data management and storage in research

Possible measures are: Unfortunately, data can become unusable in due times because: Determine who can access (part of) your data. When storing your data, you need to pay attention to things like backing up, accessing and transferring data and keeping data readable. How close are you to making a final study choice?

Once research data is created, it must be available for the future. The Research Drive storage system uses encryption. If possible, work in the standard format from the start. 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.). Your department might have a mechanism for this or you might want to use the UIS' Research Cold Store. can become faulty. 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! 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 Sometimes, for example, the system determines the length of the file name.

Build your file names from elements. Both can be used to describe the subject of the measurementsor the settings/circumstances under which these were obtained. Team Global Citizenship & Internationalisation. +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. 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. Think on naming conventions and folder structurebefore you start a project. For text: ASCII, PDF, Open Document Format (ODF) and Office Open XML format (the native format for recent versions of Microsoft Word). This is not just for the sake of ensuring researchers in the future can make use of your outputs. Software such as. Once you have accepted this, the functional administrator can make you owner of the project folder and the owner can then invite (research) staff to access Research Drive. It is therefore advisable not to have too many levels in the folder structure. do I have the legal and intellectual property rights to keep and re-use this data? 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. Preservationcan be done on tape, disk, or via cloud storage. 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. An extendedset could be anything others might find valuable. If you have made use of data from other parties, you will have to account for them as well. LabArchives is an industry standard electronic lab notebook availableto all HDR and academic staff to report research. Find out how to preserve your data and back-ups, and consider how you can get the most from your data, perhaps through re-use and sharing. This is up to you, the owner, to decide. Research Drive offers the possibility to set up settings and authorisations in a way that complies with these conditions and applicable legislation [link naar interne vertaalde pagina]. The software can ingest files, text, photos, provides for sharing where appropriate. Different approaches are possible, but it is important to consider them carefully. 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. digital sources degrade over time ('bit rot'); data and software can become outdated. Do not use passwords on your universitycomputer only, but also on your laptop or home computer. Any questions about Research Drive can also be asked via this form. EUDAT CDI is a pan-European network consisting of more than 25 research organisations, data and computing centers. Library Staff Directory. Utrecht UniversityHeidelberglaan 83584 CS UtrechtThe NetherlandsTel. When organising access to your data during the course of your research, you should take into account the nature of the data. Choices are, for instance: What exactly to preservealso depends on your purpose: In both cases, enough documentation needs to be added to make the data comprehensible. Not al formats areequally widelyaccessible orfuture-proof. and your data (in the form of inventories, descriptions of relationships and manipulations, etc.) The followingcharacteristics will help to ensure access: AtDANSa distinction is madebetween preferred and acceptable formats for deposits for data preservation and data sharing. Keep file names as short and relevant as possible.

By using Research Drive, Will you only preserve the data underpinning a scientific publication, or also other data? Store crucial data in more than one secure location.

Overwrite the files to scramble their contentsor use secure erasing software. Unfortunately, we have not found any results. File formats refer to the form in which data is stored. Your data management plan is a good place to document your file naming conventions. ), you store one back-up in a different location from the others (to keep your files safe in case of a fire, flood, burglary, etc. Personal or sensitive data require a higher level of security than anonymised or non-confidential data. You can start by watching this video about preserving research data in an optimal and technically correct way. askalibrarian@bond.edu.au When you need to share your data during research take into account the wishes of rightful claimants to the data (research subjects, co-authors, partners from industry, etc.) However, the most convenient ways to store research data may not always be the most appropriate one. 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. It is also wise to have a separate folder for the most advanced version of your data. Choose one naming convention and apply it consistently by including the same information in the same order in the file names. Youve done the hard work of producing your research. by setting up a password, using encryption, and/or physical restrictions (i.e. data backup and access are already well organised from the start. 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). You may be required by your PI or funder to store your data in a particular place, or you may have more choices available. Instead of manual version control, you can also use version control software such as Subversion. If you choose the latter option, some best practices are provided here: Which data will you select for preservation? 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. When using data from an external party, you must comply with the specific restrictions (e.g. Take into account the possibilities and limitations of the (storage) system you are working with. Always go from generic to specific. Correct storage enables this. Generally, about 25 characters long is enough to capture sufficient descriptive information. from funders) and document decisions made and the reasons for them. 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). So, how will you keep your data safe for the long term? You log in with your THUAS account. 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. Make sure your folders and files are clearly structured and use informative The project is a joint initiative of Cambridge University Library and the Research Operations Office. If you are handling personal or sensitive data then you should check the cloud option is compliant with any data protection rules the data are bound by. Research Ethics Manager Discover why and how to back it up to make sure it is not lost. The basic rule of thumb is: The term 'preservation' means ensuring something can still be seen or used over time. Always lock your device when you walk away and never leave your device unattended/unprotected for long periods of time. How do you ensure that the data remains accessible when you or other people leave the research? A decent firewall and reliable antivirus software are a must. In addition, follow the recommendations in the University of Cambridge Statement of Records Management Practice and Master Records Retention Schedule). in thearchival policy and not 'persons' as persons may leave the university. 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. Always save the raw data file and ensure that no further changes can be made to it (e.g. The time you invest in thinking about how to organise research data and the associated data and project documentation will pay off handsomely in the long run. Choosing what to keep and what can be disposed of or deleted is always going to involve a subjective judgement, as nobody knows exactly what information is going to be wanted in the future. Having a solution for preserving data for the long term can be pursued in several ways. 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. Cloudstoroffers the following benefits for Bond researchers: Cloudstorisuseful forsharing of de-identifieddata sets. Protect your intellectual property and comply with the Privacy Act by only using Bond University recommended data storage solutions. The results can be catastrophic for your research project, or for you personally. That's a lost opportunity for your research data to be reused. and meaningful file names. It is therefore important to store the data in a consistent manner and to provide accurate documentation and metadata. This tutorial is part of the online training 'Learn to write your DMP'.

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. Check out below what are the main problems with storing research data incorrectly. If it is necessary to use your data outside Research Drive, apply encryption yourself using software such as VeraCrypt or Cryptomator. Periodically check that no unauthorised access takes place and verify who has access to which folders and files. This will help you find sets of files with a simple sorting of filenames in your folder. Prevent unwanted visits to your data by controlling access to it, e.g. It is also worth remembering that if you have something on file, then it might be subject to a Freedom of Information (FOI) request. A file name can only hold so much information. 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. 1. Researchers can receive support in research data management. Portable storage media such as memory sticks (USB sticks) are more risky and vulnerable to loss and damage. Also see 'VI. Avoid using unsafe internet connections.

EUDAT publishes new use cases: CompBioMed, ROHub TNC22: EUDAT for NRENs and Research and Academia, Introduction to the EUDAT CDI and its Services. If possible, log all visits to your 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. Note that ifyou have to convert your file format into another to share the data with others, important information could be lost during conversion. Storing your data properly can save you a lot of time (in finding and interpreting) and frustration (in not losing it). Be consistent in the file naming of different versions, for example by adding the date (YYYY-MM-DD) in the file or the version number. floppy disks or audio cassettes); media on which you store your data (hard drives, cd, usb, etc.) The hierarchy of folders must remain simple and clear. On the one hand, activities related to storing the data and, on the other hand, activities related to organising the data. 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. Perhaps research and development departments of the private sector are also looking for your work. By coding your data, your files will become unreadable to anyone who does not have the correct encryption key. TheUtrecht University Policy Framework for Research Dataadds that this 10 year periodstarts after you have published your paper based on the data you are preserving. Prevent overwriting, deleting, or meddling by making yourfiles read only. 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. The person who initiates the sharing of folders and files is responsible for ensuring the safe and appropriate sharing of data. File format decisions should ideally be made before you start data collection. If the data is stored because it might be. However, you may not be around during your whole research career to provide the appropriate care. If you have any questions about this site, please, Frequently asked Note that deleting files from hard disks only removes the reference to it, not the file itself. Data documentation (possibly in the form of a. This guide is designed as an introduction to research data and the management of data for the research community at Bond University. Some Australian examples of external data storage and collaboration optionsavailable to researchers include: Queensland Cyber Infrastructure Foundation offers a range of eResearch services to help researchers tackle real-world challenges: The Australian Access Federation is a "vital part of the Australian eResearch infrastructure landscape facilitating trusted electronic communications and collaboration between education and research institutions both locally and internationally." if I need to pay to keep the data, can I afford it. Only use characters from the sets A-Z, a-z, 0-9, hyphen, underscore, and dot. 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. If applicable, the computer code used to perform analysesand/oranexplanation of performed analyses ('methods'); A file which describesthe files in the data package and their relation should be provided. Employ clear file names. Will you preserve the data once it is completely static (no alterations expected) or will you allow for versions? This documentation helps to remain consistent and to continue to understand the strategy long after you have completed your research. 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. 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. When cooperating with other institutions or organisations, it will be necessary to consider jointly which institutions store which data in which format and who has access to which data. All research data can be saved during the research using the Research Drive tool. The guidelines for writing such a README.txt file have been established by the 4TU Centre for Research Data. -- website. Thoughtful storage solutions can also simplify version control and collaboration with others. In order to keep an overview in your folder structure, the best approach is to reflect the different phases of your research.

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data management and storage in research