of research. A decent firewall and reliable antivirus software are a must. In order to keep an overview in your folder structure, the best approach is to reflect the different phases of your research.
Change these file names according to your chosen naming convention. Bond University staff and HDR students can use the following cloud services on and off campus. At what time and according to which specifications will your data be removed? Therefore, roles and responsibilities should be written down in an archival policy, making clear who is responsiblefor doing what withyour data in the long term. Incorrectly-stored research data can be susceptible to data loss or unauthorized access.
Your results are captured in data. The AVG/GPDRstates that personal data may not be kept longer than is necessary for thepurposes for which they were collected or for which they are used.
You need to consider these carefully and make an informed decision about sharing your folders and files with others. However, you can prevent data loss by following good backup practices. For yourself, for the researchers you work If your work is on offline devices, in a siloed institutional repository or even a webpage thats not search engine optimised, then your data will remain hidden and not used to its maximum potential. Build your file names from elements. How close are you to making a final study choice? It is tempting to keep everything, just in case you need it in the future, but keeping all your files for the foreseeable future costs money, and makes it more difficult to find the truly important things. EUDAT publishes new use cases: CompBioMed, ROHub TNC22: EUDAT for NRENs and Research and Academia, Introduction to the EUDAT CDI and its Services. This is up to you, the owner, to decide. You can use a free, public repository for research data, with added possibilities for sharing your data (See our guide 'Publishing and sharing data') or you can preserve the data yourself. It is important not to rely on them as your only copy of important data. Learn about different measures depending on the kind of security you need: The Netherlands Code of Conduct for Research Integrity (VSNU, 2018)states that research datamust be kept for (at least) 10 years. -- website.
if I need to pay to keep the data, can I afford it. That's a lost opportunity for your research data to be reused. Each individual researchershould ensure that their research data is regularly backed-up and stored securely for the life of the project and throughout the minimum retention period (see tablebelow). There are many issues to consider, and it is recommended researchers should seek early advice from a Research Data Advisor, or the Office of Research Services. The Research Drive storage system uses encryption. Each element is coded to keep names short. For example: Researchers should identify the possible retention period for used data and also potential requirements for retention and disposal and consult the Queensland State Archives University Sector Retention and Disposal Schedule below, Dr Lisa Marlow These people can (after accepting the invitation) be given rights to the project folder or just some folders from the root folder. File formats refer to the form in which data is stored. Use the form to enter the project name, so that it can be created by the functional manager. It is easier to maintain a manageable number of files and versions with a clear naming and folder structure and can save you a lot of frustration. a bad batch of discs), The more important the data and the more often they change, the more regularly they need to be backed up.
The shortcut to the tool can be found via this link, but is of course only accessible if you have registered your research with the functional manager. Ask A Librarian Research Ethics Manager The guidelines for writing such a README.txt file have been established by the 4TU Centre for Research Data. The result of this obsolescence means that it may no longer be possible to access the file, read the file or reuse the data, either entirely or partially. It is also worth remembering that if you have something on file, then it might be subject to a Freedom of Information (FOI) request. If you have made use of data from other parties, you will have to account for them as well.
Library Staff Directory. If your files take up a large amount of space and backing up all of them (or backing them up sufficiently frequently) would be difficult or expensive, you may want to focus on backing up specific key information, programs, algorithms, or documentation that you would need in order to re-create the data in case of data loss. All research data can be safely stored during the research using the Research Drive tool. If the data is stored because it might be. The research data steward(s) of THUAS can be contacted at researchsupport@hhs.nl, 2022 The Hague University - All rights reserved, Data management (storage and organisation), Guidelines folder structure in Research Drive. How do you ensure that the data remains accessible when you or other people leave the research? This will help you find sets of files with a simple sorting of filenames in your folder. a vault). Storing your data properly can save you a lot of time (in finding and interpreting) and frustration (in not losing it). temporary copies/moving files e.g. As future access and reuse of data may be affected by proprietary formats, it is advisable to use open formats such as Rich Text Format (RTF) or Open Document Format (ODF) for preservation purposes. You can do this using a simple table that contains the following columns: version number, a brief description of what was done with the data, who did it and the date it was done. It is better to use the secure tool SURFfilesender, which also uses encryption. Researchers need to ensure that their research data is secure and retrievable for long term use. It makes the data easier to find and understand. Preservationcan be done on tape, disk, or via cloud storage. A range of different storage options are provided for University members by UIS.
The person who initiates the sharing of folders and files is responsible for ensuring the safe and appropriate sharing of data.
The folder 'Test Project' in Research Drive contains some useful documents such as the Quick Guide Research Drive and the guide documentation and folder structure. Document your entire strategy with regard to giving file names. By coding your data, your files will become unreadable to anyone who does not have the correct encryption key. This documentation helps to remain consistent and to continue to understand the strategy long after you have completed your research. These agreements must be included in the (joint) data management plan but also laid down in writing in a consortium agreement. Where possible, only store what you need to keep.
Think on naming conventions and folder structurebefore you start a project. A project folder in Research Drive can be requested via the iFrontoffice, tile 'Education support' and then the form 'Research Drive'. For more information view theLabArchivesTutorials and Informationpage. data backup and access are already well organised from the start. The basic rule of thumb is: The term 'preservation' means ensuring something can still be seen or used over time. Always go from generic to specific. Possible measures are: Unfortunately, data can become unusable in due times because: Determine who can access (part of) your data. It is also wise to have a separate folder for the most advanced version of your data. does this data constitute the 'vital records' of a project, organisation or consortium and therefore need to be retained indefinitely?
Lock your computer when leaving it, even if it isjust for a moment (Windows key + L); Lock your door if you are not in your room; Do not leave unsecured copies of your data lying around; Transport your USB stick or external hard disk in such a way that you cannot lose it; Keep non-digital material which should not be seen by others, in a locked cabinet or drawer. Many computer networks within the University back up files automatically, but some do not. See 'Data description in practice'for more specific guidance and tips or watch this tutorial 'The ins and outs of metadata and data documentation'. This short video illustrates the value of good data management and provides a few key best practices (from Digital Preservation Europe), StorageBackupLong-term storage and preservationSelection choosing what to keepSharing what, why and how to share dataDigital repositories a dedicated page where we provide detailed guidance on various data repositories. This is not just for the sake of ensuring researchers in the future can make use of your outputs. For USB and CD/DVD, physical destruction works best to erase data. 2020 EUDAT Collaborative Data Infrastructure, 5 Research Data Storage Problems (and Tips) in Research Data Management, Did you know that the EUDAT Collaborative Data Infrastructure (EUDAT CDI). Avoid using unsafe internet connections. In your day-to-day research make sure you manage the different versions and copies of your data carefully in the following ways: As your work progresses, it is likely that youll have more and more files, all with different content. protected by intellectual property) that this data may have. Your data has to be protected and be available for verification purposes after your research project has finished. Having a metadata table (or sheet) that holds information on your data files can give you a quick overview of what measurements you have in your data files, so you don't have to open each of the files to see and interpret the content. The file name helps to distinguish files from each other and it provides assistance in classifying and sorting files. Research data and primary materials must be preserved. If there are essential updates to the data, preserve a new version in addition to the old, but do not change the original version. On the one hand, activities related to storing the data and, on the other hand, activities related to organising the data. For verification, all documentation and data (raw or possibly analysed) that enable research replication must be provided. When using data from an external party, you must comply with the specific restrictions (e.g. In which cases do you allow for access? Note that deleting files from hard disks only removes the reference to it, not the file itself. Handle passwords wisely. Standard image formats: JPEG 2000, PNG and SVG, 2. What are the privileges that each person gets in the different cases that you can foresee? There are roughly three goals to use specific types of metadata and data documentation: Your (raw) data may consist of several files with measurements (or interviews/observations/samples/etc.). The University provides three different cloud options - OneDrive, Dropbox for Business and Google Drive - which should be accessed with your University email address (i.e. does sufficient documentation and descriptive information (metadata) exist to explain the data, and allow the data or record to be found wherever it ends up being stored? Choosing the right way to store your data can help you work more flexibly, easily and quickly.
File formats can become obsolete for various reasons: Software / file formats are upgraded and the new version no longer works with the old version, Software that supports the format is bought out by a competitor and withdrawn, Format falls into disuse or no-one writes software to support/implement it, Format is no longer compatible with current software or is not backwards compatible with older software. Moreover, when properly structured and annotated during research, youll have your data preserved and/or shared with minimal effort at the end of your research. Documenting both your research process (in the form of protocols, methodology descriptions, etc.) Unfortunately, we have not found any results. Data documentation (possibly in the form of a. Only use characters from the sets A-Z, a-z, 0-9, hyphen, underscore, and dot. And apply encryption as an additional security measure.
If possible, log all visits to your data. You may code an individual file, but also (part of) a hard disk or USB stick; procedural arrangements like arrangingaccess conditions in a consortium agreement and, if necessary, throughnon-disclosure agreements with participants and data handlers (See the guide on '. All this starts with a good data management policy and the right tools (storage features) which should be compatible and act as a reflection of your effective data management policy. The Bond Research Data Storeis available to all research staff and HDR students for day-to-day and long term data storage. All we can do is think the matter through carefully, abide by the policies we need to (e.g. https://bond.libguides.com/research-data-management, Creative Commons Attribution-ShareAlike 4.0 International License, Secure storage located in Australia avoiding any sovereignty issues. FTP servers) may be convenient for small amounts of data, whereas hard drives or magnetic tapes may be more appropriate for large volumes or when you need to store data offline for security reasons. As a researcher, you determine the strategy you want to follow when giving out file names.
However, you may not be around during your whole research career to provide the appropriate care. Make file names specific, detailed and unique. does my funder or the university need me to keep this data and / or make it available for a certain amount of time? Every day, researchers both inside and outside of your community, domain and country may be searching for research data that could help their own. Non-anonymised data may, however, be preserved for historical, statistical or scientific purposes. You can then simply refer to their storage. As the Research Data Store is set up to allow academics and HDR students to share folders and files directly, the University does not provide a formal permission process for this to occur. Depending on your institution, community or ministry/national policies, you may be required to implement long-term data preservation and ensure that your research data is stored in an accessible place for 10 or even more years!
Check out our 30-minute webinar and slides,Introduction to the EUDAT CDI and its Services.. In the context of digital data, long-term preservation is the process of maintaining data over time so that they can still be found, understood, accessed and used in the future. Research data should be readable for machines without the need for specialised or ad hoc algorithms, translators, or mappings, but if your storage system cannot support this, then you may be limiting how far your research data can be used., Moving files from one storage space to another commonly needs to happen whether in research data or even for personal files. Will you only preserve the data underpinning a scientific publication, or also other data? taking a presentation to a conference, files only one person at a time needs access to, whether files on the network are automatically backed up, and, if so, which folders or drives on the network are backed up automatically, you make two, or even three, back-ups of all important documents and data not stored on a networked file server (failure rates for storage media are probably higher than you think! Researchers can receive support in research data management. Both can be used to describe the subject of the measurementsor the settings/circumstances under which these were obtained. For short-term research projects that are for assessment purposes only, such as research projects completed by students, retaining research data for 12 months after the completion of the project may be sufficient; For most clinical trials, retaining research data for 15 years or more may be necessary; For areas such as gene therapy, research data must be retained permanently (e.g. For medical records, this period is 15 years or longer (WGBO (article 454)) and (patient) data for drug research must be stored for 20 years. After registration, there is an intake interview with the administrator and the data steward. In both of these cases you should include: Once your datais preserved, itis used as a reference point. Youve invested a lot of time and effort in creating your data, so keep it safe. In these cases you will need to find a suitable solution for archiving your data. The project is a joint initiative of Cambridge University Library and the Research Operations Office. questions, How the If you have any questions about this site, please, Frequently asked USB sticks), so information might be lost. In general, the minimum recommended period for retention of research data is 5 years from the date of publication. This guide provides several good practices in the storage of research data during data collection and in preserving your data after your project is finished. +31 (0)30 253 35 50, Working safely with research data from home, Tools for storing and managing code and software, Online training 'Learn to write your DMP', Best Practices for Writing Reproducible Code, IT-solutions for storing and preserving data, The ins and outs of metadata and data documentation, Netherlands Code of Conduct for Research Integrity, Utrecht University Policy Framework for Research Data. However, sharing data with others poses risks. Corrupted laptop or PC hardware, lost USBs and hard drives, spilled coffee, hackers, ransomware, viruses, social engineering - these are things you never intend to happen of course, but are not impossible. This site is managed by the Research Data Team. Computing officers will not back them up or support them centrally. If files are to be shared in a shared filespace,standardised file-naming conventions areeven more important. and your data (in the form of inventories, descriptions of relationships and manipulations, etc.) Back up can be time-consuming or expensive if your files take up a lot of space, or if you keep different files in different locations.
and Colleges work.
For enabling access and use of your data by others, use a standard format for your stored files. An extendedset could be anything others might find valuable. These following questions, based on material devised by the Digital Curation Centre, can help you decide what you should keep and what can be deleted: Once you have sorted through your files and asked these questions you then need to: Some funders require that all data is kept even if it is not publicly shared. These types of storage solutions pose a risk of data loss if your data is not backed up. About 25 characters is a good length for a filename. Keep in mind that you can access your data securely via Research Drive from all the locations where you work. IT professionals strongly recommend that: Your choice of storage media for back up will depend on the quantity and type of data you have: memory sticks, online back up services (i.e. You may be required by your PI or funder to store your data in a particular place, or you may have more choices available. by setting up a password, using encryption, and/or physical restrictions (i.e. Periodically check that no unauthorised access takes place and verify who has access to which folders and files. Prevent overwriting, deleting, or meddling by making yourfiles read only. log in with your @cam email). Keep file names as short and relevant as possible. It is therefore advisable not to have too many levels in the folder structure.
Take into account the possibilities and limitations of the (storage) system you are working with.
This tutorial is part of the online training 'Learn to write your DMP'. even if a document can still be opened with new software, it may be altered to a degree as to no longer be understandable or reliable for continued research, storage media may have been degraded, scratched or broken, especially if they are portable (e.g.
If possible, work in the standard format from the start. Any questions about Research Drive can also be asked via this form. A file name is in fact the most important element with which you can identify the file. from funders) and document decisions made and the reasons for them.
EUDAT CDI is a pan-European network consisting of more than 25 research organisations, data and computing centers. For instance, a new software version is not compatible with your data formator a new operating system does not support your software; the media on which data is stored becomesoutdated (e.g. Not al formats areequally widelyaccessible orfuture-proof. All these can compromise your data and can result in lost time and effort, lost resources, and even reputation - think of the ramifications for sensitive data or effects on future funding., Combining and integrating your research data with other research data will generate further knowledge. Cloudstorhosted by Australia's Academic and Research Network (AARNet). You may choose to only back up certain data, or to back up files you use every day more regularly than others. When organising access to your data during the course of your research, you should take into account the nature of the data. Employ clear file names. The names of your folders reflect these phases such as preparation (administration and documentation of research project, including your data management plan), raw data, manipulated data, reports of analyses and final products such as publications. The format is indicated by the file extensionat the end, such as .wmv, .mp3, or .pdf.
Secure your data files'above. Storing master copies of digital data on individual desktop or laptop computers is also not recommended. The above guidelines for file names naturally also apply to the folder names. An example of a file name could be NTC_wp5_MA_exp1.csv (project, work package within the project, type of measurement, experiment ID of the measurement) or MicroArray_NTC023_20141031.xls (content description, project number, date: international standard). Instead of manual version control, you can also use version control software such as Subversion. Try to arrange a local copy, that you yourself can store for the required period. It is therefore important to store the data in a consistent manner and to provide accurate documentation and metadata. Keep file names short. There are some good reasons why selection is worth doing: Ensure that you follow any data retention requirements outlined in yourfunder's research data policy.
askalibrarian@bond.edu.au Perhaps research and development departments of the private sector are also looking for your work. University and Colleges work, Resources and support at Cambridge overview, University of Cambridge Research Data Management Policy Framework, University of Cambridge Research Data Management Policy Framework overview, Engaging Researchers in Good Data Management 2017 Conference, University of Cambridge Statement of Records Management Practice and Master Records Retention Schedule, How the University and meaningful file names. For the UMC Utrecht Research Data Management policy, see the UMCU intranet page. You haveto prevent that someone can, willingly or not, overwrite your files, delete themor change theircontents. So, how will you keep your data safe for the long term? Finding the exact file that you need can be a hassle if you do not have a logical folder structure or logical file names. effectively document your data so that it can be understood in the future, periodically move data to new storage media (drives degrade over time), keep more than one copy of data, and on a variety of storage media, migrate data to new software versions, or use a format that can easily be imported to various software programs. not sending personal or confidential data via email or through File Transfer Protocol (FTP), but rather by transmitting it as encrypted data (e.g.
Do not use passwords on your universitycomputer only, but also on your laptop or home computer. The Bond Research Data Store allows users and teams to share files and folders with others, both internally and externally. Sometimes, for example, the system determines the length of the file name. At first glance, storing your research data should not be a difficult task with all the options we have at our disposal; youve got your USBs, external hard disks, cloud drives, or even on websites or their institutional repositories. ), you use multiple different types of storage media or storage media from different manufacturers (to protect against multiple media failures, e.g. To help you decide what to back up and when, think about which files you would need in order to re-create or restore in the case of loss and which data are crucial for your work? Utrecht UniversityHeidelberglaan 83584 CS UtrechtThe NetherlandsTel. the files or data will not be understood because there is no supporting documentation or metadata, or this has not been preserved correctly either. If data is moved, links are broken and your research data can no longer be found. Also see 'VI. A variable list or code bookexplaining the variables in your data. controlling access to restricted materials with encryption. You will then receive an invitation to add your account details to Research Drive. A project folder is created per research project in which you can create your own folder structure or make use of a recommended folder structure. What solves this is data persistence - this means that even if you move a file to another place, the reference or Persistent Identifier (PID) will still point to the same research data.. However, there are points and rules you should keep in mind when making your choice: In summary, therefore, file names should contain useful clues as to the contents, status and version of the file. Prevent unwanted visits to your data by controlling access to it, e.g. Learn how to select what to keep and how to store it carefully. Periodically check that all parties continue to observe the procedures that have been agreed upon. This way, you can be sure that you are always working with the right version. Backup is well organised through our supplier SURFSara.
Use a firewall to protect your data from viruses; Install updates and upgrades for your operating system and software; Use passwords and do not share them with anyone. Note that ifyou have to convert your file format into another to share the data with others, important information could be lost during conversion. A minimum set of documentation and metadata could be anything you need to interpret and evaluate the measurements. Team Global Citizenship & Internationalisation. Make sure your folders and files are clearly structured and use informative You have two options: You shouldstore all your data and documentation filestogether in a data package. If necessary, secure individual files with a password; Do not provide others with your login credentials. There are many providers of cloud storage out there and you should check their terms of use before using them for your research data. Elements could be project name, project number, name of research team/department,measurement type, subject, date of creation, version number, etc. It could also be a policy compliance matter. However, the difference between personal files and research data is that other people are interested in finding and making use of your research data. Youve done the hard work of producing your research. However, in any particular case, the period for which data should be retained should be determined by the specific type of research. A decent firewall and reliable antivirus software are a must. In order to keep an overview in your folder structure, the best approach is to reflect the different phases of your research.
Change these file names according to your chosen naming convention. Bond University staff and HDR students can use the following cloud services on and off campus. At what time and according to which specifications will your data be removed? Therefore, roles and responsibilities should be written down in an archival policy, making clear who is responsiblefor doing what withyour data in the long term. Incorrectly-stored research data can be susceptible to data loss or unauthorized access.
Your results are captured in data. The AVG/GPDRstates that personal data may not be kept longer than is necessary for thepurposes for which they were collected or for which they are used.
You need to consider these carefully and make an informed decision about sharing your folders and files with others. However, you can prevent data loss by following good backup practices. For yourself, for the researchers you work If your work is on offline devices, in a siloed institutional repository or even a webpage thats not search engine optimised, then your data will remain hidden and not used to its maximum potential. Build your file names from elements. How close are you to making a final study choice? It is tempting to keep everything, just in case you need it in the future, but keeping all your files for the foreseeable future costs money, and makes it more difficult to find the truly important things. EUDAT publishes new use cases: CompBioMed, ROHub TNC22: EUDAT for NRENs and Research and Academia, Introduction to the EUDAT CDI and its Services. This is up to you, the owner, to decide. You can use a free, public repository for research data, with added possibilities for sharing your data (See our guide 'Publishing and sharing data') or you can preserve the data yourself. It is important not to rely on them as your only copy of important data. Learn about different measures depending on the kind of security you need: The Netherlands Code of Conduct for Research Integrity (VSNU, 2018)states that research datamust be kept for (at least) 10 years. -- website.
if I need to pay to keep the data, can I afford it. That's a lost opportunity for your research data to be reused. Each individual researchershould ensure that their research data is regularly backed-up and stored securely for the life of the project and throughout the minimum retention period (see tablebelow). There are many issues to consider, and it is recommended researchers should seek early advice from a Research Data Advisor, or the Office of Research Services. The Research Drive storage system uses encryption. Each element is coded to keep names short. For example: Researchers should identify the possible retention period for used data and also potential requirements for retention and disposal and consult the Queensland State Archives University Sector Retention and Disposal Schedule below, Dr Lisa Marlow These people can (after accepting the invitation) be given rights to the project folder or just some folders from the root folder. File formats refer to the form in which data is stored. Use the form to enter the project name, so that it can be created by the functional manager. It is easier to maintain a manageable number of files and versions with a clear naming and folder structure and can save you a lot of frustration. a bad batch of discs), The more important the data and the more often they change, the more regularly they need to be backed up.
The shortcut to the tool can be found via this link, but is of course only accessible if you have registered your research with the functional manager. Ask A Librarian Research Ethics Manager The guidelines for writing such a README.txt file have been established by the 4TU Centre for Research Data. The result of this obsolescence means that it may no longer be possible to access the file, read the file or reuse the data, either entirely or partially. It is also worth remembering that if you have something on file, then it might be subject to a Freedom of Information (FOI) request. If you have made use of data from other parties, you will have to account for them as well.
Library Staff Directory. If your files take up a large amount of space and backing up all of them (or backing them up sufficiently frequently) would be difficult or expensive, you may want to focus on backing up specific key information, programs, algorithms, or documentation that you would need in order to re-create the data in case of data loss. All research data can be safely stored during the research using the Research Drive tool. If the data is stored because it might be. The research data steward(s) of THUAS can be contacted at researchsupport@hhs.nl, 2022 The Hague University - All rights reserved, Data management (storage and organisation), Guidelines folder structure in Research Drive. How do you ensure that the data remains accessible when you or other people leave the research? This will help you find sets of files with a simple sorting of filenames in your folder. a vault). Storing your data properly can save you a lot of time (in finding and interpreting) and frustration (in not losing it). temporary copies/moving files e.g. As future access and reuse of data may be affected by proprietary formats, it is advisable to use open formats such as Rich Text Format (RTF) or Open Document Format (ODF) for preservation purposes. You can do this using a simple table that contains the following columns: version number, a brief description of what was done with the data, who did it and the date it was done. It is better to use the secure tool SURFfilesender, which also uses encryption. Researchers need to ensure that their research data is secure and retrievable for long term use. It makes the data easier to find and understand. Preservationcan be done on tape, disk, or via cloud storage. A range of different storage options are provided for University members by UIS.
The person who initiates the sharing of folders and files is responsible for ensuring the safe and appropriate sharing of data.